Registration Assistant at InsideHigherEd

SUMMARY STATEMENT

The Registration Assistant is responsible for processing credit and non-credit registrations and providing customer service to students, staff and the general public. This position also requires specialized academic advising and registration functions. It involves day and evening hours and occasional weekend hours.

ORGANIZATIONAL RELATIONSHIPS

A. The Registration Assistant reports directly to and is responsible to the Coordinator of Registration.

B. The Registration Assistant coordinates most closely with the general public, students, Student Support Advisors, WSCE Program Managers and Office Associates, CPA, and DSS, college faculty and staff to include the Information Center, Financial Aid, Records, Admissions & Enrollment Management, Finance, the Testing Center and other academic departments.

ESSENTIAL DUTIES

A. Supports Registration

1. Process walk-in registrations for Non-Credit/WSCE students.

2. Answer Non-Credit/WSCE general questions regarding WSCE courses and programming, consulting with WSCE staff members when necessary.

3. To full integrate credit and non-credit registration, this position will serve as the primary liaison between the Registration and Student Support department and WSCE, including attending WSCE meetings.

4. Assist the Dean of Students Office with WSCE non-credit registration appeals.

5. Supports deregistration processes for WSCE classes.

6. Monitor implementation of successful registration procedures. Ensure excellent customer service.

7. Provides registration support to credit students.

8. Assist the Records department in identifying and eliminating duplicate records.

9. Processes student registrations through Instant Enrollment for non-credit and Datatel for credit, the College’s administrative software system, answers questions relating to the registration processes, and handles drops/refunds.

10. Explains Self-Service, assists students in registering online, and assists with electronic records scanning/linking and workflow processes.

11. Help train new hires on registration functions.

12. Keeps up to date with all changes, additions and cancellations for credit and non-credit courses, in order to provide accurate information to students.

13. Greets current students and their guests, answers any questions and acts as a campus information guide.

14. Answers phone calls, e-mail, and text message inquiries for current and prospective students. This includes both the [email protected] and the Mongoose text groups.

15. Completes departmental text messaging campaigns.

16. Manages appointments and communication with students through ConexED.

17. Coordinate with Student Support Advisors, the Coordinator of Registration and the Registrar regarding requests for exceptions/substitutions.

18. Resolves customer service issues; refer to Director as needed.

19. Follows all established registration procedures.

20. Sorts and distributes mail.

21. Explains to students the process and documentation needed for registration appeals.

B. Provides data and technical support to the Registration and Student Support Office:

1. Troubleshoot issues with Self-Service registration and repair Datatel errors.

2. Resolve non-course issues and contact the Registrar to fix degree audit issues.

C. Oversees other specialized Registration and Student Supports processes to include:

1. Scheduling appointments for Student Support Advisors, Veteran’s Advisor and Early College staff.

2. Oversees and manages various reports to include:

a. The wait-list report (daily)

b. The duplicate and duplicate waitlist report (weekly)

3. Processes the following Registration related items:

a. Change of Major forms

b. PIPA forms

c. Tutorial and Independent Studies

4. Special projects as assigned.

D. Performs short-term, temporary administrative duties as needed to the Student Center Welcome Desk and the Information Center.

1. Provides feedback to the Dean’s Office, as needed, to enhance Student Center activity.

2. Provides assistance to the Dean’s Office when Executive Assistant is away from the office.

3. Provides general assistance, as needed, to units in the Student Center.

4. Cross trains with Customer Service Representative in the Information Center and provides coverage for this area, as needed.

EDUCATION AND EXPERIENCE

Associates Degree supplemented by courses in computers, word processing, and business/customer service practices preferred or the willingness to work towards a degree if hired; minimum three years related work experience to include data entry and/or direct customer service experience required; or an equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

SKILLS AND ABILITIES

Excellent interpersonal and verbal skills; proficiency in computer applications such as Word and Excel; experience in integrated database systems is desirable; minimum keyboard skills of 40 wpm; ability to work independently and accurately under pressure, and make decisions in accordance with established policies and procedures; strong verbal communication, problem solving customer service skills; ability to deal tactfully with staff and students; ability to maintain confidentiality of student records; ability to work independently without detailed instruction; attention to detail.

WORKING ENVIRONMENT

Normal office environment with frequent interruptions and some need to work a flex schedule to address the needs of day, evening and weekend students. Ability to lift 20-pound boxes. Office hours: 8:30am-7pm Mondays. 8:30-4:30pm Tuesday through Friday, select Saturdays and extended evenings as needed for College events.