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Office Coordinator – Academic Advising and Registration Office and Financial Aid Office

 

STATUS: Part-Time
DIVISION: Academic Advising and Registration and Financial Aid
REPORTS TO: Registrar, Director of Academic Advising & Director Financial Aid
SUPERVISES: Work-Study Students
FLSA STATUS: Non-Exempt

 

POSITION DESCRIPTION

Provides administrative support to the Academic Advising and Registration Office (AARO) as well as the Financial Aid Office (FAO). This position will be responsible for guiding and answering inquiries for both offices by email, phone or in-person and will act as the first point of contact when guests enter the office. The Office Coordinator for AARO and FAO is a cooperative position with two staff collaborating to accomplish shared and individual goals; providing support for each other and the AARO/FAO teams. The Office Coordinator is responsible for maintaining an inviting and professional office environment that promotes efficiency while adhering to all office/college policies and procedures while striving to exceed professional expectations within AARO and FAO. This position is dedicated to serving students, staff, and guests by responding promptly with accuracy and appropriate assistance.

 

POSITION ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS

• Provide front desk/customer service for AARO and FAO, including but not limited to: general
college policies and procedures, general information about AARO and/or FAO procedures,
appointment scheduling, registration, etc.
• Answer and/or direct all incoming inquiries (phone, email, mail, or in-person) to appropriate
office or staff members daily
• Maintain a positive, empathetic, and professional attitude towards incoming guests always
• Adhere to and support protocols for maintaining the confidentiality of student records
• Coordinate meetings, space arrangements, and electronic needs for staff meetings, outreach/informational events
• Assist with meeting agendas, taking and maintaining meeting notes, and distributing to necessary individuals/offices
• Maintain, update, and organize student records using the Image Now electronic filing system.
• Process student records and registration requests: transcripts, add/drops, complete withdrawals, personal information student privacy updates, enrollment verifications, etc.
• Update, manage, assist and organize office communication through Peacock Pride, social media platforms, CCS weekly emails, and/or email/call campaigns
• Assist with orientation, graduation, commencement, student/staff outreach events, and campus
held events
• Work with advising staff as requested in support of retention and academic support efforts.
• Organize and send semester announcements regarding policies, procedures, and deadlines as
directed by the AARO/FAO.
• Oversee and order office supplies, printing needs, special print requests and all service requests
• Handle all incoming and outgoing mail; forward to appropriate staff and redirect as needed to
college offices/departments.
• Participate in the hiring, training and coordination of daily responsibilities of student employees.
• Oversee and ensure student employee productivity, efficiency and accuracy
• Work cooperatively with additional front desk staff, student workers, and all department staff to maintain a positive and productive work environment.
• Perform additional duties as required

 

QUALIFICATIONS

PREFERRED QUALIFICATIONS

  •  Experience with Colleague/Ellucian software system
  •  Experience with Student Planning and Image Now
  •  Experience in higher education or student service related area is a plus

 

REQUIRED QUALIFICATIONS:

  •  2-3 years of experience working in reception or guest services
  •  Bachelor’s degree or an equivalent combination of education and experience;
  •  Proficient with Microsoft Office Suite and Google Suite;
  •  Collaborates and works well with diverse individuals with differing needs;
  •  Excellent written and verbal communication skills
  •  Effective interpersonal communication and ability to maintain confidentiality
  •  Excellent organizational, time management, and problem solving skills
  •  Excellent customer service, general office skills and attention to detail

 

WORKING CONDITIONS

This job requires 25-27 hours per week, Monday through Friday with some evening and weekend work (as required). The staff member operates in a collaborative and backup role with a second Office Coordinator. The AARO and FAO operate in a professional setting with a casual dress code in a college campus environment. The noise level in the work environment is usually moderate. The employee is the first contact for guests, calls, and emails to the office, shares some responsibilities with another part-time employee, and is occasionally exposed to outside weather conditions. This role is required to work on-site unless the campus must shift to an all-remote work situation.

 

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; talk or hear and use hands to handle or feel. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

 

ABOUT CCS

College for Creative Studies is a nonprofit institution; it is one of the leading art and design colleges in the world. CCS is ranked by LinkedIn as a top three design school in the US and the best in the Midwest, based on alumni success. CCS has state-of-the-art facilities to support the complete range of creative production, from traditional art forms such as painting, glassblowing, foundry, and printmaking, to the most contemporary systems, including the latest digital imaging technology and extensive rapid prototyping output tools. The College currently enrolls more than 1,400 undergraduate and graduate students. It offers a Bachelor of Fine Art in 13 majors: Advertising Design, Art Education, Art Practice, Communication Design, Craft and Material Studies, Entertainment Arts, Fashion Accessories Design, Illustration, Interior Design, Photography, Product Design, and Transportation Design. It also offers a Master’s degree in four majors: Color and Materials Design, Interaction Design, Systems Design Thinking, and Transportation Design.

The College for Creative Studies, a leading college of art and design, represents a community composed of individuals with many perspectives, personal experiences, values, identities, and worldviews and we value the diversity this brings to our organization. CCS is an Equal Opportunity Employer committed to a diverse and inclusive workforce. We consider applicants for all positions without regard to age, race, color, national origin, religion, sex, sexual orientation, gender identity, marital or veteran status, disability or any other legally protected status.

The College for Creative Studies subscribes to the principle of equal opportunity in its employment, admissions, and educational practices and strives to provide an environment and workplace free from unlawful harassment or discrimination. Diversity, Equity, and Inclusion are part of our Core Institutional Values and we encourage applications from all individuals.

 

To apply:

Applicants are encouraged to apply immediately. The search will close when a suitable candidate is hired. Interested candidates should submit the following in PDF format: Resume, references, and a letter of interest should be submitted to: hr@collegeforcreativestudies.edu

CCS website: https://www.collegeforcreativestudies.edu/