Job Description

 

Position Summary

 

The Associate, Advising provides information and assistance to prospective and current students, faculty, staff, and community residents about academic advising and subsequent enrollment processes at the college. The position is responsible for assisting and directing students in need of Advising services, accessing student records, determining eligibility to access Advising, manipulating and ensuring that submitted documents are scanned and distributed to appropriate personnel for processing. Using the Colleges website, student records system, provides accurate and timely information to students and their families.

 

Description of Duties

Student/Customer Service

 

• Serve as an information resource to students, staff or the public requiring detailed knowledge of various Institute or department programs, or procedures. Provide advice and assistance in how to access and utilize these programs.
• Provide information to internal and external customers regarding the services of the department as well as general information about other college services.
• Address student inquiries in person, over the phone, with superior customer service.
• Maintain up to date knowledge of FERPA guidelines, as well as Buckley Amendment and other appropriate policies and regulations related to student privacy and/or rights.
• Remain up to date on college resources and policies.
• Aid students and/or members of the public in completing and processing various forms and records required by the College or outside agencies.
• Assist the Director and Associate Director with various Advising based activities.

 

Scheduling Appointments

• Utilizing the department scheduling system, assist students with scheduling appointments to meet with Advisors, Regional location Associate Directors and Counselors.
• Coordinate and communicate any issues related to scheduling appointments. Assist to resolve the issue as appropriate.
• Manage student waiting area and address concerns.

 

Document Processing

• Process paper based Advising related forms submitted by Advisors.
• Scan and index confidential student documents including but not limited to, graduation applications, program change forms, etc., submitted by Advisors, Associate Directors, Pathway Mentors and Counselors utilizing the colleges database and imaging software into the Document Imaging system. Also be able to access and retrieve stored information as needed.
• Maintain main office operations, open, sort and distribute mail, prepare mailings as required, post and/or record information consistent with established guidelines, maintain the office calendar, maintain appropriate files and records for academic administration, and other related documents.

Office Support

• Maintain inventory and distribute supplies.
• Answer telephones, resolve problems where possible and/or refer as appropriate.
• Address and report to supervisor any facility related issue
• Maintain records and files and update student records as needed.
• Prepare special reports as assigned.
• Provide training and/or assistance to other support staff or student workers as requested.
• Perform other related duties as directed.

 

Minimum Qualifications

 

Education:

• Associates Degree or an equivalent.

 

Experience:

• Two years of experience providing administrative or clerical support of a similar nature.

 

Knowledge/Skills/Abilities:

• Be knowledgeable in FERPA guidelines as well as the Buckley Amendment and other appropriate policies and regulations related to student privacy and/or rights.
• Extensive knowledge about college programs, offerings, and processes.
• Ability to develop positive relationships with a diverse student population.
• Strong communication, interpersonal, and organizational skills.
• Must be computer literate with ability to utilize Microsoft Office at an intermediate level and the ability to learn and utilize specific higher education programs and systems
• Ability to learn and apply office practices, procedures, policies, and regulations that are essential to the position.
• Fluency in a second language preferred.

 

Job Type: Full-time

 

Pay: $47,015.00 per year

 

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

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