Western Wyoming Community College, one of the top-ranked, two-year colleges in the nation according to the most recent Washington Monthly College Guide ranking, is now taking applications for a temporary Student Process Assistant.
Western serves students from Southwest Wyoming and across the Rocky Mountain region on its residential campus in Rock Springs and also offers classes through outreach centers. For more information about Western Wyoming Community College, please visit westernwyoming.edu.
Job Description Summary
Under supervision, the Student Process Assistant has responsibility for tracking and processing students in the admissions, housing and financial aid application processes including communication with students regarding file completion.
The position will perform technical and clerical duties that facilitate the intake process for all WWCC students.
Essential Duties and Responsibilities
This listing of essential duties and responsibilities is meant to be representative, not exhaustive. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Informs students regarding documents needed to complete their file. This may include email, communications management, telephone, texting and written documents.
- Greets the general public and students cordially and answers inquiries as appropriate. Makes referrals as needed.
- Uses the ImageNow software to image and link documents to a student’s record. Assigns records to document workflow as needed and maintains the integrity of record quality according to standards within imaging system.
- Processes applications for admission from Recruit for domestic students.
- Assures that official transcripts are received and entered into the Colleague system.
- Reviews and processes transcripts for course transferability and inputs data in the Colleague system to create transcript evaluation and course equivalencies.
- Remains familiar with all policies and procedures relating to the Financial Aid areas concerning student eligibility and communicates correct information to student applicants, and escalates as appropriate.
- Assists with reviewing satisfactory academic progress requirements for institutionally funded students each semester to determine continued eligibility and responds accordingly.
- Assists with creating WWCC Bookstore debit accounts for scholarship recipients receiving book stipends.
- Oversees all document imaging and destruction of student records including files, transcripts, and other pertinent records. Must adhere to established record retention guidelines for the Wyoming State Archives and Western Wyoming Community College.
- Coordinates the development and maintenance of permanent student files each semester for all credit students. Monitors student record data and corresponds with students and campus offices as necessary about discrepancies and consolidates all duplicate Colleague records
- Communicates pertinent information and address inquiries, and responds to concerns and complaints. Refers individuals to the appropriate director as necessary.
- Assists other Success Center staff with clerical tasks as needed.
- Answers and transfers phone calls as appropriate.
- Provides back-up coverage to the Student Service Assistants as needed.
- Instructs students on how to access and use web services. Distributes confidential login information.
Other Duties and Responsibilities
The listing of other duties and responsibilities is meant to be representative, not exhaustive.
- Maintains safe working conditions and practices at all times.
- Assures that confidentiality is safeguarded while handling student and employee records.
- Safeguards institutional physical resources by caring properly for assets assigned to the workstation and by prohibiting unauthorized use.
- Maintains an inventory of all assigned equipment and supplies, keeping proper records as necessary.
- Performs other related duties as required.
The requirements listed below are representative of the knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities.
- General office practices and procedures
- Comprehensive role of the community college
- College policies, rules, regulations and guidelines
- Institutional and departmental procedures
- Customer service principles and practices
- Telephone techniques, practices and procedures
- PC’s and related software, e.g. Administrative System Software: Colleague
- Microsoft Office products, e.g. Word, Excel, Access, etc.
- Student privacy as governed by FERPA law
- Financial aid programs, requirements, rules, regulations, and terminology
- Records management principles and practices
- Communicate effectively verbally and in writing
- Operate a PC and related software
- Maintain effective working relationships with other people
- Maintain professional, efficient, and congenial image when dealing with students and the public
- Work in a highly visible, busy, heavily trafficked student and public office environment in close proximity with colleagues
- Work in a multi-tasking environment with constant interruptions
- Use college software systems
- Handle cash and currency and financial transactions
- Be cross-trained in other Success Center duties
- Maintain a typing proficiency of 40 words per minute on non-technical straight copy
- Pass basic English skills usage test at least at the 75th percentile
- Pass computer literacy test
Education and/or Experience
Any combination of education and experience that demonstrates possession of the requisite knowledge, skills and abilities. A typical way to obtain these would be:
- High school equivalency
- Three (3) years of administrative assistant experience
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is regularly required to sit. The employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee regularly works in indoor conditions and regularly works near video display. The noise level in the work environment is usually moderate.
Western Wyoming Community College offers a generous and competitive benefits package including:
- Employer-sponsored retirement plans
- Personal and vacation leave
- Institutional stipend for eligible employees
For more information, please visit our website.
Interested individuals should apply online, submit a cover letter, resume/CV, and unofficial transcripts. You may also provide two optional letters of recommendation.
*Western Wyoming Community College is an Equal Opportunity Employer.
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