Enrollment Services Specialist (International Student Focus)
Clackamas Community College
Opening Date/Time: Fri. 02/03/17 12:00 AM Pacific Time
Closing Date/Time: Continuous
$19.60 - $21.35 Hourly
$3,396.81 - $3,700.98 Monthly
$40,761.72 - $44,411.76 Annually
Job Type: Full-Time, Union
Location: Oregon City Campus, 19600 Molalla Avenue, Oregon City, Oregon
Department: Academic Foundations & Connections
This position will remain open until filled. For full consideration, application materials should be received by March 1, 2017.
PURPOSE OF POSITION:
Coordinate intake of admissions and immigration documents related to international students. Serve as Designated School Official (DSO) in support of international student admissions. Administer and support policies, procedures and operations related to the Enrollment Services Department. Provide first point of contact and information resource for prospective students and current students relating to admission and registration procedures. Provide information about degrees, programs, and services as well as financial aid, transcripts, student account activity, payment plans, add/drop courses, grading options, timelines, and other registration information. Coordinate enrollment processes with other campus locations. Serve as liaison for problem solving with other college departments, student and public. Provide support as back-up to the Admissions Welcome and Call Centers.
ESSENTIAL JOB FUNCTIONS:
Admissions and International Student Admissions
Coordinate processes, procedures, and policies that impact admissions and immigration requirements related to all incoming international students. This would be done in tandem with the Registrar/PDSO.
Inform and advise students, staff, faculty, government and community partners regarding admission requirements and process, educational offerings, and degree requirements for international students and applicants to the college.
Advise international students on immigration regulations and procedures for the F-1 student visit including extensions of stay, transfers, travel, work permission, dependents, etc. Serve as a Designated School Official (DSO).
Process immigration documents and other immigration related functions such as CPT, OPT, change of level, change of major, and program extensions.
Process and track international student admission applications. Issue I-20's and CCC admission letter in a timely manner for international students. Prepare and issue official government documents required to obtain student F-1 Visas. Input student information/register students in SEVIS (Student Exchange and Visitor Information Systems) database.
Track student participation from application to enrollment using data tracking systems.
Contact applicants through phone calls, emails, text, etc. to assist with completion of enrollment process.
Develop, edit, and proof all admission applications according to eligibility requirements established by Federal (Department of Homeland Security), State (Degree Partnership Programs), and College guidelines.
Comply with Department of Homeland Security (DHS) and Department of State (DoS) regulations.
Keep apprised of changing federal regulations and disseminate regulatory information to others on campus who work with international students. Responsible for assuring that the college remains in compliance with these changes.
Provide assistance and support to the CCC Call Center and Admissions Welcome Center as needed including answering Call Center phones.
Registration and Records
Perform data entry and provide student record maintenance. Review and process student documents for regular and special programs, e.g. applications, registrations, rosters, grade changes, waivers and transcript requests.
Educate students and public regarding all enrollment related processing timelines (i.e. returning/new student registration, records, wait list).
Assist students with completion of enrollment related forms (i.e. admission, registration, privacy release, transcript request, special arrangement, co-admit, repeat course notifications,).
Provide assistance and training to students and staff on enrollment processes, procedures and policies.
Troubleshoot and respond in a timely fashion to online registration questions and needs. Communicate with students and staff regarding written requests for enrollment information, special arrangement processes, student records, and course setup for college programs.
Prepare and produce official transcripts at student request.
Generate attendance rosters, grade rosters, and wait list information for faculty and staff as needed. Generate enrollment verifications, unofficial transcripts.
Produce student, staff, and faculty ID cards.
Perform cancelled class, administrative withdraw and wait list management processes.
Test all new software releases and upgrades as they pertain to enrollment services.
Import archived data from data imaging system as needed.
Perform general office functions requiring knowledge of correct office procedures, business English, file management and proper e-mail, Internet and telephone etiquette.
Prepare reports as assigned (i.e. missing grade, National Student Clearinghouse, honor roll, cancelled class and administrative withdrawal report).
Maintain current knowledge of college policies and procedures pertaining to admission, registration, records, student accounts and financial aid.
Student Accounts and Financial Aid
Provide general cash/check/credit card payment services for credit, non-credit, processing tuition/fees, parking fines, short term loans and other payments on student accounts.
Manage large volume of payments with a high degree of accuracy, receipting petty cash and balancing cash/check/credit card session daily.
Negotiate and arrange payment plans with students that reflect values based strategy and strong customer service.
Remove holds when requirements have been met.
Review financial aid documents for accuracy and completeness. Verify students of their financial aid award status.
Educate students and public regarding financial processing timelines (i.e. financial aid applications, appeal forms, change in aid requests, extension of federal financial aid requests, payment plans, petition for refunds, scholarships, emergency loans and refund deadlines).
Develop and maintain a positive working relationship with colleagues, students, supervisors, other organizations, and the public.
The education and/or work experience sections of your online application form must demonstrate that you meet all of the following Minimum Qualifications. The information on the cover letter/resume will not substitute for the completed application.
