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Student Services Support Specialist

Performs a wide variety of duties in the student services office and provides assistance with reports and student records; processes transcript requests; provides assistance to students regarding registration procedures, and processes registrations.

PRIMARY DUTIES AND RESPONSIBILITIES*

Serves as the initial contact person for student services.

Prepares outgoing mail; sorts and distributes incoming mail. Prepares bulk mailings. Places and receives telephone calls and email messages; conveys messages. Distributes multi-copy forms to appropriate personnel.

Uses computer to create letters, memos, reports, forms, charts or other documents from oral instructions or notes. Proofreads college catalog, audit sheets, forms, letters, etc.

Interacts with college employees, students, or outside contacts to provide information, solve routine problems, or otherwise respond to legitimate requests; provides day-to-day services to students at the counter, via phone, or email such as registration, add/drop, course cancellations, and other procedures, answers questions about student records, gives directions, provides information about course offerings and prerequisites, completes enrollment verifications and runs copies of student schedules, etc.

Inputs student registrations on institutional computer system; inputs schedule changes and corrections; serves as a liaison between faculty and students regarding registration issues; prepares hard copy file for new students, maintains data on system; processes electronic registrations for the MCCVLC on-line classes. Handles email correspondence with students and updates student information on the MCCVLC database as needed.

Processes student transcript requests and maintains transcript request documentation.

Sets up, updates, and maintains student files ensuring accuracy and confidentiality of information.

Oversees inventory of forms, paper, file folders, envelopes, etc. Orders as needed, confirms orders are received, and stocks shelves.

Gives tasks for completion to student work study, based upon priority. Scans using document imager.

Assists dean with enrollment and degree verifications by various agencies and complies with all federal privacy regulations. Also assists dean with processing grades, course substitutions, incomplete requests, FLEX agreements, prerequisite/corequisite waivers, subpoenas, unofficial/preliminary graduation audits, ordering of diplomas, generating commencement/graduation mailings, and other related duties. Processes requests for information for Athletic Director.

Performs other related tasks as required.

SUPERVISION – Works under the general supervision of the dean of student services

ATTENDANCE- Individuals in this position are expected to be available during the normal business hours of the college, and may occasionally be asked to vary their schedule and/or work overtime to meet department requirements

WORKING CONDITIONS – Conditions are those of a typical office environment, requiring frequent oral communication with students and colleagues, and the ability to enter data and written communications in electronic format in a timely manner

MINIMUM QUALIFICATIONS

  • High school diploma or GED and up to one year of college, vocational, or business school
  • One to three years of secretarial experience, or combination of education and experience commensurate with the requirements of this position
  • 45 wpm accurate data entry keyboarding
  • Ability to promptly and accurately take and transcribe dictation and other verbal communications such as meeting minutes, phone messages, etc.
  • Proficiency in word processing and ability to learn and use a variety of personal computer software
  • Demonstrated interpersonal communications skills
  • Ability to communicate effectively in an educational setting

JOB DIMENSIONS – Judgment, Work Standards, Planning and Organizing, Initiative, Sensitivity, Informal Communications, Stress Tolerance, Knowledge of Work, Commitment to College, Dependability, Teamwork, Written Communications, Self-reliance, Technical/Professional Self-development.

09/2012

Kirtland Community College is an equal opportunity employer


* This job description is intended to describe the type and level of work being performed by a person in this position. It is not an exhaustive list of all duties and responsibilities required by a person so classified.