Administrative Assistant I - Student Information Specialist - Middlesex Community College

Job Description:

Title: Administrative Assistant I - Student Information Specialist

Unit: AFSCME, Unit I

Department: Enrollment Management: Registrar Office and Student Information Center

Reports to: Assistant Director of the Student Information Center

Date: June 26, 2024

General Summary: The Administrative Assistant Student Information Specialist in the Student Information Center will provide student advocate services to a highly active office serving individuals from diverse backgrounds. This position will respond to inquiries and concerns in a problem-solving, customer service mode by assessing the nature of the inquiry or concern and determining the best method to answer an inquiry or resolve a concern. This may involve extracting or researching data in the BANNER system, contacting other college departments for information, or referring the matter to other departments. The incumbent will be responsible for assisting students in the usage of the MCC portal and self-service applications such as MyMCC, Navigate, Degree Works, e-Forms, e-Transcripts, and immunization tracking.

Duties and Responsibilities:

• Manage the daily operations of the Student Information Center, serving a diverse population, in an efficient and professional manner with minimal supervision, due to the dual campus arrangement, while promoting the goals of the department and college.

• Be fluent in Financial Aid processes and Banner modules. Can assist with general Financial Aid and Student Account issues and questions.

• Serve as a student advocate by finding solutions to student issues and problems and act as a liaison with faculty, advisors, personal counselors, admissions office, student account office, financial aid office and divisional support staff as a means of following up to ensure student inquiries and concerns or problems have been addressed and resolved.

• Provide information to students, faculty, and other college staff relating to enrollment services or college related matters whether in person, by telephone or email using BANNER student information system, the chat bot, and CastleBranch Immunization Records platforms.

• Register students, schedule enrollment; registration; assessment and advising appointments using SARS and Navigate platforms, process add/drops, withdrawals, address changes, program changes, reset passwords using the Super User Admin application and book classrooms for staff as needed.

• Instruct students on the use of student system applications such as Banner Self-Service, Degree Works, College Scheduler, Navigate, and Blackboard to register for courses, obtain grades and run degree audits.

• Assist faculty in using Banner Self-Service to enter mid-term deficiency grade, final grades, and retrieve student's contact information as needed.

• Maintain knowledge of, and explain to students, the entrance requirements to certain health programs (such as Dental Hygiene, Nursing, Radiologic Technology) where entrance requirements are more complex than some other programs.

• Explain course prerequisites, course student learning outcomes, and the general education requirements to students.

• Meet with parents of students and explain the rights and procedures with regard to the Family Education Rights and Privacy Act (FERPA).

• Work with the Director of Student Financial Aid Services to identify and train best practices within the division of Enrollment Management.

• Will train other members of the SIC team on Financial Aid information and forms as well as triage questions that come in for Financial Aid and completion of the FASFA.

• Assists with student and staff enrollment workshops and or trainings centered on Registration, Enrollment or Financial aid.

• Advise faculty of the procedures to determine when it is appropriate to give a student an incomplete or in-progress grade and enter grade changes submitted by faculty.

• Confer with the Director of Financial Aid on matters of policy and procedures when confronted with complicated situations.

• Assist with general Financial Aid questions and completion of the FASFA.Understanding of MassReconnect and other state aid initiatives.

• Confer with the Registrar and the Assistant Director of Student Information Center on matters of policy and procedures when confronted with complicated situations.

• Facilitate the admission of walk-in students by answering admissions questions, informing new students of the various college services, assisting students with the online admissions application, and setting up necessary appointments with student assessment; advising and financial aid.

• Research and assist students with assessment of their English and math skills by using Multiple Measures (MM) and/or Guided Self-Placement (GSP) and update scores in BANNER.

• Assist students in obtaining unofficial and official transcripts.

• Participate in Enrollment Services outreach and retention calls and attend virtual registration sessions and other virtual services.

• Assist in all activities of Enrollment Services as needed.

• Process enrollment documents using the college's document imaging platform, Softdocs.

• Maintain timely customer service by monitoring and responding to questions received in the Registrar, Health/ Records, and Withdrawal e-mail boxes.

