LEAD STUDENT SERVICES SPECIALIST
#2011
General Characteristics:
A Lead Student Services Specialist is responsible for leading the work of Student Services Specialists, Assessment/Testing Specialists, student assistants and others working the Admissions, Student Records or Student Health Services departments; provides administrative support and acts for the Director in his/her absence within defined scope; performs the duties of a Student Services Specialist, Assessment/Testing Specialist or Office Support Specialist as needed; may provide ongoing computer technology support; does related work as required. Work requires good communication skills, organizational ability, analysis and problem solving skills to provide coordination and day-to-day management of the activities of a busy office. Work may involve coping with the demands of frustrated students. Operating microcomputers and other office equipment requires manual dexterity and good visual acuity. Working conditions may include potential exposure to body fluids.
Examples of Work:
Provides an organized and coordinated student admissions, registration or clinic process; monitors workload and delegates task assignments to Student Services Specialists and/or Assessment/testing Specialists; plans staffing requirements and schedules adequate staff; develops . procedures to accomplish the workload and increase efficiency of the admission, registration or clinic process; communicates policies and procedures to staff.
Coordinates admission and registration processes with other college departments; assists in the development of department policies and procedures; oversees admissions procedures including communication of information to prospective students concerning general and limited enrollment programs, maintenance of confidential student records and keying of information into the student database; resolves non-routine registration problems.
Provides for accurate and timely processing of student records; assures protection of confidentiality of records in the office; assists staff to research archival records which are difficult to find; troubleshoots problems with computers and data entry; determines correct procedure to assist students with questions and requests for service; serves as backup for degree evaluation.
Determines petitions to be heard by the Academic Council and assembles students' petitions and appropriate paperwork; schedules meetings and prepares minutes; notifies petitioner of results.
Processes applications for admission to the college; provides admissions, orientation and registration information to prospective students; refers students to appropriate resources or department; assists senior citizens and frustrated students in the registration process.
Provides initial contact for students and staff seeking medical assistance; assesses the immediacy and type of need and makes appropriate referral to medical staff; assists in the monitoring and maintenance of budgets and grants for the department; performs various clinical tasks related to the area of assignment; may be responsible for coordinating unit staffing.
Knowledge, Skills and Abilities:
Ability to plan work assignments and set priorities; skill in leading the work of others; knowledge of and skill in the operation of an automated student records database; knowledge of the policies, procedures and records systems in the area of assignment; knowledge of and skill in providing student records, admissions or clinic services; knowledge of and ability to operate office equipment including microcomputer, printer, filmer, microfiche jacketer, microfilm reader/printer, typewriter, multi-line phone system, microfilm filing system, automated validator, calculator and copier; ability to accurately clarify, apply and explain policies, procedures and records systems in the area of assignment; ability to interact with students, staff and the public in a pleasant, tactful and courteous manner; ability to research records and determine source of errors; ability to work with a minimum of supervision; ability to communicate effectively orally and in writing; ability to perform basic arithmetic computations by hand or with the use of a calculator; ability to work under pressure and meet deadlines; ability to keep accurate records and maintain confidentiality; ability to analyze computer errors and troubleshoot common problems; ability to work safely.
Supervision:
Reports to and works under the general supervision of the Registrar/Director of Admissions, Registration and Veterans' Office or Director of Student Support Services and Special Projects. Work is performed independently according to knowledge of student records, admissions or clinic policies and procedures gained from previous experience. The supervisor is available to consult on problems and policy decisions. Work is reviewed for the quality of services provided to students.
This position plans work, assigns tasks, provides priorities, trains and checks the work of assigned staff and is available to answer questions or troubleshoot problems on a daily basis. This position has substantial input into hiring decisions and performance evaluations.
Minimum Qualifications:
One year of post-secondary education in office management or a related field is required. Two years of directly related experience working in student records, admissions or a clinic, which included considerable public contact, is required.
Equivalent combination of training and experience will be considered qualifying.
4 /94
Revised 3/95