Office Assistant 2 (Enrollment Services) Location:
Centralia College Regular/Temporary:
Regular Full/Part Time:
Full-Time Job ID:
Centralia College is located on a 30-acre campus in the heart of Centralia, Washington and has been serving students in the Lewis County region since 1925. As a comprehensive community college, Centralia College offers academic transfer and workforce programs, as well as adult basic education, ELL, and personal enrichment classes. The college also offers five Bachelor of Applied Science degrees: Information Technology - Application Development, Diesel Technology, Applied Management (Business), Behavioral Healthcare and Teacher Education.
In addition to the main campus in Centralia, Centralia College East in Morton is a smaller site that serves the needs of students in east Lewis County. Since the college is committed to the success of all students, Centralia College also provides educational programs at two corrections centers in southwest Washington - Garrett Heyns Education Center located in Shelton, Washington and the Cedar Creek Corrections Center located in Littlerock, Washington. In addition to Green Hill School in Chehalis, Washington. In total, the college serves more than 7,000 students annually. For more than 90 years, several generations of Lewis County residents have looked to Centralia College for their education and training needs.
For more information on Centralia College and what it can do for you, please call 360-736-9391 or visit www.centralia.edu.
Under general supervision of the Director of Enrollment Services, this position performs clerical duties such as routine office operations, prioritizing work, maintains record keeping/filing systems and/or database files, and responds to inquiries regarding department programs. Additionally, as the main contact for Enrollment Services’, this position answers phones, emails, and processes mail. This position serves as the primary point of contact on transcripts. As a member of the Enrollment Services team, this position will provide outstanding customer service and work collaboratively with other departments and personnel across campus to facilitate and support student development and success. The Office Assistant uses critical thinking and problem-solving skills when working under pressure and multitasking with a high degree of accuracy and attention to detail in an extremely busy, public office environment.
Duties and Responsibilities Admissions:
- Daily, effectively resolve student and prospective student admission, enrollment, or college questions and concerns, utilizing strong problem solving and customer service skills.
- Communicate with students in person, via phone and/or email.
- Assist students in completing residency paperwork.
- Assist students in activating their ctcLink account.
Instruct applicants with “next steps” to course enrollment (e.g. placement testing, meeting with Advising Center for orientation/registration, etc).Develop skills and abilities to process enrollment in PeopleSoft.Work with other departments such as the Instruction Office, Corrections, or Continuing Ed to problem solve any enrollment issues.Create enrollment appointments as needed.Identify and prepare paperwork with needed documentation for Exception to Refund Policy, Repeat Grade, and Grade Forgiveness requests.Records:
Retrieve and process transcript requests through National Student Clearinghouse within an established timeframe and according to grades/degrees being posted.Process paper transcript requests and maintain transcript order history.Retrieve, file, and maintaint all incoming transcripts.Assist in releasing service indicators, as applicableAssign and process checklists, as applicable.Maintain financial obligation history and file/match obligation forms.File grade changes, student verification, updates, registration, and other enrollment services forms.Establish and prepare new files or categories within established filing systems; enter and retrieve data using electronic files.Review and update changes in student information.Enrollment Services:
Serve as the primary contact for students, following established guidelines, responding to inquiries regarding departmental services and procedures.Answer telephones providing a welcoming greeting and helpful information. Refer to other staff or departments as needed. Check and respond to department voicemail and email regularly.Check incoming forms and documents for required information.Assist director in preparing and entering requisitions.Order, receive, maintain, distribute office inventory following established procedures.Receive, sort, and distribute mail, messages, records, office supplies, and other materials.Accurately explain applicable college, state and/or federal regulations, academic policies and procedures to students, faculty, administrators, staff and public through written and electronic correspondence, phone, and in person contacts.Provide support to the Enrollment Services staff and director.Use computer programs such as MS Word, Excel, PowerPoint, Outlook, and ctcLink.Provide guidance to student workers on registration tasks, filing, and updates.Build and maintain positive and constructive peer relationships that directly contribute to high workplace morale. Assist with commencement and other special projects/events.Assist with recruiting as needed.Other duties as assigned.
High school graduation or equivalent and one year of clerical experience
Conditions of Employment
Per Governor Inslee’s Proclamation 21-14, all employees who work for Centralia College must be fully vaccinated. Please contact Dr. Erica Holmes (she/her/hers) at [email protected] if you need information on medical accommodation or religious exemption.
Classified employees are represented by the Washington Federation of State Employees (WFSE). The state of Washington provides a comprehensive benefits package for state employees.
DEADLINE: This position closes on January 26, 2022. The screening committee will begin their review January 27, 2022.
Monthly Salary: Range 32 ($2,612 - $3,370), depending on education and experience.
Interested candidates may apply by submitting the following items:
- Online Application.
- Cover Letter that addresses your interest in the position and ability to perform the responsibilities described in this announcement.
- Detailed résumé of all educational and professional experience that demonstrates how you meet the qualifications.
- List of at least three professional references with contact information. References are typically contacted after interviews.
Eligibility to Work
If you are hired, you will need proof of Covid-19 vaccination, proof of identity, and documentation of U.S. citizenship or legal authorization to work.
Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
Centralia College has a strong institutional commitment to the principles of diversity in all areas. In that spirit, we strongly urge all qualified applicants, especially people of color, persons of disability, women, and disabled and Vietnam era veterans, to apply. Centralia College is an Equal Opportunity employer.
It is the policy of Centralia College to assure equal employment opportunity and non-discrimination on the basis of race or ethnicity, creed, color, national origin, sex, marital status, sexual orientation, age (over 40), religion, the presence of any sensory, mental, or physical disability, or status as a disabled or Vietnam-era veteran.
Centralia College does not discriminate in admission or access to, or treatment or employment in, its programs or activities. Designated Title II, VI, VII, IX, Section 504, ADA compliance officer: Vice President for Human Resources and Equity, Hanson Hall Room 101, Centralia College, 600 Centralia College Blvd, Centralia WA 98531-4099, (360)623-8943.
The Human Resources Office is accessible for persons with disabilities. Those who need disability accommodation in the application/employment process, please call (360)623-8943.
Jeanne Clery Statement
Notice of Availability of Annual Security Report—Centralia College's Annual Crime/Security Report is available here, containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related information. To obtain a paper copy of the report, please call 360-623-8947.
Title IX Statement
Centralia College is compliant with Title IX best practices. For more information visit, Title IX.