Bilingual Enrollment Center Coordinator
Current Madison College employees must apply to the internal career site by logging into Workday
Job Posting Date:
August 12, 2019
$20.57 - $25.20
Enrollment Student Services
Madison College is now accepting applications to join our dynamic team as an Enrollment Center Coordinator. We are seeking an energetic and dedicated individual who can provide high-quality responsive services at our renowned Truax Campus. If you are interested in making a difference for our students, staff and visitors at Madison College, apply now!
We are seeking applicants who can further the College's commitment to diversity. We strongly encourage applicants to apply who have personal, life, work, academic, and/or experience with diverse populations. Individuals from underrepresented groups are encouraged to apply.
REQUIRED DOCUMENTS: cover letter, resume and answers to supplemental questions (bottom of posting).
This position will be open until filled, with a first review date of August 23, 2019, at 11:59 pm. After this date, the recruitment may close without further notice. Interested applicants are encouraged to apply as soon as possible..
Madison College offers a generous benefit program including health and dental benefits. The employee selected will serve a twelve (12) month introductory period. This position does not offer a relocation package.
This is a full-time, non-exempt, 40 hours per week position; 52 weeks per year; Monday-Tuesday 9:30 a.m. - 6:00 p.m.; Wed-Fri 8:00 a.m. - 4:30 p.m.
This posting may be used to fill similar vacancies that occur within six months of the closing date.
This position is located in the vibrant and diverse city of Madison, Wisconsin's 2nd largest city and state capitol. Nestled between two recreational lakes, Madisonians are offered year-round activities for all, including the Dane County Farmers' Market located around the Capital Square, more than 200 miles of scenic biking and hiking trails, world class restaurants, and numerous festivals and community events. Madison is consistently ranked as a top community in which to work, live and play. Madison offers a small town feel, with a big city impression. But, if that's not enough, Madison is just a short 125 miles northwest of Chicago and 77 miles west of Milwaukee. To learn more about what Mad-Town has to offer, you can visit www.visitmadison.com.
ORGANIZATIONAL FUNCTION AND RELATIONSHIPS:
This position assesses student need and provides comprehensive guidance to prospective and current students regarding Financial Aid, Admissions, Veteran Services, Enrollment, Records, and other areas relevant to new and current students. In addition to serving student need, this position interacts with parents and community members by providing high levels of service while maintaining the privacy of student records as required by the Family Educational Rights and Privacy Act (FERPA).
This role is a high impact, front line position influencing students with their decisions regarding enrollment, financial aid, and admissions which greatly impacts their Madison College experience. Due to the in-depth involvement throughout the entire student life-cycle, this is a leading and indispensable role in regards to our college's student retention and success efforts.
This position reports to the Associate Registrar.
The following duties are typically expected of this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
1. Assesses students' needs and advises currently enrolled, new, and potential students concerning an integrated enrollment process using knowledge of financial aid, assessment, admissions, orientation, student account services, registration and records.Summarizes and communicates Enrollment Services and college-wide policies and procedures.Accesses information using resources such as AskMadisonCollege, website, written procedures/processes and scripts.Makes recommendations of changes/additions/enhancements of AskMadisonCollege, website and other areas to better support our students.
2. Provides initial point-of-contact service for many areas of the college including Learner Success and Student Affairs offices, Foundation, Fiscal Resources, Enrollment Operations, Student Development & Retention Services, Foundation Office, Testing and Assessment, and the Bookstore in response to student inquiries.Answers questions in regard to course curriculum, faculty contact information, unique admission requirements for all academic programs, program course progression, enrollment operations, and general college services information.
3. Coordinates day-to-day services for in-person and phone staffing and adjusts available Enrollment Services appointments based on staff availability and daily service level demands.
4. Provides one-on-one walk-in appointments to assist students in all Enrollment Services processes from start to finish, including but not limited to admissions, records, financial aid, veteran benefits and student financial services.
5. Guides academic advisors, personal counselors, faculty and staff in understanding financial aid and the federal regulations that govern eligibility, admissions policies and procedures, maintenance of student records, and general veteran's benefits procedures.
6. Provides thin-level advising in regards to the application process, programs of study, program qualifications, prerequisites, interpretation of Compass Testing results, determination of math and English overrides, looking up course offerings and providing enrollment assistance.
7. Facilitates workshops, assists in Registration Labs, and staffs Advising and Registration sessions through the academic year and summer term.
8. Provides essential knowledge and guidance to colleagues in understanding College enrollment procedures and maintenance of student records.
9. Intakes documents for admissions, financial aid, scholarships, records, and enrollment offices while ensuring accuracy and completeness as well as processing records, registration and account creation documents.
10. Uses PeopleSoft and OnBase to complete processing assignments when not assisting students/customers.May include, but is not exclusive to, a portion of admission's panels, record requests/contracts, demographic updates, returned mail, enrollment verifications, image linking, etc.
11. Adjust services and schedules to meet peak demands including overtime and additional hours required to staff registration events and new student orientation.
12. Handles high volumes of phone calls and in person interactions during peak times with interactions reaching 100 plus at peak volume.
13. Acts as front line for in-person and over the phone escalations within the department concerning admissions, records, financial aid, veteran's benefits, and enrollment issues.Also responsible for the communication of difficult decisions and ongoing issues regarding complicated and escalated student situations and for making appropriate referrals if/when necessary.
14. Responds to inquiries that may be referred to Enrollment Services by the President's Office, Student Development Center, Help Desk, etc.
15. Manages and responds to incoming Customer Relationship Management (CRM) contacts from current and prospective students, community members, and Madison College faculty and staff.Responds to questions and requests from other units; determines referral points of service within Student Services, across the college and to external agencies.
