Admissions and Records Specialist

Lane Community College

life insurance, vision insurance, vacation time, sick time, long term disability

United States, Oregon, Eugene

Oct 06, 2024

Posting Details

AA/EEO Statement

AA/EEO Statement:

Lane Community College is an Affirmative Action / Equal Opportunity / Veteran / Disabled Employer embracing equity, inclusion and accessibility. We encourage a safe and hospitable environment for historically marginalized populations including women, BIPOC, Latinx, LGBTQ+ individuals, veterans, and candidates and employees living with disabilities.

Veterans Statement

Lane actively recruits veterans and those with disabilities for all positions. For accommodations and questions call 541-463-5586.

Veterans, please fax, e-mail, mail or deliver your documentation (DD214/DD215/letter of disability) to Human Resources, Jill Denault, deneaultj@lanecc.edu@lanecc.edu, 541-463-3970
Lane Community College ensures that all documentation submitted to HR will remain confidential.

Position Information:

Posting Number:	240145
Job Title:	Admissions and Records Specialist
Applicant Notification:	Department Information Our Enrollment Services Department is seeking to hire a full-time Admissions and Records Specialist. Search Information Provide all documents as requested. A resume may not take the place of any section of the application. Transcripts are required for this position at the time of application. See the instructions below. Incomplete applications will not be considered. Application is used to determine the initial salary placement for selected candidates. All employment and education history will be considered.
Location:	Main Campus
Classification:	Assessment Testing Specialist 2
Position Type:	Classified
Anticipated Start Date:	October 15, 2024 or Upon Hire
Salary/Wage:	Hourly
Salary/Wage Range:	$21.47 - $31.49 Hourly (Classified Salary Level 10)
Salary/Compensation Statement:	Hourly wage reflects an approximate annual salary of $44,658 - $65,492 New employees may not be placed on the salary schedule higher than any current employee in this classification with the same or greater number of years' relevant experience and education. Lane's robust Benefits package includes a generous contribution toward medical, dental and vision insurance, basic term life insurance, long term disability, vacation leave, personal time and paid sick leave. Lane Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.
Grant Statement:
Working Schedule:	Full-time; Variable work hours based upon department needs; Mornings, evenings, weekends, and/or travel may be required. Typical schedule, 8 a.m. to 5 p.m.,
FLSA:	Non-Exempt
Position Status:	Permanent
Full/Part:	Full-Time
Annual Schedule:	260 Day (12 Month)
Annual Schedule Details:
Quicklink for Posting:	https://jobs.lanecc.edu/postings/12799

POSTING TEXT

Posting Date:	08/29/2024
Closing Date:	10/08/2025
Applicant Pool:	No
Open Until Filled:	No

Required QUALIFICATIONS

Required Education:	Two years of post-secondary education resulting in an Associate degree.
Required Experience:	One (1) year of experience in a general office environment, which includes considerable public contact and customer service, is required.
Licensure or Certification Requirements
Conditions of Employment:	Successful applicants are required to complete a criminal background check. Infractions do not necessarily disqualify a candidate, and will be evaluated on a case-by-case basis. See our FAQs for more detail. Must work and reside in the state of Oregon at the time their work is being performed.

