Fort Lewis College Student Services Specialist II - Office of the Registrar

State of Colorado Job Opportunities - Durango, CO3.5

Full-time
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Department Information
FORT LEWIS COLLEGE
Integrated Student Services Team
Office of the Registrar

Description of Job
Fort Lewis College, a selective public institution located in Durango, Colorado, offers degree programs in arts, business, education, health fields, humanities, social and natural sciences, and teacher education. Our inspiring mountain campus is located atop a scenic mesa overlooking historic Durango and situated between the San Juan Mountains and the desert Southwest. We are committed to accessible and high-quality baccalaureate education, and our hallmarks are remarkably close relationships between students and faculty, the freedom of intellectual exploration, and the challenge of experiential learning. Our 3,400 students come from 48 states, 17 countries, with 36% Native American and Alaska Native backgrounds, and 11% Hispanic backgrounds. Durango is a thriving multicultural community of 18,500 set along the beautiful Animas River Valley. Averaging 300 sunny days per year, the community is known for its outdoor lifestyle and friendly, festive atmosphere. Durango is also the cultural and economic hub of the Four Corners region, rich in dining, shopping, and entertainment, and linked with airline service to hubs in Denver, Phoenix, and Dallas.

The Integrated Student Services Office works with enrollment service units to provide seamless service from a student-centered perspective in a fast-paced environment throughout the student life cycle and beyond. The goal of the office is to remove barriers, so students can quickly and easily access the information and services they need to support their enrollment and timely graduation. This position will be responsible for answering questions, facilitating transactions, processing paperwork, and tracking student inquiries in the areas of Financial Aid, Registrar, Advising, and Student Billing Services. This position requires strong working knowledge of all service areas, as well as the ability to work directly with the areas on more in-depth inquiries. The position will provide high quality customer service in person, via phone, email and other web-based applications. This position goes through an extensive and comprehensive training program. This training will be ongoing.

In addition, the successful candidate must have a customer service focus and be an innovative leader with a collaborative style that encourages teamwork and cooperation.

Summary of Essential Job Duties and Responsibilities:
Acts as an innovative leader for the Integrated Student Services Office in the areas of advising, registration, financial aid, and student accounts.
Maintains complete discretion, confidentiality, sensitivity and sound judgment.
Maintains current knowledge of federal, state, and institutional programs, regulations, policies, and procedures.
Interprets and applies institutional policies, procedures, and regulations related to academic and student service programs.
Serves as the main point of contact for students.
Provides direct financial aid assistance to current students and parents about all aspects of the financial aid process, including but not limited to financial aid application procedures, explaining and collecting missing requirements, determination of eligibility, and net costs.
Assists students with various questions regarding their student account including but not limited to payment options, due dates, holds, and financial aid refunds.
Takes in-person payments from students, faculty, staff, and other third parties.
Communicates to students in a clear and concise manner, updates comments and documents all conversations in the appropriate area of the student management system.
Performs student services functions including assisting students with registration questions/processes; add/drop procedures, graduation information and basic student application questions.
Processes incoming mail (including transcripts from other institutions), transcript requests, enrollment verifications, release of information requests, grade change requests, Selective Service forms, degree verifications, change of major, minor or advisor requests, and degree replacement requests.
Sets appointments for students to meet with other campus offices when solutions extend beyond the defined authority level.
Runs as scheduled or as needed various reports from the student management systems.
Reviews reports and responds appropriately to results.
Cordially greets and acknowledges all students, guests, staff members, and faculty.
Provides comprehensive one-on-one advice for students in regards to their academic and financial status at the institution.
Participates in regular trainings and meetings in advising, registration, records, financial aid, and student accounts.

Works on special projects including but not limited to:
Current student outreach and retention
One-Stop Shop awareness
Program development for student success
Some evenings and weekends are required.

PLEASE NOTE: This job description is only a summary and is not meant to be all-inclusive. Additional duties may be assigned to meet the ever changing needs of the College and our students.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

MINIMUM QUALIFICATIONS:
Education and Experience:
Bachelor's degree from a four-year college or university AND
One year of professional administrative experience in a higher education institution, preferably in enrollment management.

Please note: Unofficial transcripts MUST be submitted at the time of application and MUST show that the bachelors' degree was conferred with the date it was conferred.

Substitutions:
Appropriate higher education administrative or enrollment management work experience will substitute for the degree requirement on a year-for-year basis.

Enrollment management office is defined as advising, admission, registration, financial aid or student billing offices.

