Hourly Enrollment Services Assistant
About The Position
The Hourly Enrollment Services Assistant provides front-counter and administrative support to Enrollment Services. The position assists students with credential and document intake, basic record and identity verification, Student ID services, and general Enrollment Services inquiries. The successful candidate provides friendly, professional, student-centered service while following established procedures, protecting confidential student information, and complying with FERPA and institutional policies. The role operates in a high-volume environment and requires attention to detail, organization, and the ability to prioritize multiple tasks effectively. This is a temporary hourly position limited to 12 months or 1,050 hours. It reports directly to the Associate Director of Admissions and Records.
Requirements
- High school diploma or equivalent.
- Strong customer service and interpersonal communication skills.
- Ability to communicate clearly and professionally with students, faculty, staff, and visitors.
- Ability to accurately follow established procedures and instructions.
- Strong attention to detail and ability to maintain accurate records.
- Ability to handle confidential and sensitive student information with discretion.
- Basic computer skills and ability to learn new software and institutional systems.
- Ability to organize and prioritize work in a high-volume service environment.
- Ability to work effectively and respectfully with individuals from diverse backgrounds.
Nice To Haves
- College coursework or an associate degree.
- Previous experience in a college or university, student services, admissions, registration, records, or a customer-service environment.
- Experience working with ctcLink or another student information system.
- Experience handling confidential records, official documents, or student credentials.
- Experience with document intake, scanning, data entry, or records processing.
- Experience providing photo ID or identification verification services.
- Familiarity with FERPA and student privacy requirements.
- Experience working in a busy front-counter or service environment.
Responsibilities
- Receive and review student credentials, forms, and supporting documents submitted at the front counter or through designated electronic channels.
- Check documents for completeness and ensure required information is provided before routing them for processing.
- Check ctcLink student records, as permitted by established procedures, to determine whether documents were received or processed or require additional action.
- Sort, organize, scan, save, upload, file, and route student documents to appropriate staff or departments.
- Enter or update information in designated systems when authorized.
- Maintain accurate intake logs, tracking sheets, and other records; monitor incoming documents and identify items requiring follow-up.
- Identify missing, incomplete, or questionable documentation and refer it to appropriate Enrollment Services staff.
- Follow established procedures for handling sensitive student information and official documents.
- Perform routine data entry, filing, scanning, copying, and other administrative duties; support document-related projects and other assigned work.
- Greet students and provide courteous, professional, timely assistance and general information about admissions, registration, transcripts, graduation, student records, enrollment deadlines, and routine Enrollment Services.
- Help students locate forms, services, campus resources, and online information.
- Perform basic student identity and enrollment-status checks under established procedures before providing services or issuing Student ID cards.
- Assist with new and replacement Student ID cards and follow procedures for photos, issuance, activation, and replacement.
- Maintain Student ID card supplies, equipment, and related materials; monitor student kiosks and assist with basic functions.
- Review forms and documents for completeness and route them to appropriate staff.
- Refer complex questions, exceptions, or matters requiring professional or supervisory review to appropriate Enrollment Services staff.
- Protect student privacy and comply with FERPA and institutional confidentiality requirements.
- Maintain a clean, organized, stocked, and welcoming student service area.
- Assist with other front-counter, administrative, and special projects as assigned.
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What This Job Offers
Career Level
Entry Level
Education Level
High school or GED
