POSITION TITLE: Enrollment Specialist
DEPARTMENT: Records and Registration
DIVISION: Student Development
REPORTS TO: Assistant Registrar
PLACEMENT: Support Staff 7
MINIMUM PAY RATE: $44,327.08 annually
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.
To provide a wide variety of highly responsible administrative duties requiring the exercise of a high level of discretion; to provide professional, effective and efficient customer service assistance to students, faculty, and college personnel, and support to the Assistant Registrar. Relieve an administrative official of day-to-day operational details which involve a great amount of confidentiality. Responsible for departmental credit card and bimonthly reports to the Business Axillary Services, call for companies for quotes when purchasing departmental expenditures, enter purchase requisitions, direct payment vouchers, stipends for employees for services at graduation, complete budget transfers when necessary.
Duties may include reaching information and statistics, compiling and analyzing information for reports, preparing documents, or databases; responding to correspondence editing and proof-reading document and maintain student records. May maintain various databases for students. Prepare work orders, make travel or facility services arrangements, arranging meetings, and reserving meeting rooms. Considerable judgment, initiative, and independent action in establishing or adapting work procedures to new situations are required. Work requires knowledge of the policies and procedures within the Department and College Systems.
ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Verify, update, and maintain student and class records and status in various systems and databases; merge duplicate records; monitor verification processes. Award honor society induction and honor level on records and transcripts.
2. Serve as a liaison for JJC with the National Student Clearinghouse (NSC) to trouble-shoot financial holds and errors on student records; transmit required files and records to NSC. Create and transmit graduation degrees to the National Student Clearinghouse. Correct errors on the student file after IT transmissions as requested by the Director of Financial Aid and the Registrar. Correct errors on the student file after IT transmissions as requested by the Director of Financial Aid and the Registrar.
3. Verify school documentation for Federal and private loans; process FERPA forms. Create and maintain student restrictions.
4. Serve as point of contact and resource person in record keeping to students and various committees and departments; research & resolve student records issues.
5. Enter grades, degrees, transfer credits and other related data into a system; assist with the preparation of official transcripts and degree-audits mailing; process all midterm verification related forms and enter data into a system; send letters to non-attending students after midterm verification process as needed.
6. Assist in training faculty and staff on the Colleague Software.
7. Verify student's enrollment status and degrees, and process required forms for external and internal needs. Calculate grade point average and credit hours.
8. Collaborate with the Assistant Director of financial Aid or Analyst from Financial Aid regarding the merging of duplicate records in order that student information is properly reported to the Federal Government.
9. Request, compile, and analyze reports. Prepare documents for archives and audits.
10. Process surveys, facility use, direct pay vouchers, invoices, purchase requisitions, budget transfers, travel requests, work orders and service arrangements; establish and maintain relationships with vendors of services and supplies.
11. Assist with graduation program ceremonies and awards preparations. Process graduation applications and do final review of posting of degrees as needed.
12. Use the workflow Process in Image now, imaging software to receive some of my daily work.
13. Coordinate, arrange and track meetings; handle confidential materials; respond to email and National Student Clearinghouse Employment Web inquiries.
14. Assist students with facilitating online and phone registrations within the enrollment center and work with Registration and Records to trouble shoot and resolve problems.
15. Identify, investigate, and resolve issues and processing errors regarding registration and records areas.
16. Assist instructors regarding grade changes, reinstatements when needed.
17. Assist military, local state, and governmental agencies on securing requested confidential student record documents when needed.
18. Enter, verify and register students using Colleague system and make necessary corrections.
19. Process payments, issue receipts, prepare bank deposits, and reconcile payment sessions daily. (Romeoville Campus only).
20. Assist in maintaining semester registration files as well as processing transcripts for in person- requests.
21. Scan all registration documents.
22. Answer student questions related to registration and records, transcripts, grades, and record areas.
23. Participate in achieving departmental and college goals and objectives.
24. Perform other related duties as assigned.
1. Associate’s degree or equivalent.
2. Three (3) years of progressively responsible experience.
3. Extensive personal computer skills and a thorough knowledge of several software applications including Microsoft Office Suite for Windows and/or Mac, the Datatel System, and Ellucian software with knowledge of the student record/schedule, e-mail and Internet.
4. Ability to accurately type, and proofread carefully.
5. Ability to perform multiple tasks simultaneously.
6. Attentiveness to detail, excellent organizational skills, initiative.
7. Strong verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population.
8. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
9. Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.
1. Experience in the community college environment.
2. English and Spanish verbal and written communication proficiency.
3. Demonstrated multicultural competence
1. Normal office physical demands.
1. Duties are performed indoors in the office environment.
Full Time/Part Time:
Union (If Applicable):