• Process requests for full and part time student enrollment verifications, ensuring that all FERPA standards are met.

• Assist with the semester schedule by updating faculty revisions and proofing the semester schedule before it opens to the college community.

• Provide timely information about the graduation application process, degree eligibility requirements, and assist students with applying and communicate information about the yearly commencement to students.

• Complete other duties associated with the Student information Center and Registrar's Office.

Requirements:

• Applicants must have at least 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:

• Advising

• Personnel Management

• Budgeting

• Accounting

• Recruiting

• Records Management

• Work Simplification

• Registrar's Office

• Counseling

• Program Management

• Any equivalent combination of the required experience and the substitution below:

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

• 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 and veterans including those with different levels of academic preparation. Varying physical and learning disabilities.

Preferred Qualifications:

• Knowledge of the principles and practices of office management including exercising sound judgement and discretion in handling confidential information.

• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.

• Knowledge of the methods of general report writing and the methods used in the preparation of charts, graphs and tables, and the ability to prepare general reports, and to prepare and use charts, graphs and tables using current technology.

• Knowledge of the types and uses of general office equipment including personal computers, telephone, copy machine, fax machine, shredder, printer and other office equipment.

• Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.

• Ability to follow written and oral instructions, to communicate effectively in oral expression and to give written and oral instructions in a precise and understandable manner.

• 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, in order to maintain accurate records.

• Ability to deal tactfully with others and to establish rapport and maintain harmonious working relationships with persons of diverse identities such as socioeconomic levels, sexual orientation, race, ethnicity and veterans including those with different levels of academic preparation, varying physical and learning abilities.

• Ability to supervise, including planning and assigning work according to the nature of the jobs to be accomplished, the capabilities of subordinates and available resources.

• Ability to learn and effectively use Microsoft Office software, BANNER, Degree Works, and other applications required for service to students.

• Bilingual skills a plus.

Additional Information:

Salary Range: $51,201.87 is the starting salary for Grade 15, Step 1. Employees of Middlesex Community College are considered employees of the Commonwealth of Massachusetts and receive benefits, which include:

• High-quality and affordable health insurance through the Commonwealth's Group Insurance Commission (GIC)

• Competitive Dental and Vision Plans

• Flexible Spending Account and Dependent Care Assistance programs

• Low-cost basic and optional life insurance

• Retirement Savings: State Employees' Pension or Optional Retirement Program (ORP) and Deferred Compensation 457(b) plan or 403(b).

• 12 paid holidays per year and competitive Sick, Vacation, and Personal Time

• Tuition Benefits for employees and dependents at state colleges and universities

• Short-Term Disability and Extended Illness program participation options

• Professional Development and Continuing Education opportunities

• Cell Phone Bill Discounts with Verizon and T-Mobile Cell Phone Carriers

• Access to the Commonwealth's Mass4You, employee assistance program

• Free employee parking on Bedford and Lowell campuses

• Eligibility towards Public Service Loan Forgiveness (PSLF)

Location: Lowell campus with occasional travel to Bedford

Hours: 37.5 per week, 9:30-5:30pm or 10:00-6:00pm. This position will be eligible for a maximum of two days of telework in accordance with the College's telework policy.

Expected Start Date: August 2024

Application Deadline: July 19, 2024

Application Instructions:

All applicants must apply online by submitting:

• Cover Letter

• Resume

• Names and contact information for three (3) professional references

Pre-Employment Requirements:

The College will not sponsor applicants for work visas.

All offers of employment at Middlesex Community College are contingent upon clear results of a thorough background check. Background checks will be conducted on all final candidates, as deemed necessary.

Middlesex Community College only accepts application materials through our online application system. We are unable to accept application materials through mail, email, fax, or hand delivery. If you do not have access to a computer, please contact Human Resources at careers@middlesex.mass.edu.

Middlesex Community College strives to make the application and interview process accessible for all applicants but understands that applicants may still encounter barriers due to ability, language, or technology. If we can make the process any more accessible for you, contact Human Resources at 781-280-3549 or careers@middlesex.mass.edu.