Enrollment (Registration) Clerk IV

Description

Bellingham Technical College invites applications for one full-time regular classified Registration and Enrollment Clerk IV position. This position reports to the Associate Director of Enrollment Services. The position is anticipated to start in September 2024.

Under general supervision, perform complex data control tasks utilizing higher level technical skills; serve as a primary contact with faculty, staff, and students for specific information, such as applications, student records, completions, course management, program enrollment, and the like; develop documentation and procedures; analyze new procedures and rules, making recommendations for modification.

BTC is committed to creating and maintaining a welcoming campus that supports diversity, promotes a sense of community, provides an effective work and learning environment, and encourages respect for individuals. As an Equal Opportunity employer, BTC values diversity and aims to recruit employees that reflect the diverse backgrounds of our community, including ethnicity, national origin, religion, race, gender, gender identity, age, status as a veteran or disabled veteran, disability, political status, and sexual orientation. The successful candidate will be expected to establish a successful and supportive working and learning environment for a diverse college and employee population with a wide-range of backgrounds and experiences.

Position Duties & Responsibilities

• Provides excellent customer service to prospective, new, current, and returning students; visitors and employees; Serving as primary point of contact for inquiries in person, phone, email and virtually;

• Appropriately directs people to resources across campus;

• Provides general information for Enrollment Services, Advising and Career Services, Admissions, Counseling, Veteran Services, Accessibility Resources, Running Start, International Students, Financial Aid, and other Student Services areas;

• Supports students with information and direction as they navigate enrollment, admissions and advising processes; Assists in resolving student issues and provides accurate referrals;

• Schedules and checks in students for support services appointments;

• Enrolls and admits students through a computerized data base;

• Completes data entry from a variety of sources such as batch enrollments, admission forms, etc.;

• Processes admissions applications, monitoring for and reconciling a variety of scenarios including duplicates, suspected fraudulent applications, and international applications.

• Maintains confidentiality of student records;

• Scanning and filing a variety of records;

• Assists with clarifying communications from the Student Services departments such as emails, web pages, forms and instructions;

• Understands college and Enrollment Services policies and procedures;

• Knowledge of state laws and college policies and procedures;

• Evaluate and revise a variety of documents, forms and publications;

• Assist in the preparation, compilations, and coordination of reports and records;

• Compose office correspondence such as responses to frequent requests for information;

• Requires significant use of Microsoft Office Suite; Publisher; appointment scheduling software, student management system, the statewide computer system;

• Operate office equipment such as PCs, calculators, FAX machines, copy machines, and scanners;

• Performs the duties of Enrollment (Registration) Clerk I, II, and III;

• Other related duties as assigned.

Qualifications

Minimum Qualifications:

High school graduation or equivalent AND two years of recent increasingly responsible clerical experience in an office or equivalent environment that includes working with the public and/or students, OR a combination of experience and training that provides the applicant with the knowledge and skills to perform the job will be considered. Also requires excellent customer service experience.

Preferred Qualifications:

Associate's Degree or higher; At least one year experience providing customer service in a college or academic setting; integrated software experience in a higher education setting.

Knowledge, Skills & Abilities:

The knowledge, skills, and abilities listed below represent the characteristics and essential performance expectations of the position. Applicants do not necessarily need to enter the position with all of these knowledge, skills, and abilities.

Knowledge of:

• Department and college policies and procedures;

• General office equipment;

• Applicable federal, state, and local laws, rules, and regulations, such as FERPA.

Skill to:

• Work collaboratively and effectively in a team environment with a customer service focus;

• Work with various software packages such as Office 365, and database management (i.e. MS Access), and with a high level of accuracy;

• Apply and explain applicable laws, regulations, policies and procedures;

• Communicate and provide effective interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc.;

• Understand oral and written instructions;

• Work with populations having diverse socio-economic and racial backgrounds and persons with physical and/or learning disabilities;

• Strong attention to detail and follow-through on multiple processes and projects;

• Exercise judgment and discretion;

• Work with multi-line phones, and other standard office equipment and machines;

• Provide excellent time management, multitasking and recordkeeping.

