Enrollment Services Specialist (Ec)

Salary: $15.00 Hourly
Location : East Campus - Galva, IL
Job Type: Full-Time Staff
Job Number: 22-00258
Department:Enrollment Services
Opening Date: 09/06/2023
Closing Date: Continuous
Work Hours: 8-430
Application materials required: Cover Letter, Resume/CV
General Information & Responsibilities
The Enrollment Services Specialist is responsible for student registration and academic records processes for East Campus students, including maintaining student records, issuing transcripts, performing data entry, and providing appropriate personnel with needed information.
Description of Duties
DESCRIPTION OF ESSENTIAL DUTIES:

1. Responsible for accurate entry and maintenance of student information including registration, student demographics, and academic history information.
2. Responsible for accurate entry and maintenance of student record grade updates and changes including back up for grade roll process and any requested grade changes.
3. Processes enrollment registrations, course cancellations, drops, and reinstatements.
4. Performs student degree audits, processing course substitutions and waivers.
5. Works with Dual Enrollment Coordinator to process dual enrollment student registrations.
6. Assists in maintaining integrity of database files including correction and update of student records.
7. Maintains confidentiality, security, and permanency of academic records, according to Black Hawk College records retention guidelines.
8. Assists the Registrar and Student Systems Department with electronic degree audit alignment to academic programs and policies outlined in the Black Hawk College Academic Catalog.
9. Assists the Registrar in ensuring Enrollment Services procedures are accurate and in compliance with US Department of Education and Illinois Community College Board standards.
10. Provides service at Enrollment Services front counter and answers the phone and department emails,
11. Communicates with students regarding graduation deficiencies; prints and mails diplomas to students. Orders and keeps inventory of diplomas, certificates, and diploma covers; coordinates orders for student caps and gowns.
12. Coordinates the East Campus commencement ceremony.
13. Prints and issues official Black Hawk College transcripts for on-site requests and for on-site pick-up; serves as back-up for electronic orders for both campuses.
14. Gives presentations at New Student Orientation and at Adjunct Faculty Orientation each semester regarding relevant Enrollment Services policies and expectations.
15. Certifies student eligibility for participation on competitive teams.
16. Responsible for scanning and accurate indexing of electronic file of student records.

DESCRIPTION OF OTHER DUTIES:

1. Assists with training of new staff, as requested by the Registrar.
2. Performs some cashier duties and assists the Bursar's Office as needed; interprets tuition and fee invoices to students who have questions.
3. Required to travel between Quad Cities and East campuses as needed
4. Performs other job-related duties as assigned by the Registrar.

OVERALL ACOUNTIBILITIES:

1. Demonstrates BHC core values.
2. Accuracy and efficiency of work.
3. Works as a team player.
4. Maintains confidentiality of records and information.
5. Maintaining up-to-date job knowledge.
6. Serves district-wide needs and initiatives of department.

PRINCIPAL WORKING RELATIONSHIPS:

1. Works directly with the Registrar.
2. Works directly with Enrollment Services staff.
3. Works cooperatively with Financial Aid, Bursars Office, Academic and Educational Advising, Dual Credit, Admissions and Records personnel at East Campus, other Student Services offices, faculty, students, and the general public.
4. Works collaboratively with Planning and Institutional Effectiveness.

Education & Experience
EDUCATION AND EXPERIENCE: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.)

1. Associate's degree or 60 college credit hours required. Bachelor's degree preferred.
2. Two years' experience in admissions, records, or in a similar position required.
3. Minimum of intermediate ability in Microsoft Word, Excel, and Outlook.
4. Excellent communication skills and customer service skills required.
5. Attention to detail required.
6. Ability to maintain confidentiality required.
7. Ability to analyze problems, think critically, meet deadlines, and multi-task required.
8. Ability to adapt to change required.
9. Ability to work with minimal supervision.

PHYSICAL DEMANDS: (The physical demands described here are representative of those that must be met by the 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.)
Standing: 15% Sitting: 75% Bending: 5% Reaching: 5%Lifting: occasionally Lifting weight: 40 lbs.
The above statements reflect the general details necessary to describe the principle functions of the described job; it is not an all-encompassing statement of all the work requirements that may be necessary to perform the job.
Supplemental Information
Black Hawk College does not sponsor employment visas.
Black Hawk College is an AA/EEO employer.
While you contribute your talent and enthusiasm to BHC, as an eligible employee you will have access to outstanding health benefits, ample time off, a pension plan, educational opportunities, and much more. In this section, you will find an overview of our comprehensive and generous benefit programs. Be sure to check out the Compensation section as well.
Core Benefits
Medical
Prescription Drug Plan
Mail Order Pharmacy
Dental
Vision
Basic Life Insurance
Tuition Waiver
Employee Assistance Program
Long-Term Disability
Flexible Spending Account (FSA)/Dependent Care Account (DCA)
Paid Holidays
Sick Leave
Vacation
Personal Days
Retirement Pension Plans
State University Retirement System of Illinois (SURS): Employees working in a regular and continuous position or one in which services are expected to be rendered on a continuous basis for at least four months or one academic term, whichever is less, may be eligible to enroll in SURS. To learn more about SURS, visit
Optional 403b Tax-Deferred Investment Program: Employees may set up a 403b plan through Empower Retirement.
01
Do you have an Associate's degree or 60 college credit hours?

• Yes
• No

02
Do you have two years' experience in admissions, records, or in a similar position?

• Yes
• No

03
Do you have an intermediate ability in Microsoft Word, Excel, and Outlook?

• Yes
• No

Required Question