Administrative Assistant I – Enrollment Center

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:
Performs various financial aid, student accounts, and registration functions in the University Enrollment Center that are critical for the retention and graduation of students, provides excellent customer service; completes enrollment-related transactions for students, intervenes with special assistance and makes referrals/appointments to a “specialist”.

Follows the University’s best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of all the student population.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Completes enrollment transactions and resolves students’ problems to the extent possible. For issues and needs out of the established parameters for the position, facilitates problem resolution by selecting the appropriate “specialist” within the administration and helps students make an appointment or contact.
• Participates in the development of inter-linked enrollment services especially in financial aid, student accounts, and registration.
• Confers with professionals and clerical staff across the institution and maintains continual liaison especially with “specialists” in financial aid, student accounts, and registration.
• Assists students in applying for financial aid. Apprises students’ financial aid statue including applications, documents needed, aid eligibility; aid awarded, loan statues, and various other student specific areas. Receives and processes official documents and maintains appropriate standards in handling these materials. Resolves Free Application for Federal Student Aid (FAFSA) processing problems, assesses outside awards, and resolves various re-evaluation requests for select group of students. Processes various transactions related to a student’s financial aid.
• Analyzes student records. Determines and monitors hold flags. Help solve problems to lift holds.
• Registers students for classes each semester. Add/drops classes with signature. Processes Pass/Fail options. Processes student enrollment certifications. Processes transcripts. Processes related registrar functions.
• Receives and processes all official documents related to a student’s account, which may include deferments and waivers. Takes all forms of payment such as cash, checks, and credit cards, and maintains appropriate standards in handling these materials.
• Distributes refund checks to appropriate students. Processes various transactions related to a student’s billing statement.
• Reviews, analyzes, and prepares reports, help-sheets, statistical summaries, and related materials. Participates in the training of new staff. Conducts status checks for individual students. Handles Student Directory information.
• Performs other duties as assigned.

Requirements:
MINIMUM ENTRANCE 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 from the Massachusetts State Classification Specifications found at: http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp#C.

QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities):

1. Knowledge of the principles and practices of office management.

2. Knowledge of the methods of general report writing.

3. Knowledge of the methods used in the preparation of charts, graphs and tables.

4. Knowledge of the types and uses of general office equipment.

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

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

7. Ability to follow written and oral instructions.

8. Ability to gather information through questioning individuals and by examining records and documents.

9. Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.

10. Ability to assemble items of information in accordance with established procedures.

11. Ability to determine proper format and procedure for assembling items of information.

12. Ability to prepare general reports.

13. Ability to maintain accurate records.

14. Ability to prepare and use charts, graphs, and tables.

15. Ability to communicate effectively in oral expression.

16. Ability to give written and oral instructions in a precise, understandable manner.

17. Ability to deal tactfully with others.

18. Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.

19. 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 reviews and /or evaluations; determining subordinates’ training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.

20. Ability to exercise sound judgment.

21. Ability to exercise discretion in handling confidential information.

QUALIFICATIONS ACQUIRED ON JOB (List knowledge’s, skills, abilities):

1. Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.

2. Knowledge of the proper telephone procedures for making and receiving agency calls.

3. Knowledge of the types and uses of agency forms.

4. Knowledge of the laws, rules and regulations governing the state personnel system.

5. Knowledge of state budgetary procedures relating to positions, salaries and personnel services.

6. Knowledge of the laws, rules, policies and procedures governing Federal Grant Administration.

7. Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.

8. Knowledge of state accounting and budgetary procedures including terminology.

9. Knowledge of the principles practices and techniques of supervision.

Additional Information:
SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction): Direct supervision from the Director of the University Enrollment Center and functional supervision from the Assistant to the Director.

DIRECT REPORTING: NONE

THEIR STAFF: NONE

DEPARTMENT: University Enrollment Center

BARGAINING UNIT: AFSCME

JOB GRADE: 15

NO. OF POSITIONS: 1

HOURS: Monday to Friday 9:00am-5:00pm

STATE FUNDED: X

COMBINED INTERNAL / EXTERNAL: X

SALARY MIN. $ 819.85 PER WEEK *– MAX. $ 1,152.22 — PER WEEK*

Application Instructions:
To apply please submit a letter of interest, current resume, and the contact information for three professional references.

Deadline for INTERNAL applicants is April 10, 2017.

Deadline for EXTERNAL applicants is April 13, 2017.