Enrollment Services Assistant

General Information & Responsibilities

The Enrollment Services Assistant is responsible for accurately and effectively performing general office/clerical support and customer service for the Enrollment Services department. Position is responsible for maintaining a thorough understanding of the document imaging process for the department, and ensures accurate imaging and indexing of documents to student records.

Description of Duties

DESCRIPTION OF ESSENTIAL DUTIES:  

a.    Serves at the front counter, answers phone calls, replies to emails using department email inbox, and provides customer service to students and visitors

b.    Registers students for college coursework, by processing course adds, drops, cancellations, and reinstatements.

c.    Provides clerical and office support for the Enrollment Services department.

d.    Provides accurate information regarding admission and enrollment policies and procedures at the College.

e.    Directs students in proper navigation of their student portal accounts (e.g. registration, grades, unofficial transcript, bills/payment, schedules, etc.); troubleshoots web-related issues regarding online registration and student portal; refers students to the ITS help desk as appropriate.

f.    Performs accurate and timely data entry (e.g. high school and college transcripts, test scores, registrations (adds/drops), graduation applications, etc.).

g.    Serves as back-up for processing admissions applications.

h.    Prepares and mails College acceptance letters with relevant inserts, to those receiving paper notifications.

i.    Maintains and updates various paper and interactive pdf forms as needed.

j.    Maintains filing for Enrollment Services; ensures accurate filing of paper and digital records.

k.    Assists Registrar in records purging processes, while adhering to institutional and state record retention guidelines. 

l.    Prepares departmental supply orders (e.g. paper, copies, office supplies, etc.).

DESCRIPTION OF OTHER DUTIES:  

a.    Provides other student services departments with information as needed (e.g. transcripts to advisors, forms, etc.); sends copies of requested transcripts for nursing and allied health students to the appropriate programs. 

b.    Trains student workers and assigns work/relays work assignments to the student; prioritizes student work as needed based on overall needs of the department.

c.    Performs other job-related duties as assigned.

OVERALL ACCOUNTABILITIES: 

a.    Demonstrates Black Hawk College core values.

b.    Accuracy and efficiency of work of work.

c.    Ability to work cooperatively with others.

d.    Ability to communicate in a professional and pleasant manner with others.

e.    Maintains an up-to-date working knowledge of all job related software, programs, and applications.

f.    Maintains confidentiality of student records and information according to FERPA guidelines.

g.    Responsible for maintaining the confidentiality and security of all records and information.

PRINCIPAL WORKING RELATIONSHIPS:  

a.    Works directly with the Registrar.

b.    Works directly and cooperatively with Enrollment Services staff, Advising staff, Bursar’s staff, and Financial Aid staff.

c.    Works directly and cooperatively with students and the general public.

d.    Works cooperatively with all other College faculty and staff.

e.    Works cooperatively with any outside agencies as necessary or appropriate.

Education & Experience

 (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.)

a.    High school diploma or recognized equivalent required.

b.    Ability to use standard office equipment required.

c.    Demonstrated ability to organize workload and follow through on assignments with minimal supervision.

d.    Ability and desire to work with students and the public in general.

e.    Good working knowledge of the office practices and procedures.

f.    Intermediate level knowledge of Microsoft Word, Excel, and Outlook required.

g.    Demonstrated good verbal and written communication skills.

PHYSICAL DEMANDS: (The physical demands described here are representative of those that must be met by the employee to successfully perform the Essential Functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the Essential Functions.)

Standing: 15%       Sitting: 75%     Bending: 5%    Reaching: 5%

Lifting: occasionally        Lifting weight: 40 lbs.

The above statements reflect the general details necessary to describe the principle functions of the described job; it is not an all encompassing statement of all the work requirements that may be necessary to perform the job.

Supplemental Information

Black Hawk College does not sponsor employment visas.
Black Hawk College is an AA/EEO employer.