Detailed Job Description
GENERAL STATEMENT OF DUTIES:
Under the supervision of the Director of Admissions the Clerk IV is responsible for providing quality customer service, maintaining files and records; answering telephones; preparing and mailing outgoing correspondence or parcels; preparing correspondence, forms, files, and reports for processing, storage, or forwarding; answering inquiries; operating standard office machines and equipment including serving as the office Banner point person; and performing related work as required.
EXAMPLES OF DUTIES:
- Provides general administrative support to the Director of Admission and the Dean of Enrollment.
- Uses BANNER student information system to accurately enter data, retrieve data and perform a variety of jobs associated with the admission process to include prospective through accepted student record creation and management.
- Performs all BANNER processes and jobs related to management of the electronic communication functionality;
- Contributes to assessment of the functionality of Banner operations for the Admissions Office; contributes to design of updates to the Banner modules utilized for the various admissions processes
- Prepares summary reports of student enrollment information available through the Admissions modules in Banner
- Generates student ID numbers, and inputs other data into BANNER necessary to create a student's inquiry, application, and/or registration record.
- Collaborates with Academic Affairs Office personnel to provide administrative support associated with the special admission processes programs.
- Maintains all documentation of processes and procedures related to assigned BANNER related functions, including creation of documentation as needed.
- Uses Excel to perform a variety of tasks including, but not limited to, downloading data from BANNER, creating files and performing mail merges.
- Assists with Admission and Enrollment events which may include weekend and/or evening hours.
- Interacts professionally with students and prospective students and their family members and forwards student's questions and concerns to appropriate offices of campus.
- Provides information to students and prospective students, in the office, on the telephone, and via email about the office and the College.
- Works as an effective team member in activities, initiatives, and projects that may involve multiple units on campus.
- Contributes to a positive and welcoming environment in the Admission Office by providing excellent customer service
- Sorts and opens mail.
- Handles student records with confidentiality and within the guidelines of FERPA and College policies.
- Prints students' transcripts and schedules with appropriate documentation to do so.
- Operates office machines such as fax machine, copiers, and scanner.
- Creates academic files for each applicant; facilitates timely access to paper and electronic student files
- Prepares and Sends Acceptance Packets and letters for students who have incomplete applications.
- Communicates with area high school guidance offices and service agencies as requested by the Director of Admission.
- Performs research using the internet for the Director of Admission and Dean as needed.
- Handles student health record information confidentially and within the guidelines or federal and state laws.
- Provides support and training for other staff on Banner processes and jobs submissions
- Regularly provides back-up administrative assistance for the primary Admission Clerk and the Testing Center, which may include assisting students, answering telephone calls, scheduling appointments, and preparing tests when needed.
- Serves as back-up in processing students' completed add/drop and registration forms.
Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) any equivalent combination of the required experience and the substitutions below.
- A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.*
- A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.*
- A diploma for completion of a one-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.*
- A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized non-degree granting business or secretarial school above the high school level may be substituted for a maximum of two years of the required experience.*
*Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed; educational substitutions will only be permitted for a maximum of two years of the required experience.
REQUIRED SKILLS, KNOWLEDGE AND APTITUDES:
- Ability to understand, explain and apply the laws, rules, policies and procedures governing assigned unit activities.
- Ability to read, write, and comprehend the English language, using proper grammar, punctuation and spelling, word meaning and word usage.
- Ability to give and follow written and oral instructions.
- Ability to assemble items of information in accordance with established procedures and to determine the proper format and procedure for assembling items of information.
- Ability to work accurately with names, numbers, codes and/or symbols.
- Knowledge of the types and applications of standard office filing systems and the ability to file material in accordance with standard filing procedures.
- Ability to maintain accurate records.
- Ability to communicate effectively in oral expression.
- Ability to establish and maintain harmonious working relationships and deal tactfully with others.
- Ability to keyboard at least 40 mailable words per minute.
- Knowledge of clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation.
- Skill in operating general office machines and equipment such as photocopiers, other copying machines, i.e. scanners, console multi line telephone systems, calculators, other adding machines, electric staplers, shredders, or similar equipment.
- Ability to perform arithmetical computations with speed and accuracy (addition, subtraction, multiplication and division).
- Ability to operate specialized office machines or equipment such as electronic data display terminals.
- 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.
- Knowledge of and ability to use Ellucian BANNER or similar system
- Knowledge of and experience working with components of the Microsoft Office Suite, especially Excel, Word, and Outlook
- Ability to accurately handle multiple projects at one time
- Ability to use critical thinking skills to troubleshoot issues in the office environment
- Ability to operate online and computer based systems for recording, managing and tracking information
- Experience working directly in customer service
- Bilingual skills (English/Spanish)
- Demonstrated commitment to promoting and supporting diversity and inclusiveness
- Experience working in a college setting
- Ability to address questions in a calm and clear manner
Greenfield Community College is located in the beautiful and historic Pioneer Valley of western Massachusetts, between the foothills of the Berkshire Mountains and the fertile farmland of the Connecticut River watershed. GCC is a public community college serving approximately 5,000 credit and credit-free students. Known for the caring and supportive attitude of the faculty and staff, and for the broad support it enjoys from the surrounding community, the college is fully accredited by the New England Association of Schools and Colleges. In addition to a strong Liberal Arts focus, the College offers a wide variety of innovative and successful programs including Gender and Women's Studies, Fine Arts, Nursing, Renewable Energy, and Outdoor Leadership, as well as varied learning environments, from traditional classrooms, to distance learning, peer tutoring, one-on-one faculty-student advising, workforce development, and learning communities that cater to specific needs and interests. Close to fifty percent of Greenfield Community College students transfer to four-year colleges, and it is Smith College's largest source of community college transfer students. Much of the College has recently undergone a multi-million dollar renovation that sets the stage for future developments in learning. Greenfield Community College actively encourages and provides opportunities for leadership and professional development.