Enrollment Services Specialist

POSITION SUMMARY

The Enrollment Services Specialist acts as the primary point of contact for students in processing admissions and registration related documents. Answers questions in person, via the internet, U.S. mail or by phone regarding college policies and procedures related to admissions, registration, testing, advising, financial aid, and other Enrollment Services. Coordinates with student services areas to facilitate the consistent delivery of admissions and enrollment services. Refers students to appropriate college resources. Provides service to diverse populations to high school and community college students and other community members whose needs and interests vary.

TASKS & RESPONSIBILITIES

• Interprets and responds to student inquiries in-person, via the telephone and electronically regarding admissions and registration and general college policies and procedures. Gathers information from students in order to understand and evaluate individual circumstances; interprets relevant policies, procedures and guidelines to determine best course of action.  Refers student to appropriate department for further assistance as necessary. Provides comprehensive customer service in a high volume and challenging, fast-paced environment. Incumbents work at an assigned work station and at the front office registration desk on a rotational basis; some campus staff will work directly at a window setting.

• Provides information to students regarding the availability of classes; enrollment and class status; and location of classes. Notifies students of registration dates, withdrawal deadlines and drop/billing dates.

• Applies federal, state, local and institutional laws, regulations and policies. Performs all functions within compliance of the above restrictions as well as within FERPA compliance (Family Educational Rights and Privacy Act).

• Provides computer navigation support to students utilizing JICS, [future] Distance Learning website and on-line courses. Creates student master files by entering information from the admissions application into the Jenzabar admissions/registration module. Searches the system prior to entering information to verify students are new to avoid duplicate records.  Notifies Senior Enrollment Services Specialist (Dean/Asst. Dean) when duplicate records are found. Updates student records by making changes to address, residency, student program, and major.

• Answers calls, responds to requests and refers students to appropriate resources for information on a breadth of topics including but not limited to Advising, Counseling, High School Completion, International Student Admissions, New Student Orientations, Financial Aid and Testing. In addition, information may be provided regarding general comprehensive college information as requested.

• Performs office support duties which may include scanning documents; distributing and processing of mail; updating and ordering admissions/registration publications and various office supplies; and maintaining office area by updating signs and ensuring adequate supply of catalogs, class schedules, forms, etc.
• Performs other related duties as assigned

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work is generally performed in an office setting with frequent interruptions and changes in the workflow/volume depending on the time in the term. Occasional lifting and/or carrying of lightweight materials or equipment may be required. Position involves sitting for extended periods of time while working at a computer terminal. Learned physical skill is required to perform keyboarding and/or ten-key functions

• Bachelor’s degree; 2-3 years of professional experience.

KNOWLEDGE, SKILLS, & ABILITIES

• A working knowledge of Microsoft Office suite (Word, Excel, PowerPoint, Outlook, and database applications) is required
• Ability to accurately apply and explain policies, procedures and record systems
• Ability to interact with students, staff and the public in a pleasant, tactful and courteous manner
• Ability to research records and determine source of error
• Ability to communicate effectively orally and in writing
• Ability to perform basic arithmetic computations
• Ability to work under pressure and meet deadlines
• Ability to keep accurate records and maintain confidentiality
• Ability to operate standard office equipment such as a fax, computer, telephone and copy machines
• Ability to convey technical information to a diverse population of students, staff and public. ∙ Ability to multi-task, handle walk-in, phone and internet requests in a fast-paced, high-volume environment

SUPERVISION

• This position reports to the Dean of Enrollment Management

SALARY RANGE

• $40,000 - $45,000 annually, plus benefits

POSITION STATUS

• Full-time; in-person

SETTING

Founded in 1875, Huston-Tillotson University is Austin's first institution of higher education. The University is an independent, liberal arts, church-related, historically black institution located on a 23-acre tree-lined campus near downtown Austin, Texas. The University is affiliated with United Methodist Church, the United Church of Christ, and the United Negro College Fund. Undergraduate, four-year degrees in business, education, the humanities, natural sciences, and social sciences are awarded. Huston-Tillotson University is multi-cultural, multi-ethnic, and multi-faith, and welcomes students of all ages, races, and religions. All faculty are engaged in a range of activities, their primary focus is teaching. The student-teacher ratio is 15 to one, which allows an environment of personalized attention to students.