Preferred QUALIFICATIONS

Preferred Education	A bachelor's degree.
Preferred Experience	Experience in a community college setting.
Language Statement	We welcome multilingual applicants who can support and welcome all students.
Bilingual/Multicultural Statement:	Inclusiveness, diversity, and equity are integral to Lane's commitment to excellence in education and our commitment to student and community engagement. We welcome applicants who bring a diversity of identity, culture, experience, perspective, and thought. We encourage applications from candidates that identify with groups that are historically underrepresented in higher education.
Equivalency Statement:	We want to find the best candidate for the job, and that candidate may be one who comes from a less traditional background. We encourage you to apply, even if you do not believe you meet every one of the qualifications described. You are also encouraged to address how your professional and lived experience, scholarship, teaching, mentorship, and/or service will contribute to the Lane mission of transforming lives through learning.
Position Purpose:	The Admissions and Records Coordinator is responsible for processing daily intake of admissions applications, assisting students through the enrollment process, and providing support related to student records and general registrar functions. This role involves identifying and implementing process improvements to enhance the admissions and records procedures, ensuring a seamless and efficient student experience.
Essential Functions:	Communicate effectively with students, staff, and other stakeholders to facilitate a positive experience. Contact prospective students to guide them through the steps required to complete their enrollment. Coordinate the enrollment and onboarding for students in Applied Baccalaureate programs. Perform daily admissions push and assess all applications for duplication, errors or incorrect information. Address and resolve any issues or concerns students may have regarding their application or enrollment process. Monitor admissions processes for fraudulent activity. Work closely with admissions, academic, and administrative staff to support student enrollment and records management. Troubleshoot challenges for students with SIS (Banner) and/or college policies and procedures; interpret and explain college information. Support registrar functions including registration, transcript requests, and record management. Ensure and maintain confidentiality as guided by the Family Education Rights and Privacy Act (FERPA) and college policies. Document process changes and updates to ensure consistency and clarity. Problem solve and manage sensitive information with appropriate awareness of FERPA standards; maintain confidentiality and sensitivity to the privacy needs of students. Other duties as assigned. Equity and Inclusion Demonstrate Lane Community College's core value of social justice by ensuring equity and inclusion skills such as respect, inclusiveness, reflecting, valuing of cultural and personal differences. These are the basis of employee and student interpersonal communications and relationships and are applied to all position responsibilities. Duties are carried out respectfully, inclusively, regardless of age, color, disability, gender, gender identity or expression, social class, marital status, national origin, race, ethnicity, religion, sexual orientation, veteran's status, nationality, age, language, origin or employment status. Must demonstrate an active concern for meeting the needs of students, staff, and the public. Actively assist with ADA compliance in conjunction with Lane Community College's Human Resources and Disability Resources departments; support appropriate access for persons with disabilities to facilitate student and staff success; mentor and role-model cultural competency for persons with disabilities.
Supervision Statement:	Reports to and works under the general supervision of the Associate Vice President, Enrollment Management and Services/Registrar. This position's work will receive guidance from the Student Records Coordinator and Recruitment and Retention Software Coordinator. Work is otherwise performed independently according to established requirements, College procedures and professional judgment. The supervisor provides general instructions as to the scope of work and priorities. The employee is responsible for daily operations with the supervisor and lead worker available to consult on problems and policy decisions. Work is reviewed for the quality of services provided to students and staff.
Physical Demands/Working Environment:	This position works indoors and is exposed to usual office working conditions that include office noises and interruptions, such as printers, telephones, and visitors. This position requires that an employee is able to sit or stand for extended periods of time; perform cognitive and psychometric work for more than six (6) hours a day. This position may work with individuals who may be hostile or abusive. Work may require transporting materials up to five (60) pounds. Work Safely.
Knowledge Skills and Abilities:	Knowledge of: Effective organizational and verbal skills to understand students' needs and to provide information and make appropriate referrals. Knowledge of and skill in using an SIS, recruitment and retention software systems. Understanding of the admissions process, including application review, student communication, and enrollment procedures. Skill in: Strong verbal and written communication abilities to interact effectively with students, staff, and other stakeholders. Delivering quality service under high-demand conditions and determining priority based on student enrollment. Excellent organizational abilities to manage multiple tasks, prioritize responsibilities, and maintain accurate records. Proficiency in managing and tracking application materials and student records efficiently. Ability to: Convey complex information clearly and provide guidance in a supportive manner. Collaborate with others; participate in team meetings; serve on college committees or councils. Provide exceptional service to students, addressing their needs and concerns with professionalism and empathy. Handle high-volume periods and adjust to shifting demands effectively. Quickly learn and adapt to new technologies and software tools used in admissions and records management. Organize and prioritize workload; multi-task; pay attention to detail; use logical reasoning. Work flexible hours including evenings and occasional weekends. Learn College programs, policies and information sources; recall and communicate numerous changing College procedures and policies. Learn Federal, State, and institutional rules, policies and procedures as they relate to specific areas of assignment. Keep accurate records and maintain confidentiality. Provide support to employees working to meet accreditation standards through evaluation and assessment of student outcomes.
Applicant Instructions:	Applicant Instructions Incomplete applications will not be considered. All fields in the application must be completed, including employment dates, work hours, and detailed job duties. Resume / Curriculum Vitae (CV) may not take the place of any section in the application. Required Documents To be considered a candidate for this position, all of the following must be included in the application package: Application - Complete and submit online via the applicant portal. Resume - Comprehensive of experience, education, and accomplishments. Cover Letter - Clearly detailing how you meet the qualifications for the position. Transcripts - See instructions below. If applicable: DD214 - Veterans, please fax, e-mail, mail, or deliver your documentation (DD214/DD215/letter of disability) to Human Resources at Lane Community College, attn. Jill Deneault, deneaultj@lanecc.edu, Fax: 541-463-3970 Additional Documents and Letters of reference are not accepted. Questions? For assistance with the online application call Human Resources at 541-463-5586 For position questions contact Jill Deneault, deneaultj@lanecc.edu How to monitor your application: Enter recruitment@lanecc.edu into your Safe Senders list. Notifications will be sent toward the end of the search process. Visit your Employment Opportunities account. The main page will show your status in the search. Positions close at 9:00 pm.
Transcript Instructions:	If you have obtained a degree higher than the required education for this position, then unofficial transcripts are required to ensure an accurate salary placement is conducted. Attach under "Optional Documents", fax, e-mail, deliver or mail to: Lane Community College Human Resources Posting #240131, Attn: Jill Deneault 4000 E. 30th Ave. Building 3, 1st floor Eugene, OR 97405 Fax: (541) 463-3970 E-mail: deneaultj@lanecc.edu
College and Division Information:
Union Association:	LCC Employees Federation (Classified)