MINIMUM/MANDATORY EDUCATION AND EXPERIENCE REQUIREMENTS:
Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the duties as described. A typical way to obtain the knowledge, skills and abilities would be: Equivalent to a Bachelors Degree, specialized training AND two years of related experience.
KNOWLEDGE: Knowledge of community colleges, their admission, registration and financial aid processes. Knowledge of international admissions and immigration requirements.
SKILL: Skill in the use of personal computers, office software programs, 10-key, standard office equipment, accuracy in closing/balancing a till, and providing quality customer service.
ABILITIES: Ability to establish and maintain an effective working relationship with students, staff, other agencies, and the general public; manage time effectively; read and interpret policies, regulations and laws as they relate to this job; communicate effectively, both orally and in writing, with individuals and groups. Provide calm, courteous, accurate and professional service in fast-paced environment with multiple interruptions. Maintain a high degree of discretion when dealing with confidential information including financial data of students. Physical ability to perform the essential job functions.
Bilingual to serve diversity of students, especially Hispanic students.
Other Job Elements:
The physical demands listed below represent those that must be met by an incumbent to successfully perform the essential functions of the job.Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.
PHYSICAL DEMANDS OF POSITION:
While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach, and manipulate objects. The position requires mobility including the ability to move materials weighing up to five pounds on a regular basis such as files, books, office equipment, etc. This position often requires moving materials weighing up to 5 pounds and infrequently weighing up to 60 pounds. Manual dexterity and coordination are required for a significant portion of the daily work period while operating equipment such as computers, keyboards, 10-key, telephones, and other standard office equipment.
TOOLS AND EQUIPMENT USED:
Computer, telephones, 10-key, ID machine and other standard office equipment.
WORKING CONDITIONS/WORK ENVIRONMENT:
Work is primarily conducted in an indoor office setting where most of the work period occurs under usual office working conditions. The noise level is typical of most office environments where telephones, personal interruptions, and background noise are frequent. Attendance at various meetings may require working after normal business hours and moderate travel.
This position works independently within the institutional guidelines and policies and Federal laws. General supervision is provided by the Registrar/Enrollment Services Operations Manager and consultation is available when there are extenuating circumstances concerning students.
Clackamas Community College is a diverse community that provides equal opportunity in employment, activities, and its programs.It is the policy of the Clackamas Community College and its Board that there will be no discrimination or harassment in any educations programs, activities or employment on the grounds of race, color, religion, ethnicity, use of native language, national origin, sex, sexual orientation, marital status, disability, veteran status, age, genetic information or any other status protected under applicable federal, state or local laws.
The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with rights or privileges granted under anti-discrimination laws.
Persons having questions about equal opportunity and nondiscrimination should contact the dean of Human Resources for Clackamas Community College in Barlow Hall at the Oregon City campus, 503-594-3300. Please note the following areas of responsibility, should you need relevant resources or information: Section 504 Coordinator, Disability Coordinator, Oregon City campus, 503-594-3181; Title II Coordinator, Associate Dean, Oregon City campus, 503-594-3392; Title IX Coordinator, Dean, Human Resources, Oregon City campus, 503-594-3300.
ADDITIONAL POSTING INSTRUCTIONS:
To apply for this position, you must submit:
Completed online application
Cover Letter explaining your interest in the position and describing how you meet the minimum and special qualifications and requirements of the position
Current Resume or Curriculum Vitae
Completed responses to the Supplemental Questions
Upon hire, candidate will be required to provide official transcripts for degrees earned, if applicable.
CCC only accepts applications through this online application system. We want you to be successful in applying with us. We highly encourage you to complete and submit your application in advance of the deadline.
For assistance with this, please email@example.com. For technical assistance with your application, please call (855) 524-5627.
Please note: This is initially a self-screening system. We recognize that our application process can be lengthy, so before you begin, please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum/special qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions, the system may automatically screen you out from further consideration.
Required documents must be provided at the time of application. Please remove any personal information such as photographs, date of birth, gender, social security number, and other protected information from your documents. Documents containing protected information will be considered incomplete. Incomplete applications will not be considered.
Positions are subject to budget consideration and approval. For the candidate who is hired into this position, salary placement will be based on guidelines in the handbook or association agreement (as applicable) to assess education and experience. For this reason, please be sure to include everything in your application that you want the college to consider towards placement.
Clackamas Community College participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee's Form I-9 to confirm work authorization. This information is kept completely confidential, is obtained only after a candidate is hired, and will not be used to pre-screen any job applicant.
The college does not sponsor employees in the visa application process if they intend to use this as their means to work in the United States. This means that all required work visas must be in place and supported by appropriate evidence to be employed by Clackamas.
REASONABLE ACCOMMODATION STATEMENT:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform. All employees of Clackamas Community College are expected to perform tasks as assigned by Clackamas Community College supervisory/management personnel regardless of job title or routine job duties.
VETERAN'S PREFERENCE STATEMENT:
Applicants are eligible to use Veteran's Preference when applying with Clackamas Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.
MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) – OR – Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.
◦ You can request copies of your military service record through the National Archives website at:http://www.archives.gov/veterans/military-service-records/
For information regarding Veteran's Preference qualifications, visit the following website:http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq
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