Specialist - One Stop Registrar's Office
: Job Details :

The Student is.... The most important person at MTCWithout students, there would be no need for our positions. ....not a cold enrollment statistic,But a flesh and blood human being with feelings and emotions like our own. ...not someone to be tolerated so we can do our thing.The student is our thing.POSITION SUMMARY Under the supervision of the College Registrar, the Specialist - One Stop Registrar's Office is cross-trained to serve most student service-related concerns in MTC's L1NK One Stop Center. The L1NK One Stop Specialist provides a full range of student support services and is knowledgeable of admissions, enrollment, registration, student records, student financial aid, student accounts, career services, and on-line resources. ESSENTIAL JOB DUTIES, FUNCTIONS AND RESPONSIBILITIES

Respond in a timely fashion to student, faculty, and staff, inquiries seeking a wide-range of enrollment services at the College traditionally offered through Registrar, Admissions, Financial Aid, Business Office and Career Services, while maintaining standards of confidentiality and privacy in accordance with the FERPA and College policy. Organize, retrieve, and process mail, and other communications, including voice mail, that aids the One Stop and the department.

Coordinate with the other One Stop Specialists coverage for the One Stop as well as train and facilitate the basic functions of the Registrar's Office while also learning the other functional areas. Work together as a team to streamline communications with students who access the One Stop, training students in utilizing web-based services and simplify processes for students, faculty and staff who interact with the One Stop. Offer suggestions for continuous quality/process improvements for the One Stop.

Maintain the point of contact relationship for the Office of the Registrar with internal and external customers. Receive and direct incoming phone calls, greet and direct visitors and students, and respond to general questions, including emails and assist in monitoring the ...@mtc.edu email account.

Provide support to the department. Maintain a well-organized and professional area for communication, support and processing within the department. Establish and maintain an organized, comprehensive record-keeping system to process all departmental reports required for external and internal purposes.

Handle new and returning student registrations, process add/drop forms, withdrawals, waitlist removals, instructor grade changes, Program Degree Curriculum (PDC's) changes and updates names and addresses. Remove inactive holds as necessary.

Assist with processing cancels for non-pay, after the Business Office and Financial Aid departments have reviewed and processed their respective portions.

Input class schedule details into the Student Information System (SIS) for fall, spring, and summer terms, including days, times, rooms, and designated on- and off-campus locations.

Coordinate and assign rooms for classes in our SIS and Office Tracker. Post class schedules on bulletin boards throughout campus buildings. Back-up for facilities for scheduling college events.

Provide enrollment and graduation verifications to students and outside organization regarding current enrollment status and/or degree status, including requests for Direct Student Loan Deferment, National Student Clearinghouse, and student requested verifications.

Create new student files after the census is reported for a given semester. Compile applications, transcripts, and other information from the application records into their permanent student file. Maintain filing of current student records and archiving past student records appropriately.

Manage residency ensuring compliance with state and institutional policies. Assist students with residency appeals and documentation to give to the Registrar to review. Attend the annual residency conference to stay updated on best practices, regulatory changes, and residency-related updates, and apply this knowledge to improve processes and student support.

Assist with prepare diplomas and certificates for graduation and/or when degrees or certificates are completed, including preparing, mailing, and inserting diplomas or certificates into covers.

Assist with completion of purchase requests and order supplies; maintain the departments copier and printer. Maintain user proficiency for software programs, systems, and databases used by the College. Maintain data files and records for accuracy and follow-up is timely. Organize and maintain departmental data on network shared drives.

Serve as the Records Retention Official for the Office of the Registrar department. Create and maintain an electronic archiving system for records that are to be retained, including developing a scheduling system to properly destroy records, according to the approved College Records Retention schedule.

Oversee the Office of the Registrar student worker by assigning tasks, working with their schedule and offering assistance as needed. Ensure they follow office procedures, maintain confidentiality, and complete their responsibilities accurately.

Assist the Registrar in correcting errors related to the Higher Education Information System, during enrollment reporting.

Provide backup support for the processing and distribution of transcripts, ensuring timely and accurate delivery to students and external institutions.

Assist with Marion Technical College graduation including participation in the graduation expo and ceremony. Support logistics, communication, and diploma setup to ensure a smooth and successful event for graduates and their families.

Develop professional opportunities within the scope of work responsibilities, department, and College objectives. Demonstrate self-motivation and willing to research and continually update knowledge and skills, as well as provide input and accept additional and changing work responsibilities.

Attend on- or off-campus College meetings and serve on departmental and College committees as assigned.

QUALIFICATIONS Associate's degree required; Bachelor's degree or related field preferred. Three to five years of general office and strong customer service experience required. Demonstrate strong data entry skills with a high level of accuracy and attention to detail. Proficiency in Microsoft® Office programs (Word, Excel, Access, Powerpoint, and Outlook) with excellent computer and related technology skills required. Demonstrate the ability to work independently and complete projects with minimal direction and oversight. Must have strong communication skills and ability to work in a team environment. Exhibit the ability to multitask effectively, managing multiple responsibilities and priorities simultaneously. Previous experience in higher education highly desired. Any combination of work experience, training, and/or education equivalent may be accepted. Willingness to work an irregular schedule as assigned. Ability to successfully pass a background check, prior to and after employment. Valid driver's license or dependable transportation required. ADA SPECIFICATIONS This position is classified as Staff - Management, Professional, Administrative, and Support and will perform a wide range of professional and administrative support functions for the college, primarily in an office setting. Further information may be obtained from the Office of Human Resources. DISCLAIMER Any other duties deemed appropriate may be assigned - The duties and responsibilities defined above are not an all inclusive list, but a general summary of typical duties. Individuals in this position may be asked to perform a wide range of related tasks, within the scope of their education or certification, to ensure that the highest level of educational services are provided. We all share the responsibility of doing whatever is required to make Marion Technical College a great place to be - for an education and for a career. APPLICATION INFORMATION Submit a cover letter, resume/vita, and three professional references for the position; a single PDF file with all required application materials is preferred in the attach/upload resume section of the application. Marion Technical College is an equal-opportunity employer.