Ability to:

• Provide consistent, professional and excellent communication and effective customer service to students, college employees and the public;

• Maintain regular punctual attendance;

• Work in a diverse workplace and relate to people with diverse backgrounds;

• Work independently and under minimal supervision;

• Deal effectively with problems, and exercise independent judgment when making decisions;

• Develop, organize, track, and maintain office documents, policies and procedures;

• Work under pressure, with frequent interruptions and prioritize competing demands;

• Complete detailed work with a very high degree of accuracy;

• Discern sensitive materials and maintain appropriate confidentiality;

• Adhere to a high standard of integrity, honesty and professionalism;

• Develop and maintain good working relationships with students, colleagues, staff, administrators and other contacts;

• Work within an open and team environment using collaborative approaches;

• Learn new methods, procedures, or techniques, resulting from departmental or college-wide change.

Physical Work Environment:

Typical office setting, which requires up to 7 hours per day of data entry using a variety of software; ability to sit and stand for long periods of time; frequent need for oral, written and auditory communication; frequent use of computer and mouse; finger manipulation, typing, grasping, repetitive motion; working in an open office environment with frequent interruptions and distractions; thinking clearly in emergency situations; exercising independent judgment in gathering, arranging, and evaluating, diversified data.

Supplemental Information

Compensation, Benefits and Work Schedule:

Effective July 1, 2024, the salary is in accordance with the negotiated agreement with the Bellingham Education Support Team (BEST), Range 7, $4,067 per month ($23.37 per hour, $48,804 annual), with annual increments to $5,114 per month ($29.39 per hour, $61,368 annual) after five years of BTC experience in this position.

Leave is subject to the BEST negotiated agreement which expires June 30, 2026. This position receives 8 hours per month of sick leave and starts with 10.67 hours per month (16 days per year) of vacation leave, 24 hours of personal leave and 12 paid state/college holidays per calendar year. The vacation and personal leave are available after successful completion of a 180 worked day probationary period. Benefits also include a Washington State insurance package including medical, dental, vision, life insurance, and long-term disability; a retirement benefits package, with choice between the Public Employees Retirement System (PERS) Plan 2 or 3, up to five days of bereavement leave, depending on relative, up to 5 days birth/adoption leave, military leave per RCW 38.40.060 and paid civil/jury duty. Additional optional benefits include ability to participate in a medical Flexible Spending plan, Limited Purpose Flexible Spending plan, or Health Savings Account; Dependent Care Assistance; auto and homeowners insurance discounts, employee only tuition waiver assistance; and two voluntary investment (not matched) programs - TIAA (403b) or the State Deferred Compensation (457) plan.

The regular work schedule is generally Monday through Friday, 8:00 a.m. to 5:00 p.m., but may be scheduled during the 7 a.m. to 6 p.m. work day; schedule may vary, especially around quarter start and end and peak dates, and may require some overtime hours. The position will be expected to work onsite full-time with possibility of some limited remote work in the future.

Application Procedures and Deadline:

Required application materials must be completed and submitted online at http://www.btc.edu/jobs and received by 5 p.m. on Friday, July 19, 2024. Application materials received after this date and time will not be considered. More information about Bellingham Technical College is at www.btc.edu or contact the Human Resources Office at (360) 752-8354. You will be contacted if selected for an interview. At this time, BTC is not sponsoring H-1B Visa's.

Required Online Application Materials:

• Completed Online BTC Employment Application

• Online Supplemental Questions

Examination Requirements:

All applicants are required to complete the online Supplemental Questions, which will be scored. Each supplemental question must have an answer to be scored. Be sure to repeat information in a supplemental question if it is required by more than one question. Software such as Microsoft Office Software, and/or other examinations may be administered for finalists.

Bargaining Unit: The position has been designated as a bargaining unit position represented by the Bellingham Educational Support Team (BEST).

Interviews are scheduled to be held on campus between August 14-15, 2024.