Intake Assistant

Oklahoma City Community College
Oklahoma City, OK
Closing date
Jul 28, 2021

Job Details

Posting Number:


Classification Title:


Working Title:

Intake Assistant

Datatel Position ID:


Annual Hours:


Placement Range:

$15.00 - $16.00

Position Type:


Job Category:

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 Events

What position(s) reports to this position?:


Minimum Education/Experience:

Associate Degree


In lieu of degree at least four (4) years work experience.

Required Knowledge, Skills & Abilities:

Ability to communicate diplomatically, clearly, and effectively;

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.).

Physical Demands/Working Conditions:

Sedentary work: The person in this position may occasionally exert up to 10 pounds of force to move objects.

This position requires the person to operate a computer and other office machinery to prepare documents.

This position requires the person to judge, observe and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.

This position performs the essential functions in an indoor, office setting.

Preferred Qualifications:

Work experience in community college environment

Experience with and understanding of computer-based student information system.


Experience with Salesforce TargetX, Ellucian Colleague/Datatel, and Onbase

Required Training:

FERPA Training

Admissions Intake Assistant Procedure Training

Work Hours:

Monday – Friday 9 a.m. – 6 p.m.

Some evening or weekend hours may be required.



Job Open Date:


Job Close Date:


Open Until Filled:


HR Contact:

Jennifer Allenwood

Special 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.

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.

Job Duties (Safety / Policy & Procedures):

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.


Oklahoma City Community College provides the people of Oklahoma and our community with broad access to certificates of mastery, associate degrees, community education, and cultural programs of exceptional quality, empowering our students to achieve their educational goals and our community to thrive in an increasingly global society.

OCCC promote's student success through: open access to the College; quality in the learning environment; excellence in the faculty and staff; competency based learning; comprehensive and innovative programs and services; cooperation in the development and improvement of programs and services; and holding students, employees, and programs accountable for high performance standards.

Oklahoma City Community College serves more than 28,000 students annually. For most of our students, completing a college degree is life changing, not only for the student who receives the degree, but also for the student's family; and in a collective sense, transformational for our community. At OCCC, we have always been committed to helping every student realize their educational goals.

We believe our responsibility for our student's success does not end at graduation. We offer a solid background and a firm foundation for a lifetime of learning and accomplishment.

This year we have made another major commitment toward that responsibility. OCCC was chosen as one of 79 community colleges in 16 states to participate in Achieving the Dream: Community Colleges Count. This national initiative focuses on the success of community college students and is designed to help OCCC remain focused on helping our students reach their goals.

The dark red buildings of Oklahoma City Community College have become a landmark in the southwestern section of Oklahoma City. Situated on a 143-acre site just south of Interstate 240 on South May Avenue, the College is easily accessible to the entire metropolitan Oklahoma City area. The distinctive architectural design of the buildings creates a positive environment for quality education

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