JOB DESCRIPTION POSITION IDENTIFICATION Position Title: Student Services Administrative Assistant - Admissions and Enrollment Position Department: Student Services Employee Classification: Classified Status: Full-Time Reports To: Chief Student Services Officer Date Written: October 20, 1998 Revision Date(s): October 6, 1999; May 17, 2004; September 18, 2006; November 7, 2007; May 27, 2009; December 6, 2011 GENERAL NARRATIVE DESCRIPTION OF POSITION The Student Services Administrative Assistant in the College Admissions and Enrollment Position shall be responsible to the Chief Student Services Officer for all duties, including, but not limited to, dissemination of information to students, admissions and registration functions, tracking and follow-up for student recruitment, data gathering and preparation for institutional research, processing of applications, wait list management, and design and layout of the yearly catalog and quarterly schedule. ESSENTIAL JOB FUNCTIONS 1. Process admissions forms. 2. Enter student registration for non-credit classes. 3. Greet students, answer telephones, schedule appointments for advisors and the Financial Aid Specialist, and schedule students for placement tests and proctored exams. 4. Provide general information to students about the enrollment process including placement testing, general financial aid information, advising, and new student orientation. 5. Provide information to students about the GED program and sign students up for GED orientation. 6. Assist advisors with preparation of materials for recruitment activities. 7. Track potential students for recruitment, and send out informational packets. 8. Track new students and send out the new student welcome letter. 9. Check and approve signs for posting on campus.
10. Take payments and perform other cashiering duties. 11. Manage wait lists. 12. Assist Chief Student Services Officer with institutional research when assigned. 13. Compile institutional effectiveness and student profile reports when assigned. 14. Track Running Start Student Enrollment and provide participating Washington State High Schools with monthly and term-beginning and term-end reports, grade reports, and other requested data. 15. Supervise Federal Work Study students for Student Services Department. 16. Design and layout quarterly schedule of classes. 17. Design and layout annual catalog. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position. MARGINAL JOB FUNCTIONS 1. Maintain specific databases as assigned. 2. Provide back-up support for other Student Services staff including running enrollment reports, unofficial PCC transcripts for advising purposes, etc. 3. Perform other duties as assigned. SUPERVISES THE FOLLOWING STAFF The Student Services Administrative Assistant Enrollment and College Admissions employee will supervise Federal Work Study (FWS) students as follows: 1. Directly supervise work study students at all times or appoint a different staff person to fill in as supervisor in the supervisor s absence. 2. Train FWS student workers in college procedures, understanding and observance of FERPA regulations, and proper use of equipment. 3. Provide a work station that can be visually supervised while the student is working. 4. Assign tasks to FWS students and verify proper follow through. 5. Monitor all FWS student worker activities. 6. Track, verify, and sign FWS student time cards and turn them in to the Financial Aid Specialist by the end of each pay period. EXPERIENCE 1. One year minimum of closely related work experience required 2. One year minimum experience working with computer software applications, including Microsoft Word and Excel required 3. Bilingual preferred
EDUCATIONAL BACKGROUND 1. High School diploma or equivalent required 2. Associate Degree preferred REQUIRED KNOWLEDGE, SKILLS AND PERSONAL QUALIFICATIONS KNOWLEDGE OF 1. Modern office practices, procedures, and equipment 2. Word processing, spreadsheet applications, and desktop publishing applications 3. Record keeping techniques 4. Correct English usage, grammar, spelling, punctuation and vocabulary 5. Interpersonal skills using tact, patience, and courtesy 6. Telephone techniques and courtesy ABILITY TO 1. Perform a variety of general clerical and typing duties of average difficulty without close supervision 2. Operate a word processor, typewriter, calculator, copy machine, and computer terminal 3. Maintain records and prepare reports 4. Understand and follow oral and written directions 5. Type at 50 words per minute from clear copy 6. Establish and maintain cooperative and effective working relationships with others 7. Meet schedules and time lines 8. Communicate effectively both orally and in writing WORKING CONDITIONS The physical demands described here are representative of those that must be met by an 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. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is frequently required to walk distances; use hands and finger to handle, or operate computers, objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift, and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. Schedule may require occasional evening or weekend work or travel between the two campuses or to other locations. Work schedule may also be modified during peak registration times.
It is the policy of Columbia Gorge Community College and its Board of Education that there will be no discrimination or harassment on the grounds of race, color, sex, marital status, national origin, religion, age, disability, veteran status, sexual orientation, and any other status protected by applicable local, state, or federal law in any educational programs, activities, or employment. Persons having questions about equal opportunity and nondiscrimination should contact the following persons: For Employment Robb Van Cleave, Chief Talent and Strategy Officer Office: Rm 2.422 Phone: 541-506-6151 For Educational Programs Dr. Susan J. Wolff, Chief Academic Officer Office: Rm 2.103 Phone: 541-506-6031 For Student Programs, Activities, and Services Karen Carter, Chief Student Services Officer Office: Rm 3.223 Phone: 541-506-6013 To Request Accommodations and Contact for Special Needs Auxiliary aides and services are available upon request to otherwise qualified individuals with disabilities. Please contact CGCC's ADA Coordinator Lori Ufford at 541-506-6025 or the Event Coordinator in a timely manner. 541-506-6016 (TTD)