Greater Chicago Midwest HERC

Basic Function and Responsibility:

Under general direction, coordinate and perform both day-to-day and longer-term work projects to support an environment related to enrollment and student services including registration, student records, financial records, electronic/technical processes, and general assistance. Responsible for contributing to supporting a healthy online registration system according to established guidelines which may require judgment in the application of policies and procedures. Provide excellent customer service which encourages registration. Assist leadership in developing goals and objectives and recommend improvements in processes and procedures.

Characteristic Duties and Responsibilities

• Coordinate and manage all computerized systems within the CE&T department to enable and support students' successful. This includes but is not limited to Destiny, Axiom, OnBase, Sharefile, TouchNet, Banner and others as needed. Manage entry of student, course, and instructor data from various forms (both paper and electronic) within appropriate software systems.
   
• Manage on a daily basis any data migration issues related to CE&Ts registration system and the College's primary student information system, including but not limited to duplicate profiles/usernames, payment issues, registration errors, etc. 
   
• Serve as liaison between IT and CE&T staff and students as necessary to identify and correct issues and challenges related to online registration, student information system, or other technology.
   
• Check, review, and process applications and registrations. Verify applications, transcripts and residency requirements to make sure data is accurate and timely. Utilize critical thinking to investigate problems with student accounts and work with appropriate staff to create solutions to resolve. Maintain accurate records for audit.
   
• Provide accurate information to students and the community by telephone or in person regarding Federal, State and College policies and procedures following the guidelines of the Family Educational Rights and Privacy Act (FERPA). If necessary, route inquiries to appropriate persons.
   
• Initiate, verify, adjust and process student refunds, senior tuition discount requests and third-party payments.  
   
• Support and assist the Operations Manager in analyzing business processes as related to software utilization. Make recommendations for improvement.
   
• Collect, Receive and apply tuition payments to the student's account. Receive and apply payments to 3rd party, rental, or contractual accounts.  Balance cashier's drawers and prepare reconciliation reports.
   
• In cooperation with the Manager of Operations, coordinate and implement testing of all new releases of all software systems used by the department.  Document and report results to share with IT staff. 
   
• Support CE instructors with online services including accessing class lists, entering midterm and final grades, and other web-based processes.  Troubleshoot and report any technological malfunctions related to instructor use to Manager and/or IT staff.
   
• Assist the Manager of Operations CE&T in building and changing of courses, and certificate programs and closing of classes. Oversee the entry, review, and correction of data within multiple systems utilized throughout the department.
   
• Assist the Manager of Operations with the continuing assessment and evaluation of processes. Provide suggestions to enhance the delivery of enrollment services information provided in person, over the telephone and via web-based systems.
   
• Enter test data, attendance and tutor hours of students and tutor hours of ESL/Literacy volunteers and other CE&T programs as directed.
   
• Generate enrollment and data analysis reports as directed.
   
• Troubleshoot, research and identify problems with multiple computerized systems. Report problems to the computer technical support group. Follow up and verify corrections or changes.
   
• May be required to lead training in areas of specialization to division staff.
   
• Support a self-service environment that will minimize the number of Help desk calls.
   
• As directed, provide direct student support service in the Alliance office.
   
• Perform other job-related duties as assigned.
   

Qualifications and Working Conditions:

• Bachelor's degree or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired is required. Course work or training in data base management, or other software management is preferred.
   
• Must have 2 years' experience in data entry in various web-based systems or software.
   
• The ability to interact and adjust between working in multiple computer-based systems on a daily basis is required.  This must include the ability to quickly adapt to and learn new software programs and translate technical terminology for users.
   
• Two years general office experience, student services, customer services or related area is Required.
   
• A high level of interpersonal and communication skills and the ability to deliver services in an environment where there is an emphasis on customer service are required.  Must be able to explain policies and communicate with others in situations requiring sensitivity and tact.
   
• Ability to interact professionally and tactfully with people of different levels of education, cultural backgrounds and life experiences and to exhibit an adequate level of respect to fellow employees and the College community at large.
   
• Must be able to maintain the confidentiality of students and any information regarding their enrollment.
   
• The ability to enter, retrieve and manipulate data on a computer is required. Ability to proofread and check documents for errors as well as the ability to perform data entry to input and update data.
   
• Requires the ability to mentally attend to and visually concentrate on a substantial amount of detail work. Must be able to analyze, edit and proofread reports, documents and data entry inputs as needed.

Physical Demands:

Light lifting up to 10 lbs. and light carrying up to 10 lbs. Ability to reach above shoulder. Periods of time spent sitting, standing, walking, kneeling, bending and stooping. Mobility to move from building to building on-Campus and to visit off-Campus entities. Work is performed in a general office environment and is sedentary in nature. Little or no exposure to adverse working conditions.

Supervision Received:

Administrative supervision is received from the Director of Operations & Administration. Functional supervision is received from the Manager of Continuing Education & Training Operations.

Supervision Exercised:

Functional supervision may be exercised over student employees and staff.

HOURS:  Monday - Friday 8:15 am - 5:00 pm 

SALARY:  $54,181

Based on the needs of the college and with Administrator approval, some positions at the college may have hybrid schedule options available after 30 working days.

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About Oakton College

For 50 years, Oakton College has been the setting where thousands begin or continue their college or career studies. Educating people of all ages, from all walks of life and from more than 40 nations, Oakton focuses on improving the quality of life for everyone who enters its doors.

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