Administrative Assistant I - Enrollment Management

    Administrative Assistant I - Enrollment Management     Category: Full-time Staff Subscribe: Department: Enrollment Management Locations: Lowell, MA Posted: Dec 12, 2023 Closes: Jan 2, 2024 - 11:59 PM EST Type: Full-time Position ID: 170798

About Middlesex Community College:

Middlesex Community College (MCC), established in 1970, provides access to affordable education for a diverse community from all ethnic backgrounds and identities, preparing individuals for success and lifelong learning. We promote academic excellence, provide workforce development opportunities, and empower all learners to become productive and socially responsible members of our local and global communities.

The College provides a broad range of services that are essential to attract, reward, and retain talented faculty and staff. The MCC community promotes a culture of inclusion in which our employees feel supported and empowered to best serve our diverse student population. We are proud to offer our classes on both the Bedford and Lowell campuses, as well as a robust online course offering. MCC is committed to transforming lives as we educate, challenge, and support all students as evident in our strategic plan.

As an Affirmative Action employer, MCC strongly encourages members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence to apply.

Job Description:

Title: Administrative Assistant I(2 Full-Time Vacancies Available) 

Unit: AFSCME, Unit I 

Department: Enrollment Management Center

Reports to: Associate Director of Enrollment Management Center

Date: December 12, 2023

General Summary:

Duties and Responsibilities:

