COLLIN COUNTY COMMUNITY COLLEGE DISTRICT
JOB
DESCRIPTION
TITLE: Admissions/Records
Assistant
DIVISION: Student
Development
DEPARTMENT: Admissions
and Records
SECURITY SENSITIVE: Yes
JOB TITLE CODE: 0409
FLSA STATUS: Non-Exempt
________________________________________________________________
FUNCTION: Provide services for
students, at the assigned campus, including but not
limited to, admissions, advising, registration
transcript services, and forms and
records management.
REPORTS TO: Associate Registrar
SUPERVISES: N/A
________________________________________________________________
MAJOR JOB RESPONSIBILITIES
Essential Job Functions
1)
Assist students with non-credit and credit registration by
entering biographical/demographic information and course requests into SIS and
by issuing Personal Identification Numbers (PINs) so
that students may register via CCCCD’s automated
telephone and web registration system.
2)
Process requests for transcripts, traditional and electronic,
ensuring compliance with privacy laws.
Receive and process transcripts from colleges, universities and high
schools for the district.
3)
Process admissions applications for credit students,
including accurately determining and documenting residency, TSI status, and
prerequisite levels. Issue ad valorem,
employee and contract training waivers and senior scholarships. May code and proof applications to ensure
compliance with state guidelines. Review residency documentation to accurately
determine students' eligibility for in-state tuition according to state
guidelines and process accordingly.
Accurately document master record changes. May make residency code changes.
4)
Respond to calls to solve registration problems. Respond to customer inquiries in person, over
the telephone and via internet, in a friendly and professional manner. Prepare and process correspondence to
students via US Mail and campus e-mail.
Perform essential job functions accurately while under time pressure and
deadlines in an environment in which policies and procedures change
continuously.
5)
Monitor usage of ARO forms to ensure that supplies are not
depleted. Coordinate ordering of all
internally provided forms. Coordinate
transfer of files for retention, archival, and/or destruction. May be
responsible for ordering of supplies and maintenance of ARO storeroom.
6)
(May) accept grade rosters from faculty ensuring compliance
with district-wide policies and procedures for submitting grades. Assist faculty with questions related to
on-line grading system (OASIS).
7)
Provide general advising for credit and non-credit classes,
using the college catalog and schedule of classes. Refer students to appropriate college
departments for in-depth advising.
8)
Maintain confidentiality of student records (in compliance
with the Family Educational Rights and Privacy Act). Maintain an adequate supply of college
materials, and ensure that student records are maintained in a professional and
secure manner. Maintain the Admissions
and Records Office files in a professional manner to ensure accuracy and easy
retrieval for daily operations and annual internal and external audits. Secure office, including files, upon closing
each day. Insure removal of discarded student records to pulping bin each
night
9)
May process enrollment verifications for purposes of
insurance eligibility, loan deferments and military enlistments.
10)
Listen to and interpret student questions, using problem
solving skills, critical thinking skills, and judgment skills.
11)
May process requests from students for Continuing Education
registration, in person, on the phone or via website.
12) May perform other responsibilities to include but not
limited to sending non-attendance letters to students; acting as liaison
between ARO and Recruiting and Retention for concurrent high school students;
evaluating high school transcripts by entering class rank and GPA; setting
pre-requisites; and performing miscellaneous and varied clerical duties.
Marginal
Job Functions
May process student drops
from canceled classes in a timely manner to generate accurate refunds. Ensure students receive written notification.
May assist and train
student assistant workers. Assist and
monitor training of temporary part-time assistants during peak registration periods.
May be
responsible for assisting with processing of refund exceptions and contacting
of students.
May process subpoena
requests by gathering and copying all documents requested to comply with
subpoena.
Assist with set-up of on
campus registration.
Participate in off-site
registration and recruitment activities.
MINIMUM
QUALIFICATIONS
Knowledge,
Skills and Abilities
Maintain current knowledge of services available at
all district sites in order to make appropriate and timely referrals.
Knowledge of effective
customer service techniques with the ability to present one's self and the
college in a positive, professional manner.
Ability to travel between
campuses to attend meetings, workshops, seminars, etc.
Ability to file, use computer and various
office equipment.
Effective keyboarding
skills and knowledge of related software.
Ability to respond to
customer inquiries in person and over the telephone in a friendly and
professional manner.
Ability to understand when
referral to supervisors and/or other departments is appropriate.
Ability to perform assigned responsibilities, duties,
and tasks according to established practices, procedures, techniques and
standards with minimal supervision within the assigned time frame.
Ability to work various
hours, including day and evening.
Ability to listen
attentively and demonstrate understanding, as well as follow written
instructions precisely.
May be required to bend, stoop, squat, or kneel to
file or retrieve information while performing responsibilities.
May be required to regularly lift or carry objects up
to approximately 20 pounds.
Ability to take effective
action in a crisis situation.
Ability to call for
assistance in potentially dangerous situations.
Ability to maintain
restraint and keep calm when faced with emotional or angry individuals.
Ability
to demonstrate safe work habits and safe use of equipment.
Skills to effectively
communicate (orally and in writing) ideas, facts, and information to students,
staff, faculty and the general public.
Ability
to work in a fast-pace environment with constant/extreme noise or interruption.
Ability
to perform all the essential functions of this job.
Education: One year of specialized training beyond
the High School Diploma.
Experience: Two years of office experience including
filing, answering telephone, PC experience (Word), high-volume
of customer contact
face-to-face
and over telephone; demonstrated data entry skills in an automated office
environment. Excellent organizational and interpersonal skills are required.
Strong written and oral communication skills with the ability to relate well to
students, staff, faculty and the general public in a friendly, courteous and
professional manner.
OR
Any
equivalent combination of training and experience.
Note:
and 8 a.m. to 5 p.m.
Friday. Evening and
weekend hours during peak periods and graduation.
NOTE: This job description is not an employment
agreement or contract. The President
and/or designee has the exclusive right to alter this
job description at any time without notice.
Employees of
CCCCD are expected, as required in their specific job functions, to participate
in maintaining standards required for accreditation; to participate in college
task forces, activities, meetings, committees and councils; to interact and
work cooperatively in order to assist students, staff, faculty and the
community in the accomplishment of various goals; to represent one’s self and
the college in a positive, professional manner consistent with the core values
which include a passion for learning, service and involvement, creativity and
innovation, academic excellence, dignity and respect, and integrity; and to
safeguard sensitive or confidential information from intentional or
unintentional disclosure.
Employees are expected to maintain current working knowledge of
policies, procedures and guidelines necessary to answer work-related questions
and to provide assistance to students, staff, faculty and the general public in
a timely and courteous manner. Employees
are also expected to perform other duties as may be assigned by their
supervisor and to contribute to the team efforts of the department and to
assist the college in achieving its strategic goals.
Employees must abide by all laws, college policies and
guidelines.
Collin
County Community College District is an equal opportunity employer and does not
discriminate on the basis of race, color, religion, age, sex, national origin,
disability or veteran status.