Job Description:
Basic Function and Responsibilities:
Under direct supervision, perform administrative and student support services. Register and advise students, collect and process tuition payments, provide information concerning class times, costs and offerings, and maintain office records. Prepare reports and perform a variety of clerical and data entry duties.
Characteristic Duties and Responsibilities:
- Register and advise students, both prospective and current, of CE&T courses and programs including information regarding courses taught, eligibility, time, tuition and fees, locations and requirements. If necessary, route inquiries to appropriate person.
- Collect, process, and apply tuition payments to the students' accounts. Maintain cash flow, including petty cash. Balance cashier's drawers, prepare transmittals and comply with procedures established by the Accounting & Payroll Coordinator and Manager of CE&T Operations.
- Check, review, and process applications and registrations. Verify applications, forms, and residency requirements to make sure data is accurate and timely. Investigate problems with student accounts and work with appropriate staff to resolve.
- Provide onsite and online support services to instructors and coordinate CE&T needs with designated onsite personnel. I.e. required duplicated material, Audio Visual equipment for class use. Online support includes login assistance as well as other related web-based processes.
- Serve as liaison between customers/students and managers as needed. Appropriately assist with inquiries, complaints, adjustments, and reimbursements.
- Provide program support. Prepare materials, i.e., handout materials, directional signs, certificates, evaluation forms and other support materials as needed.
- Assist in notifying students and instructors of cancelled classes, or other class information. Assist with the collection of electronic class lists grade sheets and other online processes.
- Provide accurate information to students and the community by telephone, email, 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 and verify student refunds, and senior tuition discount eligibility.
- Assist 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 the internet.
- Assists students and faculty members in resolving IT related issues related to enrollment, registration, payment of fees, accessing technical resources provided by the College. Support a self-service environment that will minimize the number of Help Desk calls. Attaining a thorough knowledge of registration systems, college processes, and operations is required upon hire.
- Supports and assists CE&T operations in analyzing business processes as related to software utilization.
- Perform other job-related duties as assigned.
Requirements:
Qualifications and Working Conditions:
- High school education or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired is necessary.
- Two years of general office experience, student services, customer services or related area is required.
- 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. Incumbent must be able to give and receive advice and opinions and interact with individuals in situations requiring sensitivity and tact.
- Requires the ability to mentally attend and visually concentrate on a significant amount of detailed work. Must have strong organizational and detail-oriented skills.
- 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.
- Advanced word processing (Microsoft Word preferred) and intermediate spreadsheet application (Microsoft Excel preferred) skills are required. The knowledge of Google Suite is required.
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.
Additional Information:
Supervision Received:
Functional supervision is received from Operations Specialists, CE&T. Administrative supervision is received from the Manager of Operations, CE&T.
Supervision Exercised:
Functional supervision may be exercised over student employees.
Oakton College is an equal opportunity employer and has a strong commitment to diversity. In that spirit, we seek a broad spectrum of candidates, including minorities, veterans, women and people with disabilities. EOE/AA/M/F/D/V
Oakton is committed to maintaining an environment free from harassment and discrimination for all and does not discriminate on the basis of race, color, national origin, religion, age, sex (gender), sexual orientation, physical or mental disability, and reprisal or any other protected status. Further, Oakton does not discriminate on the basis of sex in any educational, employment, or extracurricular activity.
Out-of-State Employment Defined:
Oakton College's primary location of operation is in the state of Illinois. An "out-of-state employee" is defined as an employee of Oakton College whose primary work location is outside of the state of Illinois. State taxes, employment tax, and worker's compensation provisions vary from state to state and require payroll compliance with these various rules.
Allowable States for Out-of-State Employment:
All employees must maintain their primary residence in Illinois, Indiana, or a reciprocal state with Illinois. Reciprocal states include Iowa, Kentucky, Michigan, and Wisconsin. Illinois has tax agreements with these reciprocal states. Employees may have their primary residence in Indiana since Indiana is adjacent to Illinois.
HOURS: Monday - Thursday 8:15 am - 2:30 pm (25 hours per week)
Salary: $22.28 per hour
Based on the needs of the college and with Administrator approval, some positions at the college may have a hybrid schedule option available after 30 working days.
Application Instructions:
For further details, visit our website at www.oakton.edu and select the Employment link to view Employment Opportunities.
Please be sure to have a current resume, cover letter, and list of, at least, three (3) professional references with contact information prepared to submit with your application.
Oakton College conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Convictions are not a bar to employment. Background checks will be performed in compliance with state and federal law and in accordance with the Illinois Department of Human Rights Conviction Record Protection Act of March 2021.
Posted positions may be removed from the Oakton website without notice when it is determined that no additional applicants are required.
Oakton College does not utilize E-Verify for employment eligibility verification.