Student Services Support Specialist

Purpose / Classification / Level / Working Relationships Purpose/Position Code/Classification/Level/Work Relationships Provide confidential support and assistance to the Director of Advising/Registrar.
Serve as initial point of contact for students coming in for student services support and provide general information to prospective and current students regarding academic programs, admission, and student services MIDSCO29810 Mid-Management, II Non-Exempt, Bargaining Unit Reports to: Director of Advising/Registrar Principal Working Relationship: Associate Vice President of Academic and Student Planning, Student Services staff, faculty, and Students Major Responsibilities / Assists With / Risk Management Primary Responsibilities: Serve as the initial point of contact/receptionist for students, faculty, staff, and community members contacting or visiting the Student Services office.
Maintain confidential information regarding student applications, enrollment, academic performance, and counseling services and referrals.
Ensure coverage in the Student Services Office, including maintaining and monitoring appropriate calendars.
Hire, supervise, evaluate, and train student workers in the Student Services Office.
Distribute incoming phone calls, emails, and texts to the appropriate available staff or faculty and serve as “first contact” for the departments.
Provide general information about the College, College programs, and policies to prospective and current students.
Monitor student records to ensure all documents needed are present and communicate with students to have records sent to the College prior to advisement appointments.
Utilize College systems such as Colleague and Slate to track student records and communication.
Contact students to set up and remind about appointments for academic advising.
Contact students to reschedule missed appointments.
Contact new and continuing students at key points in the semester, including registration, to set up advising appointments.
Process student communication batches daily using Colleague’s Communication Management.
Utilize Slate (CRM) and other college systems to track and update student records and manage student communication.
Collaborates with other Student Services departments to facilitate processes and communication, including Financial Aid Office, Welcome Center, Athletics, and Admission & Records, among others.
Duties may include scheduling meetings, assisting with large events, and assisting with reports.
Prepare work orders, purchase requisitions, and requests for payments.
Process and file all paper work necessary to verify payments.
Monitor inventory of office equipment, consumables, and office supplies and re-order when necessary.
Attend department team meetings and prepare and distribute the meeting minutes.
Update and maintain Student Services webpages.
Serve as a back-up for Admission & Records Support Specialist and cross-train on all essential functions.
Other duties as assigned.
Assists With: 1.
Maintenance of student academic records in accordance with the College's records and retention policy.
2.
Distribution of college wide student communications via various communication channels (ex: email, mail, text message, print materials).
3.
Prepare reports for Student Services departments using Colleague queries.
4.
Retention efforts and marketing of registration dates.
5.
Planning and coordination of Student Services events.
Examples include, but are not limited to graduation, award ceremonies, and registration days.
Risk Management and Loss Prevention Activities: Actively participate in and carry out activities in support of the college Risk Management Program in a capacity appropriate to this position.
Monitor conditions, events, and circumstances present in the college operation to avoid potential torts or injuries to students, staff, or the general public, and then communicate observations to the appropriate supervisor and/or Risk Management Committee.
Maintain a working knowledge of the college’s emergency procedures and how to operate emergency phone systems; including internal/external call boxes.
Minimum Necessary Skills, Experience, and Educational Background Minimum Necessary Education, Skills, and Experience: High school diploma or GED required.
Associate degree or 60 semester hours of college credit preferred.
Minimum of two years related experience preferred.
Working knowledge of computer systems and software, including spreadsheets and word processing, database management, and web page management.
The ability to communicate successfully and respectfully with individuals with diverse backgrounds.
Must possess strong oral and written communication skills and provide excellent customer service.
Good spelling, grammar, and proofreading skills.
Must be able to work well under pressure.
Must be able to perform in an effective and ethical manner including maintaining confidentiality to assure that job duties are met within guidelines of policies, procedures and regulations.
Spanish or French proficiency preferred Physical Requirements to Perform Job Function Physical Requirements to Perform Job Functions: General physical efforts required includes sitting, bending, reaching, and some lifting.
Some lifting required (20 lbs.
or less) for event materials or other activities and ability to place work orders for anything over that limit.
Basic dexterity skills (computer work, telephone, and other office equipment).