Administrative Specialist II - Enrollment Services

Job ID 2017-4438
Posted Date 8/24/2017
Org Number 010163
Department Enrollment Services
Division Vice President for Student Services
Job Type Staff
Location US-OK-Edmond
Proposed Salary Range $15.38 per hour ($32,000 annually)
Targeted Job Start Date ..
Hours Per Week 40
Weeks Per Year 52
Regular Workdays/Hours Monday - Friday 8-5
Preference Date 8/31/2017

Position Overview

Responsibilities for performing a variety of administrative duties for a large division/college which may include multiple areas. Responsible for day-to-day operations of the department; coordinates of projects assigned; develops office procedures. Initiate correspondence, memoranda, promotional material, forms, newsletters manual and reports. Oversee the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems. Develops and maintains confidential or complex files. Interprets and advises internal and external customers on programs, policies or rules. Assists leadership in program/event planning; administers budgets; and coordinates academic and/or staff personnel matters. Resolve problems that have a significant impact on the overall goals of the department. May have contact with sensitive, complex and confidential information. May be responsible for managing calendars, appointments, chair events and meetings. Level III typically hires and terminates clerical and administrative personnel.

Department Specific Essential Job Functions

Coordinates and assists with all Front Counter operations, including but not limited to Enrollment, Undergraduate Admissions, Customer Services, Banner Support, and Process Improvement. Supervises the all Front Desk operations for Enrollment Support Services and Undergraduate Admissions. Oversees peak Admissions and Enrollment periods and adjusts processes according to demand. Supervises Service Representatives, including Full-time and Part-time staff. Supervises front desk as well as non-recruitment student staff in the Undergraduate Admissions and Enrollment Services area. Oversees administration of the Emergency Withdrawal process and communicates with students regarding documentation, forms, and decisions. Provides tier two support for Banner Student areas including Registration, Course Administration, Admissions, and various other Banner forms. Acts as tier two support for student issues. Acts as primary contact point for Call Center regarding Enrollment and Registration issues. Creates, maintains, and updates user manuals for Front Desk processes. Reviews immunization records for Domestic Undergraduate students and updates student accounts accordingly. Continually reviews and improves Front Desk operations and works with Technical Services areas to install Customer Check-In services for use with Enrollment and Admissions. Provides excellent customer service to students of Central. Works with faculty and departmental staff on course and enrollment changes as well as registration updates. Assists and finalizes student staff paperwork, processes timekeeping, and maintains budgetary needs for the Front Desk and Call Centers areas. Performs other duties as assigned.

Qualifications/Experience Required

Requires a bachelor's degree in field plus 3 years of relevant admin experience, or if no degree, 7+ years of equivalent work experience that provides knowledge of and exposure to fundamental theories, principles, and concepts. Requires the application of expertise in a chosen field to achieve results.

Qualifications/Experience Preferred

One year of supervisory experience. Demonstrated excellence in communication and customer service skills. Experience working with Student information system, especially Banner.


Skills and Behavior: Technical proficiency; Trust and Credibility; Dedication; Team player; Time Management skills; Ownership of individual performance goals; Ambitious. Accurate typing/word processing skills. Proven leadership skills exhibited by excellent communication and human relations. Excellent public relations, communications (both oral and written) and organizational skills. Familiarity with computer software programs. Must demonstrate a warm and caring professional attitude along with phone etiquette protocol. Ability to relate effectively to a diverse student population as well as to various members of the higher education community. Ability to perform duties effectively, efficiently, accurately and prioritize multiple assignments. Ability to effectively work during extremely busy and stressful periods. Good records management skills. Good supervisory and computer skills. Ability to maintain confidential information and work effectively as part of a team. Must be detail-oriented. Ability to use office machines and equipment pertinent to the efficient and effective operation of the office. Ability to listen and synthesize directives.

Physical Demands

Repetitive movement of hands and fingers typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.