Please note: If you do not have a bachelor's degree then we are requesting FIVE full time years of experience in higher education enrollment management.

PREFERRED QUALIFICATIONS

Experience working with adults with physical and/or learning disabilities
BANNER or other higher education student database system experience
Demonstrated ability to calculate grade point averages and student account balances.
Experience managing and balancing a cash drawer
Bilingual
REQUIRED COMPETENCIES

Work experience with diverse audiences and under-represented groups (Please include within your applications materials a separate statement of how your work experience demonstrates that you have worked successfully with diverse audiences and people from under-represented groups. In your response, please be sure to include specific examples and the duration of time performing these duties.)
Active listening skills
Critical thinking skills
Analytical and investigative and problem solving skills
Accurate data entry and database skills
Strong customer service skills
Strong interpersonal skills
Attention to detail
Reading, writing and oral comprehension
Written and oral expression skills
Ability to work independently and as part of a team
Ability to effectively manage multiple priorities and meet objectives and deadlines
CONDITIONS OF EMPLOYMENT
A final job offer is contingent upon the satisfactory completion of a criminal background check. All background checks will be conducted in accordance with Fort Lewis College policy.
This position will occasionally work outside of normal office hours to accommodate peak times such as semester start and preview weekend and special events

APPEAL RIGHTS:
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.

Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb.

A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Supplemental Information

All Applicants Please Note:
You must submit your application by the posted job announcement closing date. Fort Lewis College uses email as its primary form of contact. Please provide a valid working email on your application, otherwise, please provide valid contact phone numbers and a valid mailing address.
Fort Lewis College is not responsible for incomplete faxes, lost mail, lost or deleted emails, and does not accept postmarks.
You are responsible for checking your spam filter and/or junk mail for incoming emails from Fort Lewis College and this application website.
Resumes will not be accepted in lieu of a completed application but may be used to supplement information to the application. Failure to submit properly completed documents by the closing date of this announcement may result in your application being rejected.
Former employees of Fort Lewis College or any other State of Colorado Department or Agency, who were disciplinarily terminated or resigned in lieu of termination, must disclose this information on his/her application.

The Assessment Process: Colorado Revised Statutes require that all state employees be hired and promoted through comparative analysis of merit and fitness. Part or all of the assessment for this position will include a review of your application material.
Applications will be reviewed by a Human Resource Specialist and/or Subject Matter Experts to determine if you meet the minimum requirements for the position. They may also use the application material to assess and rank applicants who meet the minimum requirements, to cut to a top group for additional assessment, or establish an eligible list for referral to the hiring manager for final consideration.
Be sure your application material specifically addresses your qualifications, experience, work products, and accomplishments as they relate to the Job Duties, Education and Experience Requirements, Preferred Qualifications, Required Competencies and Conditions of Employment sections as listed above. Upload additional pages if necessary to fully explain your experience and accomplishments. Failure to include adequate information or follow instructions by the deadline for application may result in your application not being accepted for this position and may affect your inclusion as a qualified candidate in any of step of the selection process and placement on the eligible list.

ADAAA Accommodations: Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact Trish Grogan by phone 970-247-7423 or email grogan_p@fortlewis.edu at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.
Equal Opportunity
Fort Lewis College does not discriminate on the basis of race, age, color, religion, national origin, gender, disability, sexual orientation, gender identity, gender expression, political beliefs, veteran status, pregnancy, or genetic information. Accordingly, equal opportunity for employment, admission, and education shall be extended to all persons. The College shall promote equal opportunity, equal treatment, and affirmative action efforts to increase the diversity of students, faculty, and staff.

Notice to Prospective Employees:
The Fort Lewis College is required by the Clery Act of 1990 to notify prospective employees, current employees, students and applicants where to access our Campus Security Report. The report is updated and published annually in accordance with the Higher Education Amendments of 1998, Federal Student Right-to-Know, the Federal Drug-free Schools and Campuses Act of 1989. This report contains information about:
Fort Lewis College's alcohol and other drug policy
Sexual assault policy
Campus security policies
Campus/community resources
The Colorado Riot Offense Statute restriction on enrollment
Where to find registered sex offender information
Crime statistics for the previous three calendar years
Reporting crimes

The Campus Security Report can be accessed in two ways:
By going to the internet website at: www.fortlewis.edu/AnnualSecurityReport
Fort Lewis College Student Affairs Office will also provide a paper copy of the annual security report upon request. You can reach them at (970) 247-7331.