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Clerk V - Admissions - Bristol Community College

Employer
Bristol Community College
Location
Somerset, MA
Closing date
May 25, 2024

View more

Specialty
Admissions
Position Type
Other
Hours
Full-time
Employment Type
Permanent
Organization Type
Community College
:

POSITION TITLE: Clerk V

DEPARTMENT: Admissions

PRIMARY LOCATION: Fall River, with occasional travel to all Bristol campus locations.

REPORTS TO: Associate Director of Admissions

POSITION STATUS: This is a full-time, state funded, AFSCME, Unit I, Grade 15, classified position with benefits.

CLASSIFICATION SPECIFICATION: http://www.mass.edu/shared/documents/classificationspecs/specspers/Clerk Series.doc

WORK SCHEDULE: Monday - Friday, 8:00 AM - 4:00 PM

SALARY: $51,201.80 annually.*
  • Appointments from outside the bargaining unit begin at Step 1.

STATEMENT OF DUTIES:

The Clerk V is responsible for processing admissions, dual enrollment, and early college applications and decisions per established guidelines. They are also responsible for completing supplemental functions including, but not limited to, processing, collecting, and reviewing documents for completeness and accuracy; maintaining, checking, and searching through automated and manual admissions and dual enrollment files; responding to student, parent, and community agent inquiries by phone, in person, and e-mail; generating routine letters and forms to prospective students; preparing students for interactions with other offices across the college as it relates to enrollment; and running and analyzing reports and data to ensure processing and data accuracy. The Clerk V assists with on-going development and revisions to Admissions Office procedures to ensure efficient workflow.

ESSENTIAL FUNCTIONS, DUTIES, AND RESPONSIBILITIES:
  • Maintain thorough knowledge of dual enrollment and early college programs and process all dual enrollment and early college applications; coordinate with Registrar and Enrollment Center staff members to ensure seamless processing of course registrations for dual enrollment and early college students.
  • Ensure efficient and effective workflow by consistently evaluating processes and procedures and recommending revision to office practices as needed to Admissions Office leadership; maintain Admissions department materials and training manuals to document procedural and technical directives as needed.
  • Process inquiries, applications, admission decisions, and dual enrollment/early college applications and registrations through software such as, but not limited to, Slate and Banner per established guidelines to support students starting the enrollment process at Bristol.
  • Utilize software such as Slate, Banner, Argos, Zeus, Microsoft Office Suite/Office365 to fulfill office reporting needs, including large-scale communications to inquiries and applicants.
  • Sustain working knowledge of software upgrades including Slate, Banner, Argos, Zeus, Microsoft Office Suite/Office365 to efficiently utilize and program office technologies in collaboration with Information Technology Services.
  • Process selective health science applications per established guidelines including updating applications to second choice programs for review and/or admission as needed.
  • Maintain detailed student records in accordance with established guidelines to accurately reflect student personal information, application type and status, missing information, and other code changes to be referenced by other offices across the college.
  • Evaluate and enter application documentation to ensure completeness, authenticity, and readiness for file review and next processing steps by other staff in Admissions.
  • Review previous enrollment for students returning to Bristol to determine eligibility for readmission or if additional review of records by other staff is needed.
  • Routinely complete background processing through software such as Slate, Argos, and Banner to identify and consolidate potential duplicate records and ensure proper student status for students admitted after registration.
  • Maintain thorough knowledge of student enrollment processes from inquiry to registration and beyond to support students and other offices in Student Services and Enrollment Management as needed.
  • Maintain thorough knowledge of international student applicant guidelines, procedures, and documentation, and transfer credit evaluation assignment and awarding process.
  • Provide excellent customer service while communicating general information relating to admissions procedures, both verbally and through routine correspondence to domestic and foreign students, faculty, staff, guidance counselor partners, and the general public.
  • Evaluate applications and corresponding documentation to determine appropriate student coding scheme.
  • Review HEIRS (Higher Education Information Resource System) reports each semester; make corrections as needed and identify patterns to ensure accuracy going forward.
  • Attend regularly scheduled meetings as directed to maintain knowledge of admissions and general college procedures.
  • Understand FERPA (Family Educational Rights and Privacy Act of 1974) regulations to explain this regulation, as needed, to students, parents, faculty, and staff.
  • Participate in development and administration of campus policies and procedures.
  • Contribute to departmental reporting by maintaining statistics on relevant student outreach as directed.
  • Engage in monitoring Admissions email inbox, phone calls and voicemail.
  • In line with the Commonwealth's Equity Agenda, apply equity best practices throughout all job functions and work collaboratively with a diverse faculty, staff, and student body.
  • Perform other duties as assigned, consistent with the Collective Bargaining Agreement.

Requirements:

EDUCATION AND EXPERIENCE

REQUIRED QUALIFICATIONS:

Applicants must have at least (A) four years of full-time, or equivalent part-time, experience in office work, of which (B) at least one year must have been in a supervisory or administrative capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. 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 (A) experience.*

II. 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 (A) experience.*

III. 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 (A) experience.*

IV. 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 (A) experience.*
  • Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required (A) experience. No substitutions will be permitted for the required (B) experience.

ADDITIONAL REQUIRED QUALIFICATIONS:
  • 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.
  • Demonstrated ability to:
  • Coordinate the efforts of others in accomplishing assigned work objectives.
  • Determine training needs of others and provide such training.
  • Exercise sound judgment.
  • Understand, apply, and explain the laws, rules, policies and procedures governing assigned unit activities.
  • Read, write, and comprehend the English language, including use of proper grammar, punctuation, and spelling.
  • Give and/or follow written and verbal instructions.
  • Assemble items of information in accordance with established procedures.
  • Work accurately with names, numbers, codes and/or symbols.
  • File material in accordance with standard filing procedures.
  • Maintain accurate records.
  • Communicate effectively in written and oral expression.
  • Establish and maintain harmonious working relationships with others.
  • Deal tactfully with others.
  • Determine proper format and procedure for assembling information.

PREFERRED QUALIFICATIONS:
  • Minimum of an Associate degree.
  • Demonstrated proficiency with Microsoft Office 365 applications, including Word, Excel, PowerPoint, and Outlook.
  • Demonstrated experience working with technology and student information and data management systems, preferably Banner and Argos.
  • Strong analytical and problem-solving skills.
  • Professional experience with admissions/enrollment procedures in a college setting.
  • Ability to communicate in a language in addition to English, with a preference for Portuguese or Spanish.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The employee must meet the physical demands and work environment of the position. Reasonable accommodations may be made to enable those with disabilities to perform the essential functions of the job.

Additional Information:

Equal Opportunity/Affirmative Action

Bristol Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran or military status, genetic information, gender identity, or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, TitleVII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation, or sexual violence shall be referred to the College's Title IX & Equity Compliance Officer, Emmanuel Echevarria at diversitytitleix@bristolcc.edu or 774.357.2682; the Massachusetts Commission Against Discrimination; the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.

Application Instructions:

TO APPLY: Please complete our online application by clicking on the "Apply" button. The position will be open to applicants until filled. Review of applications will begin 10 calendar days from the posting date.

1) A completed Bristol Community College Employment Application.

2) A current resume/curriculum vitae.

3) A cover letter that demonstrates how your skills and experience meet the desired and required qualifications of the position (not limited in length).

All candidates must have legal authorization to work in the United States. Bristol Community College is an institution that does not sponsor work authorization.

A pre-employment criminal background check will be conducted for all positions.

The college will independently verify education credentials as provided on the application. For certain positions that require a college degree, the hired candidate must supply official transcripts upon hire. Transcripts must include your name and degrees conferred.

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