Office Specialist - Admissions & Records Admissions
Central Oregon Community College - Bend, OR

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Posting Number: 0600458

Position Title: Office Specialist - Admissions & Records Admissions

Posting Date: 01/09/2013

Closing Date: 01/22/2013

Open Until Filled (notes):
Length of Position: 12 months per year

Anticipated Start Date:
February 4, 2013

Position Type: Classified

FTE: 1.0

Salary Level: Classified Salary Level 13

Starting Minimum Pay: $2,238/mo plus exceptional benefits

Starting Maximum Pay: $2,665/mo plus exceptional benefits

Hours per Week: 40

Work Schedule: 8:00 am - 5:00 pm

Days of the Week: Mon-Fri

Job Summary/Purpose:
Primary Purpose:
Provide full customer service support (phone and in-person) for current and prospective students for Admissions and Records department. Coordinate processing of COCC and OSU-Cascades applications and track all incoming transcripts.

Essential Functions:
Description of Duties and Responsibilities:
Essential Job Functions

1. Serve as one of three primary Admissions customer service staff answering detailed questions for current and prospective students about COCC programs, registration, advising, and placement testing, as well as general questions about financial aid and program/degree requirements both in person and over the phone. Includes being able to answer general questions for community members and make appropriate referrals to other staff or departments on campus.

2. Serve as one of the two primary staff members answering the Admissions & Records phone line.

3. Serve as the primary staff responding to all voicemail inquiries to the Admissions and Records phone line.

4. Perform data entry of both COCC paper applications and OSU-Cascades applications for admission with the goal of having all applications processed within one business day of receipt.

5. Serve as lead person for daily letter generation process in order to accurately communicate admission, placement testing, advising and registration information to students. Also, process the weekly FAFSA/No Application letter.

6. Serve as the primary staff processing all inconsistent admit data reports on a daily basis.

7. Scan and track all incoming transcripts and enter receipt of transcript into Banner (approximately 2,000 transcripts received annually). Review all transcripts to determine if reading, writing and math courses are equivalent to COCC courses and if so, enter courses into Banner, allowing students to waive placement testing and/or meet course prerequisites.

8. Co-coordinate the check-in process for new student advising and registration days.

9. Maintain an in-depth understanding of the Family Educational Rights and Privacy Act (FERPA) of 1974, as well as COCC’s student privacy policy, in order to interpret and explain this regulation to staff/faculty, students and parents.

10. Assist with the Coordination of student permanent files, ensuring that only pertinent documents are included and that files are purged on an annual basis. Follow state of Oregon archiving laws regarding retention of applications, transcripts, degree evaluations and related materials.

11. Assist with coordination of commencement rehearsal check-in, including printing all graduate lists and student transcripts, as well with the actual rehearsal itself. After rehearsal, works with Transcript & Degree Evaluator to adjust graduate list for ceremony to reflect any rehearsal no-shows or new last-minute graduates.

12. Serve as consistent back up to the Admissions and Records Office Specialist – Recruit position. This is on a daily basis and to cover planned and unplanned absences.

13. Back up the Enrollment Specialists on the front line in Enrollment Services as needed.

14. Assist transcript/degree evaluators with preparing transcripts for articulation on an as needed basis with coordination and approval from Registrar and Assistant Director.

15. Perform other essential duties as assigned.

Marginal Job Functions

1. Serve as back up to the Information Center as needed.

2. Serve on college committees

Knowledge, Skills and Abilities:
Knowledge, Skills and Abilities

1. Requires sufficient analytical and organizational skills to complete transactions on a timely basis.

2. Requires knowledge of general clerical and secretarial practices and principles.

3. Requires well developed communication skills to communicate with customers.

4. Ability to utilize good time management skills, manage multiple tasks (including assisting customers, both in person and on the phone), while maintaining strong customer service skills and providing accurate, up-to-date information.

5. Ability to interpret College enrollment policies and explain rationale behind policies for faculty and students daily ensuring their understanding of expectations and requirements.

6. Ability to ensure that proper information is retrieved from the Banner student system for admissions mailings.

7. Must be able to use computer, folder-stuffer machine, copy machine, fax machine, and telephone with headset.

8. Must be able to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.

9. In-depth knowledge of the Family Educational Rights and Privacy Act (FERPA) of 1974, its standards and application, and the theory behind the Act, and the ability to properly interpret, implement and explain FERPA to staff/faculty, students and parents.

10. Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.

Physical Demands:
Other Ergonomic Requirements:
Working hours are regular, per the established work schedule (generally Monday through Friday, 8:00 am – 5:00 pm, with occasional weekend hours). Work is performed in an ordinary office, mostly sitting with some extended standing and some lifting under 10 pounds for 15 percent of the time. Computer screen is used more than 75 percent of the time. All individuals are required to be able to perform the essential functions without a significant risk of injury or to otherwise demonstrate or explain how they can perform the essential functions listed above.

Required Qualifications:
1. Requires high school education or equivalent.

2. Must have two years of phone and/or in-person customer service experience in a fast-paced, high volume office environment; including keyboarding and 10-key skills with accuracy.

3. Requires two years of computer literacy, to include training and/or experience with email, internet research, word processing, spreadsheets and databases (preferably experience with MS Office Suite Products).

4. Bi-lingual fluency in English and Spanish. Starting salary will reflect consideration for English/Spanish fluency.

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify under equivalency by responding to the supplemental question presented during the application process.

Preferred Qualifications:
1. Associate Degree

2. Working knowledge of Access, Banner student information system.

Special Instructions to Applicants:
Note that you will be required to upload/create the required documents indicated in this posting at the time you apply. Unofficial transcripts are acceptable at application. It is the responsibility of the applicant to upload all required documents, including transcript(s). If you have questions please contact HR at 541-383-7216.

Is a Criminal History Check required? Yes

Is a Credit History Check Required? No

Open Until Filled No

Online Application Form:

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