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Office Specialist, Admissions

4 months ago

Joliet, United States Joliet Junior College Full time

Job Description:
POSITION TITLE: Office Specialist, Admissions

STATUS: Full Time

DEPARTMENT: Admissions

DIVISION: Student Development

CLASSIFICATION: Non-exempt

UNION: TOSSC

REPORTS TO: Director, Admissions and Recruitment

PLACEMENT: Clerical, Grade 7

MINIMUM PAY RATE: $20.38 per hour

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Serves as the first point of contact for the Admissions Office along with the front desk staff. Provides general information and admissions information about the college, campus functions, and other assistance to customers. Under the direction of the Director of Admissions, provides support for the Admissions Office programs, events, fairs, and related student activities. Supports the supervision of front desk and student staff. Maintains a high degree of confidentiality; provides excellent customer service students, parents, faculty, and college personnel; is dependable, and exercises good judgment in resolving issues. Must be available to work afternoon and evening hours for evening vacancy. Maintain lobby resources and waiting area for students and visitors.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
- 1. Effectively and professionally communicate with customers, providing excellent customer service.
- 2. Receive and direct visitors, handle phone calls, take and relay messages, provide requested information regarding the college and its programs and procedures. Prioritize and distribute mail.
- 3. Oversight of evaluation of high school transcripts for placement measures such as geometry equivalency, chemistry equivalency, and any other placement measures based on high school transcript data established by the institution.
- 4. Oversight of document scanning process for admissions documents. Prepare and organize incoming Admissions documents to be imaged into the student file according to procedures, which includes document analysis and provides quality control for the department
- 5. Assist in duplicate student resolution process, recalculations for residency, charge-backs, cooperative agreements, and in-district employment. Prepare cooperative agreement reports each semester and distribute to participating colleges.
- 6. As assigned, support all activities and related priorities for the Admissions department including campus tours, on campus recruitment events.
- 7. Provide support with scheduling and supervision of front desk and student staff.
- 8. Follows procedure to prepare student documents for follow up communication.
- 9. Assist with training and development of student staff and new department employees.
- 10. Perform other related duties as assigned.

MINIMUM QUALIFICATIONS
- 1. High school diploma or equivalent
- 2. Two (2) years of progressively responsible office experience.
- 3. Customer service experience.
- 4. Excellent interpersonal, customer service and phone skills.
- 6. Ability to perform multiple tasks simultaneously.
- 7. Attentiveness to detail, effective organizational skills, initiative and multitasking.
- 8. Strong verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population.
- 9. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
- 10. Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS
- 1. English and Spanish verbal and written communication proficiency.
- 2. Associate’s degree
- 3. Knowledge and/or experience with Colleague and Workday software.
- 4. Two (2) or more years strong customer service skills.
- 5. Experience working in a higher education setting.
- 6. Demonstrated multicultural competence.

PHYSICAL DEMANDS
- 1. Normal office physical demands.
- 2. Ability to travel between campus locations and to and from community events.
- 3. Ability to travel in state and nationally.

WORKING CONDITIONS
- 1. Duties are performed indoors in the usual office environment.

Full Time/Part Time:
Full time

Union (If Applicable):
TOSSC

Scheduled Hours:
40