SUMMARY STATEMENT:

The Registration Assistant is responsible for processing credit registrations and providing customer service to students, staff and the general public. This position also requires specialized academic advising and registration functions. It involves day and evening hours and occasional weekend hours.

ORGANIZATIONAL RELATIONSHIPS:

The Registration Assistant reports directly to and is responsible to the Coordinator of Registration.

The Registration Assistant coordinates most closely with the general public, students, Student Support Advisors, CPA, and DSS, college faculty and staff to include the Information Center, Financial Aid, Records, Admissions & Enrollment Management, Finance, Workforce Solutions & Continuing Education, the Testing Center and other academic departments.

ESSENTIAL DUTIES:

Supports Registration:

Monitor implementation of successful registration procedures. Ensure excellent customer service.
Oversees all functions of registration processing.
Work to improve the credit registration processes by working with Academic Affairs, division office associates, and the IT department.
Coordinate with Academic Affairs, and/or division office associates on course/section conflicts, registration, and student information system (SIS) issues.
Processes student registrations through the College’s SIS, answers questions relating to the registration processes, and handles drops/refunds. Explains SIS, assists students in registering online and assists with scanning/linking documents and workflow processes.
Help train new hires on registration functions.
Keeps up to date with all changes, additions and cancellations for credit courses, in order to provide accurate information to students.
Greets current students, answers any questions, and acts as a campus information guide.
Answers phone calls, e-mail, and text message inquiries for current and prospective students.
Completes departmental text messaging campaigns.
Manages appointments and communication with students through the appointment management system (AMS).
Oversees the daily operation of the AMS and serves as Group Manager in the system for the Registration and Student Support department.
Coordinate with Student Support Advisors, The Coordinator of Registration and the Registrar regarding requests for exceptions/substitutions.
Resolves customer service issues; refer to Director as needed.
Follows all established registration procedures.
Sorts and distributes mail.
Explains to students the process and documentation needed for registration appeals.
Serves as a backup for on campus WSCE registrations.

Provides data and technical support to the Registration and Student Support Office:

Troubleshoot issues with SIS errors.
Resolve non-course issues and contact the Registrar to fix degree audit issues.

Oversees other specialized Registration and Student Supports processes to include:

Scheduling appointments for Student Support Advisors, Veteran’s Advisor and Early College staff.
Oversees and manages various reports to include:
- The wait-list report (daily).
- The duplicate registration and duplicate waitlist report (weekly).
Processes the following Registration related items:
- Change of Major forms.
- Tutorial and Independent Studies.
Special projects as assigned.

Performs short-term, temporary administrative duties as needed to the Student Center Welcome Desk and the Information Center:

Provides feedback to the Dean’s Office, as needed, to enhance Student Center activity.
Provides assistance to the Dean’s Office when Executive Assistant is away from the office.
Provides general assistance, as needed, to units in the Student Center.
Cross trains with Customer Service Representative in the Information Center and provides coverage for this area, as needed.

EDUCATION AND EXPERIENCE:

Associates Degree, or the willingness to work towards degree if hired.
Supplemented by courses in computers.
Word processing and business/customer service practices required.
Minimum three years related work experience to include data entry and/or direct customer service experience required; or an equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

SKILLS AND ABILITIES:

Excellent interpersonal and verbal skills.
Proficiency in computer applications such as Word and Excel.
Experience in integrated database systems is desirable.
Minimum keyboard skills of 40 wpm.
Ability to work independently and accurately under pressure, and make decisions in accordance with established policies and procedures.
Strong verbal communication, problem-solving, and customer service skills.
Ability to deal tactfully with staff and students.
Ability to maintain confidentiality of student records.
Ability to work independently without detailed instruction.
Attention to detail.

WORKING ENVIRONMENT:

Normal office environment with frequent interruptions and some need to work a flex schedule to address the needs of day, evening and weekend students. Ability to lift 20-pound boxes. Office hours: 8:30am-6pm Mondays. 8:30-4:30pm Tuesday through Friday, select Saturdays and extended evenings as needed for College events.

Hagerstown Community College

Registration Assistant

About the Job