COLLIN COUNTY COMMUNITY COLLEGE DISTRICT
JOB
DESCRIPTION
TITLE: Admissions/Records Assistant (Records)
DIVISION: Student Development
DEPARTMENT: Admissions and Records
SECURITY SENSITIVE: Yes
JOB TITLE CODE: 03402
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 or Manager,
Records Systems.
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 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.
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.
4) Respond to
Help Line calls to solve registration problems.
Respond to customer inquiries in person, over the telephone, in a
friendly and professional manner.
Prepare and process correspondence to students via US Mail. Perform essential job functions accurately while
under time pressure and deadlines in an environment in which policies and
procedures change continuously.
5)
Operate optical scanning equipment
to scan permanent records, ensuring accuracy of indexing and quality of scanned
documents.
6) May Process
student drops from canceled classes in a timely manner to generate accurate
refunds. Ensure students receive written
notification.
7) 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.
8) 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).
9) 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.
10) 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.
11) May process
enrollment verifications for purposes of insurance eligibility, loan deferments
and military enlistments.
12) Listen to and
interpret student questions, using problem solving skills, critical thinking
skills, and judgment skills.
Marginal Job Functions
May handle
Continuing Education registration, in person and on the phone.
May provide
cashiering services by accepting payments for tuition and fees.
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, 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:
weekend hours during peak periods.
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.