Intake AssistantDatatel Position ID:
$15.00 - $16.00Position Type:
Non-Exempt (Technical/Paraprofessional)General Description:
The Intake Assistant is responsible for the intake and review of initial student transcripts and other regent compliant documentation for admissions at the front counter for the processing of admissions applications.Reports To:
Coordinator of Community & Campus Recruitment EventsWhat position(s) reports to this position?:
Associate Degree Required Knowledge, Skills & Abilities:
In lieu of degree at least four (4) years work experience.
Ability to communicate diplomatically, clearly, and effectively; Physical Demands/Working Conditions:
Strong interpersonal skills;
Ability to respectfully work with diverse populations;
Strong Critical Thinking Skills.
General Computer Skills: Locate and open a software or internet based program without a desktop shortcut create a new folder, save item to specific location (shared folder, desktop, documents folder, etc.).
MicroSoft Word: Font adjustments, paragraph functions (alignment, number, bullets, spacing), page set up functions (size, margins, columns, orientation), find and replace feature, spelling and grammar check.
MicroSoft Exel: Adjust column and row size, font, data sort, highlighting, alignment, grid lines, wrap text, freeze pane, adjust for print-ability, Insert mathematical formulas, header/footer, using pivot tables, removing duplicates.
MicroSoft Outlook: Send, reply, reply all, forward and receive emails with and without attachments, insert or use a website link within an email, delete, archive and save emails, accept meeting requests, view calendar, add and edit calendar events or tasks, spell check, Create and send meeting requests, use internal address book to locate employee email addresses, adjust reading view for mail and calendar, search for previously received emails by person and topic, Set rules (out of office reply, automatically sort emails into folders, etc.).
1. GENERAL PHYSICAL REQUIREMENTS: Preferred Qualifications:
Sedentary work: The person in this position may occasionally exert up to 10 pounds of force to move objects.
2. PHYSICAL ACTIVITIES:
This position requires the person to operate a computer and other office machinery to prepare documents.
3. VISUAL ACUITY:
This position requires the person to judge, observe and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.
4. WORKING CONDITIONS
This position performs the essential functions in an indoor, office setting.
Work experience in community college environment Required Training:
Experience with and understanding of computer-based student information system.
Experience with Salesforce TargetX, Ellucian Colleague/Datatel, and Onbase
FERPA Training Work Hours:
Admissions Intake Assistant Procedure Training
Monday – Friday 9 a.m. – 6 p.m. Department:
Some evening or weekend hours may be required.
Recruitment/AdmissionsJob Open Date:
07/14/2021Job Close Date:
07/28/2021Open Until Filled:
Jennifer AllenwoodSpecial Instructions to Applicants:
Please attach all required documents to application: cover letter and resume. Applicants who do not attach all required documents will not be considered for this position. Job Duties (Position Specific):
(The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.) Job Duties (Duties Assignment Statement):
Thorough application of federal, state, college policies, and professional judgment determine admissions eligibility for applicants by evaluating required documents including transcripts, standardized test scores, and other academic records. Provide initial evaluation of transfer credit to determine admissions status and the presence of pre-/co-requisites. Job Duties (Safety / Policy & Procedures):
Overall review for admissions application processing with appropriate documentation of student status.
Accurately intake applications for admission, petitions, and other required documents to ensure that students receive timely and appropriate customer service in the initial stages of the admissions decision as well as appropriate request for information prior to, during, and after the admissions process is completed.
Answer phones and work with student workers to ensure that current and prospective students are helped in a timely and accurate manner.
Advise the Director of Recruitment & Admissions, Coordinator of Community & Campus Recruitment Events, and/or Director of International Student Services on significant matters and support other members of the Admissions team in their goals and operational purposes.
Initial reception, documentation, and processing of all high school and college transcripts, determination of appropriate workflow of transcripts, and dissemination of documents to appropriate individuals/offices.
Scanning of pertinent admissions documents that come in person, in the mail, in email, or fax.
Participate in staff development programs and campus functions.
Other duties as assigned.
Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures.
Contribute to a safe educational & working environment.
Adhere to established safety and health procedures and practices for the purpose of providing injury and illness prevention for self and others.
Complete quarterly health and safety training pursuant to OCCC’s established safety and health procedures and practices.
Participate in all applicable OCCC emergency, evacuation and shelter in place drills and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.