• Provide switchboard services, including timely responses to calls to the operator and the college's 800 line and Enrollment Communications voice mail, providing all callers with high quality, friendly, accurate, and efficient service and college information, from 9:00 am to 5:00 pm.
• Provide staff coverage for other departments, including admissions, student information center, and Enrollment Management.  Possess full knowledge of Student Information Center roles and responsibilities to provide coverage as needed.
• Respond to student problems and requests, resolving issues concerning enrollment, retention, withdrawal, and transfer procedures where possible, referring callers to other appropriate personnel as necessary, maintaining a liaison with and following up with faculty, advisors, personal counselors, Admissions Office, Student Accounts Office, Health Services, Information Technologies, Enrollment Management Services, Student Information Centers, Student Activities, Financial Aid, Community Service department, and Divisional support staff to ensure problems have been addressed and resolved.
• Maintain knowledge of academic curricular programs and in-depth knowledge of the admissions processes relating to selective programs; explain entrance requirements for international students, and selective programs, including placement testing, course prerequisites, and transfer credit.  Electronically scan student documents to Etrieve for the admissions office staff.
• Interview prospective students to add information to the prospective student database in the College's CRM System.
• Assist parents of students and explain the rights and procedures with regard to the Family Education Rights and Privacy Act.
• Verify student enrollment/graduation information to outside entities in accordance with established procedures.
• Respond to the designated college emergency line, deploying the calls to 911 or to MCC security.
• Provide information to students, faculty, and staff relating to enrollment services or other college matters via Avaya IP software, email, BANNER student information system, Navigate, MCC Portal, MCC Directory, MiddleNet, Microsoft Access, and DegreeWorks.
• Confer with the Registrar on matters of policy and procedures for complicated situations. Respond to subpoenas and custodial or non-custodial requests for information concerning confidential student records.
• Register students for credit and non-credit courses, verifying appropriate prerequisites, and schedule enrollment, registration, self-assessment, and advising appointments using Navigate system. Process add/drop, withdrawals, address changes, program changes, and name changes.
• On student records, remove holds that prevent students from registering for classes; exercise judgment in allowing prerequisite overrides based on information provided by the students that they have completed previous coursework; assign passwords to new students.
• Obtain payment from students over the phone, accept payment by credit cards; and process payments in BANNER. Mail receipt of payment and course schedules to students. Complete daily cashier checkouts using the credit card payment application. Contact students if payments do not clear and offer alternative payment methods.
• Enter in BANNER admissions applications received through the mail, email, and online CRM applications, Enter Visiting Student Forms received through the CRM, and collect unofficial transcripts to satisfy course prerequisites.
• Assist with processing duplicate student identification numbers. Correct data entry in the BANNER system with daily edit error reports.
• Support outreach initiative for the admissions office by calling eligible admitted students to make registration appointments. Provide support for the Registrar's office by calling to inform students of canceled courses and offering substitute courses in their place.
• Train and provide technical supervision of part-time employees and work-study students. Train new hires in the office. Responsible for knowledge of policy and procedure of the Enrollment Services division.
• Assist with New Student "Welcome Calls", and assist new students with reviewing their admissions electronic packet and next steps.  Assist students with locating their MCC ID, setting passwords, logging into the MyMCC Student Portal, self-assessment/placement, and directing students to the FASFA online application.
• Resolve problems that may occur, including resetting passwords using the Super User Tool. Troubleshoot Blackboard (the online server for students enrolled in online and interactive courses). Explain the User ID and PIN procedure for entrance into the online website course.
• Instruct students in the use of computer software, such as MiddleNet and Blackboard, to register for courses, obtain grades, and transcripts, run degree audits using DegreeWorks, reset passwords, and assist students with problems that may arise; assist students in navigating the college website.
• Schedule advising appointments via Navigate.
• Assist testing department with electronic coding and filing of high school transcripts.
• Assist with outgoing calls on special projects, such as Institutional Research surveys, class cancellation notifications, and new admits.
• Complete bulk registrations for Business and Industry and select grant-funded courses.
• Provide payment counseling and process credit card payments using the CardPoint web app.
• Populate and maintain the Banner Student Information system database, processing admission applications, joint admission applications, academic transcripts, transfer credit requests, graduation applications, and in-state residency forms. Print award letters using the merge function with Microsoft Word. Electronically send official transfer credit award letters to students.
• Generate and print transcripts using various BANNER data entry screens or search archived and microfiche records as necessary. Provide academic transcripts to other state colleges for joint admissions applicant students. Assist academic counselors in locating official college transcripts sent from other colleges. Research the Parchment system for incoming transcripts from other colleges and high schools. 
• Review electronic graduation applications in BANNER. Order diplomas from the graduation database system through ACCESS; produce reports for academic advisors to review potential graduation applicants. Maintain adequate supply of diploma covers for distribution to students at commencement. Award degrees in BANNER for graduating students; award honor in BANNER. Proofread academic advisor degree audits, affix Phi Theta Kappa seal to eligible students' diplomas. Run cap and gown reports from the graduation database through ACCESS for the student activities office.
• Proofread the commencement list and newspaper list for publications. Publish posters and newspaper ads concerning graduation and the need to apply to graduate.
• Code students in cohorts such as Lowell Promise, RPP Program, Links, Dual Enrollment, Student Success Program, and Program for Student Achievement, so that necessary services may be provided. Check student contracts and applications for completeness and refer them to appropriate departments as necessary.
• Assist in maintaining a series of daily edit reports to ensure student data is accurate for HEIRS reporting.  Complete outreach calls, and send electronic forms to students to collect data as needed.
• Process electronic forms received through the Etreive/SoftDocs electronic records system.
• Maintain program materials in accessible order; arrange for re-supply of forms, diploma covers, and inserts. Provide routine maintenance and supplies for office equipment.
• Process college webmail through Outlook mail system and voicemail; respond to inquiries or forward emails to appropriate departments. Electronically file email requests info in proper online folders for future reference.
• Open, process, and distribute incoming mail, and scan support paperwork to the electronic records system.
• Provide mail preparation services for all Enrollment Services Centers and Academic Career and Transfer Counseling Centers.
• Electronically file student documents as needed.
• Performs related duties as required.

Requirements:

• Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associate's or higher degree with a major in business administration, business management, or public administration may be substituted for the required experience.*

II. An Associate's or higher degree with a major other than in business administration, business management, or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed

• Experience with equity-minded work and/or understanding of individuals of diverse identities such as race, ethnicity, socioeconomic level, sexual orientation, veterans, and individuals with different academic preparation levels and varying physical and learning abilities.

Preferred Qualifications:

• Comprehensive understanding of office management principles, encompassing proficiency in the utilization and applications of various general office equipment.
• Ability to understand, explain, and apply the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities.
• Ability to analyze and determine the applicability of data, to draw conclusions, and to make appropriate recommendations.
• Proficiency in comprehending and communicating written and oral instructions effectively, ensuring precision and clarity in both understanding and delivering information.
• Ability to gather information through questioning individuals and by examining records and documents.
• Ability to write concisely, to express thoughts clearly, and to develop ideas in a logical sequence.
• Ability to assemble items of information in accordance with established procedures.
• Ability to determine proper format and procedure for assembling items of information.
• Ability to maintain accurate records.
• Ability to communicate effectively in oral expression.
• Ability to deal tactfully with others.
• Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural, and/or economic backgrounds.
• Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates, and available resources; controlling work through periodic revi...