Admission Operations Specialist

3 days ago

Des Plaines, United States Oakton Community College Full time
Basic Function and Responsibility:

The Operations Specialist provides excellent customer service to students through admissions approvals, answering questions, and resolving student enrollment issues. This position determines eligibility for admission, verifies qualifications for enrollment, maintains records, creates and executes reports, and supplies data that supports student application and registration. As a member of the Enrollment Services Operations team, this position provides direct customer service as needed.

Characteristic Duties and Responsibilities:
  • Determine admission eligibility. Assess applications, records, and related materials, such as high school and college transcripts and college entrance exam reports for English and Math course placement, science pre-requisites and residency. Contact students via phone, e-mail or written correspondence to complete or update pending admission applications or to resolve circumstances that prevent or delay registration. Research student history to resolve duplicate student records.
  • Following admission and registration procedures, support students through enrollment processes and exercise good judgment in the application of federal, state, and College policies and practices related to enrollment services functions.
  • Adhering to college policy, resolve student enrollment issues including, but not limited to, registration holds, duplicate records, suspended applications, application discrepancies, and missing/incomplete documentation.
  • Prepare incoming Administrative Withdrawal and Forgiveness Policy requests for committee review. Interact with students in a professional and tactful manner, especially in sensitive situations such as administrative withdrawals and forgiveness policy submissions. Contact students via email and written correspondence regarding committee decision.
  • Verify and process the admission and registration of concurrent high school students, dual credit students, and any special cohort programs. Determine eligibility for admission and registration using individual and batch processes. Partner with Academic Affairs, Accounting, and others to support these students.
  • Assist in the creation and maintenance of Enrollment Services Operations policies and procedures manual, training materials, and materials for students.
  • Support the data in the student information system and communication systems related to admission and registration. Assist in the testing of new or modified system services, table updates, and communication updates, including batch processes. Support compliance with federal, state, and institutional policies and processes.
  • Create queries and provide data regarding prospective students, admitted students, and enrolled students that support Enrollment Management goals. As needed, work with the Information Technology Department to develop tracking mechanisms and reports.
  • As directed, provide student service in the Enrollment Center. Provide general information about enrollment services and student support services. Adhere to guidelines of the Family Educational Rights and Privacy Act. If necessary, route inquiries to appropriate person. Display initiative and be proactive in helping students through the enrollment process.
  • Process incoming Career / Joint agreements and Business Service contracts.
  • Follow procedures for records management. Maintain accurate and up to date records including optical scanning and storage of applications and supporting documents.
  • Provide backup to the Admissions Operations Coordinator on limited enrollment health career admissions and F1 International Student Admissions as needed.
  • Participate in recruiting and selection, help train, and provide task oversight to student employees.
  • Perform other job-related duties as assigned.

Job Requirements:

Qualifications and Working Conditions:
  • Associate's degree or required or an equivalent combination of education and experience from which comparable skills and abilities can be obtained is required. Bachelor's in a related field preferred.
  • Two years of educational office or related work experience is required.
  • Intermediate computer skills including intermediate word processing and intermediate spreadsheet application required. Experience with higher education systems such as Banner or other higher education databases preferred.
  • Effective communication skills, oral and written.
  • Requires the ability to mentally attend and visually concentrate on a significant amount of detailed work. Must have strong organizational and detail-oriented skills.
  • Strong interpersonal skills and the ability to deliver services in an environment where an emphasis on customer service is required.
  • Ability to interact professionally and tactfully with people of different levels of education, cultural backgrounds, and life experiences, and to exhibit an adequate level of respect to fellow employees and the College community at large.
Physical Demands:
  • Mobility to move from building to building on-Campus and to visit off-Campus entities. Work is performed in a general office environment and is sedentary in nature. Little or no exposure to adverse working conditions.

Additional Information:

Supervision Received:

Functional supervision is received from the Manager of Admission Operations. Administrative supervision is received from the Director of Admission and Enrollment.

Supervision Exercised:

Functional supervision exercised over student employees.

SALARY: $46,789

HOURS: Monday - Friday 8:15 am - 5:00 pm (Ability to work flexible hours at both the Skokie and Des Plaines campuses including some evening hours consistent with student needs).

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