STUDENT SERVICES SPECIALIST
#2010
General Characteristics:
A Student Services Specialist performs a variety of tasks related to communication of detailed information, applicant interviewing, clarification of applicant information, encoding, recording, data entry, filing, microfilming, data verification and data updating for admissions and academic records of students; does related work as required. Work requires well-developed verbal skills and a general knowledge of College programs, policies and procedures. Work requires accuracy and careful attention to detail. Operating microcomputers and other office equipment requires manual dexterity and good visual acuity.
Examples of Work:
Provides the College with student admissions services including applicant interviewing and data entry of new student records; accepts new student applications and clarifies information in the application, verifies Social Security number and residency, codes application for data entry and determines time for registration/ orientation for each student; distributes information and explains requirements such as testing, orientation and Classline registration system; assists students who are experiencing difficulty in registration; locates students for emergency calls; coordinates and leads campus tours.
Keys student application data and academic records into the student records database; updates information on the computer; loads grades and processes grade changes; coordinates the mailing of grades; edits and verifies student data by checking information in files against hard copy.
Maintains student application and permanent record files; prepares student records for archives by boxing them and preparing lists of contents for reference; maintains an accurate, permanent record for each student by converting hard copy records to microfiche; purges files, films records, clips the film strips and files the film in student's permanent microfiche file; changes chemicals in filmer and cleans machine.
Provides information to students and staff concerning College policies and procedures; maintains and processes all student lifetime records of progress and achievement; copies, stamps with embossed seal and sends out official and unofficial transcripts upon request; performs a variety of duties related to student graduations.
Performs various clerical tasks related to student records, admissions or GED/ABE programs.
Prepares reports of enrollment by calculating total student enrollment from weekly printout and analyzing FTE; assembles and prepares materials for registration; traces transactions through online student data and by checking with other departments to solve problems relating to registration or credits; places and removes computer holds on student registration after researching to determine that this is appropriate; prepares letters to students regarding questions or concerns.
Inventories GED/ABE textbooks; assists in maintaining an adequate supply of textbooks; updates departmental brochures and class schedules.
Knowledge, Skills and Abilities:
Knowledge of and skill in the operation of an automated student record database; knowledge of College policies, procedures and records systems; ability to accurately apply and explain policies, procedures and records 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 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 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 work safely.
Supervision:
Works under the general supervision of the Director of Student Records,Enrollment Services or Adult Basic and Secondary Education. After an initial orientation period, work is performed independently based on a knowledge of office and College policies and procedures. A Lead Student Services Specialist is available to plan and coordinate the work, answer questions and troubleshoot problems on a daily basis. Work is reviewed by the supervisor for the quality of service provided to students.
This position may have responsibility to assign tasks, provide priorities, train and check the work of student assistants, hourly employees and volunteers.
Minimum Qualifications:
High school graduation or equivalent is required. Six months of general office experience, which included considerable public contact, data entry and/or filing, is required. Some positions may require typing 45 words per minute.
Equivalent combination of experience and training will be considered qualifying.
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