16. Maintains alpha and numeric filing systems, utilizing both paper and electronic systems.
17. Collects, assembles and organizes materials and data for reports.
18. Composes letters and other correspondence for own or supervisor's/registrar's signature.
19 Receives and releases confidential and sensitive records in compliance with regulatory standards.
20. Performs routine to complex clerical tasks including, but not limited to:
- Responding to telephone requests and inquiries.
- Relieving others for breaks and other absences as assigned.
- Preparing requisitions and receiving goods and services.
- Providing information to student/visitors.
- Providing input in preparation of unit and/or budget materials.
- Processing incoming and outgoing mail, including electronic mail.
- Maintaining appointment and meeting schedules, obtaining meeting rooms when necessary.
- Daily data collection.
21. Familiarizes with all functions and operations of the unit and is able to provide back-up support.
22. Works with new staff to share information and practices related to job duties.
23. Provide training, guidance, and supervision of Student Help and Casual employees in the Enrollment Center.
24. Works with scripts, tests functionality of system during upgrades.
25. Communicates established district policy as needed.
26. Provides information and facilitates enrollment process at recruitment events/activities.
KNOWLEDGE, SKILLS AND ABILITIES:
1. Extensive knowledge of department policies and procedures including admissions, financial aid (including appeals and suspensions), registration, general veterans, records, tuition disputes, enrollment, proper forms, deadlines, program requirements, testing needs, student self-service portal and procedures, and graduation.
2. Knowledge of the Madison College website, askMadisonCollege, and myMadisonCollege, and outside web sources.
3. Ability to de-escalate difficult situations that may arise with students and/or parents in regards to financial aid suspension, program admission denial, dispute of charges, extenuating circumstances, financial aid eligibility, registration problems, etc.
4. Knowledge of modern office practice, grammar, spelling, punctuation and proper English usage.
5. Ability to operate basic office machines including, but not limited to, the following:
- Keyboarding skills
- Networked personal computers
- Photocopiers and printers
- Microfiche readers
- Facsimile machines
- Laptop computer
6. Ability to reconcile data derived from different sources or documents.
7. Ability to coordinate own work with that of others, to review the work of others and maintain appropriate quality standards for assigned units of work.
8. Ability to work independently the majority of the time with high level knowledge of the College and its departments. Ability to make decisions and research/prepare recommendations in the absence of management. Supervision received involves the final review of work, ascertaining that schedules and production of work meet expectations.
9. Ability to access and navigate the website, directories, and calendars quickly and effectively.
10. Skill in dealing courteously, tactfully and with extreme attention to detail when dealing with high volumes of students and the public.
11. Ability to use critical thinking skills to answer a variety of questions and determine the best course of action for the student.
12. Demonstrated skill in dealing with escalated situations and distressed individuals, while handling sensitive issues with confidentiality.
13. Ability to troubleshoot and resolve problems as they arise.
14. Skill in establishing and maintaining effective working relationships.
15. Demonstrated skill in communications and human relations with populations of diverse socioeconomic and cultural backgrounds and persons with disabilities.
16. Skill in communicating effectively, both orally and in writing.
17. Ability to summarize information, reason logically, draw valid conclusions, make appropriate procedural recommendations and initiate action accordingly in terms of financial aid, admissions, records, transcripts and registration.
1. Associates degree or two-year technical certificate from an accredited college or university in a field related to area of assignment; OR two years (4,000 hours) of an equivalent combination of education and work experience directly related to the skills required for successfully performing this position.
- *Experience used as an equivalent of an educational requirement is in addition to any experience required by the position. *
2. Two years (4,000 hours) related work experience with a minimum of 1 year (2000 hours) in front-facing student services.
3. Bilingual skills preferred. (*Preference for high level ability in American Sign Language or Spanish (speaking/writing)).
As a requirement of this application, please submit a MS Word or PDF document answering the following two supplementary essay questions below. Limit your answers to no more than two pages total, double spaced, with spaces between paragraphs.
1. Describe your experience engaging with a diverse student body and/or workforce.
2. How do you see this position impacting students and employees with varying beliefs, behaviors and backgrounds?
If you are experiencing application issues please contact the HR hotline, (608) 246-6900.
Madison Area Technical College does not discriminate on the basis of race, color, national origin, sex, disability or age in its programs or activities. The following person has been designated to handle inquiries regarding the non-discrimination policies: Rosemary Buschhaus, J.D., SPHR, SHRM-SCP, Associate Vice President, Human Resources, 1701 Wright St Madison, WI 53704 (608) 246-6900
To apply, visit https://madisoncollege.wd5.myworkdayjobs.com/en-US/jobsatMadisonCollege/job/Truax-Campus-Madison/Bilingual-Enrollment-Center-Coordinator_R0002697
Welcome! Thank you for visiting our career site, where Madison College is committed to matching talent to opportunity. We are known for our real-world, smart approach to learning offering students innovative, high-tech career pathways and college transfer opportunities with more than 150 programs to choose from. Madison College is a great place to work and has been for over 100 years, serving more than 33,000 students in 12 south-central Wisconsin counties. The College offers generous salaries, benefits, and an inspiring work environment. Employees enjoy a culture dedicated to lifelong learning, wellness and inclusiveness.
Take some time and look around once you've have a chance to explore our current opportunities, apply to the ones you feel best suit your interests, background and experiences. Thereafter, you can keep track of your application status and watch for new opportunities that might be of interest to you.
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Learn More about Madison College: https://madisoncollege.edu/about
As part of the application process, finalists will undergo a background check including criminal history, educational verification, and references. Criminal history will not automatically disqualify you from employment. All cases are considered on an individual basis, and the offense will be compared to the position for which you are applying.
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