About Oakton Community College :
For 50 years, Oakton Community College has been the setting where
thousands begin or continue their college or career studies.
Educating people of all ages, from all walks of life and from more
than 40 nations, Oakton focuses on improving the quality of life
for everyone who enters its doors.
Paid winter break
FRIDAYS OFF during the summer
Basic Function and Responsibility:
The Operations Specialist provides excellent customer service to
students through admissions approvals, answering questions, and
resolving student enrollment issues. This position determines
eligibility for admission, verifies qualifications for enrollment,
maintains records, creates and executes reports, and supplies data
that supports student application and registration. As a member of
the Enrollment Services Operations team, this position provides
direct customer service as needed.
Characteristic Duties and Responsibilities:
- Determine admission eligibility. Assess applications, records,
and related materials, such as high school and college transcripts
and college entrance exam reports for English and Math course
placement, science pre-requisites and residency. Contact students
via phone, e-mail or written correspondence to complete or update
pending admission applications or to resolve circumstances that
prevent or delay registration. Research student history to resolve
duplicate student records.
- Following admission and registration procedures, support
students through enrollment processes and exercise good judgment in
the application of federal, state, and College policies and
practices related to enrollment services functions.
- Adhering to college policy, resolve student enrollment issues
including, but not limited to, registration holds, duplicate
records, suspended applications, application discrepancies, and
- Prepare incoming Administrative Withdrawal and Forgiveness
Policy requests for committee review. Interact with students in a
professional and tactful manner, especially in sensitive situations
such as administrative withdrawals and forgiveness policy
submissions. Contact students via email and written correspondence
regarding committee decision.
- Verify and process the admission and registration of concurrent
high school students, dual credit students, and any special cohort
programs. Determine eligibility for admission and registration
using individual and batch processes. Partner with Academic
Affairs, Accounting, and others to support these
- Assist in the creation and maintenance of Enrollment Services
Operations policies and procedures manual, training materials, and
materials for students.
- Support the data in the student information system and
communication systems related to admission and registration. Assist
in the testing of new or modified system services, table updates,
and communication updates, including batch processes. Support
compliance with federal, state, and institutional policies and
- Create queries and provide data regarding prospective students,
admitted students, and enrolled students that support Enrollment
Management goals. As needed, work with the Information Technology
Department to develop tracking mechanisms and reports.
- As directed, provide student service in the Enrollment Center.
Provide general information about enrollment services and student
support services. Adhere to guidelines of the Family Educational
Rights and Privacy Act. If necessary, route inquiries to
appropriate person. Display initiative and be proactive in helping
students through the enrollment process.
- Process incoming Career / Joint agreements and Business Service
- Follow procedures for records management. Maintain accurate and
up to date records including optical scanning and storage of
applications and supporting documents.
- Provide backup to the Admissions Operations Coordinator on
limited enrollment health career admissions and F1 International
Student Admissions as needed.
- Participate in recruiting and selection, help train, and
provide task oversight to student employees.
- Perform other job-related duties as assigned.
Qualifications and Working Conditions:
- Associate's degree or required or an equivalent combination of
education and experience from which comparable skills and abilities
can be obtained is required. Bachelor's in a related field
- Two years of educational office or related work experience is
- Intermediate computer skills including intermediate word
processing and intermediate spreadsheet application required.
Experience with higher education systems such as Banner or other
higher education databases preferred.
- Effective communication skills, oral and written.
- Requires the ability to mentally attend and visually
concentrate on a significant amount of detailed work. Must have
strong organizational and detail-oriented skills.
- Strong interpersonal skills and the ability to deliver services
in an environment where an emphasis on customer service is
- Ability to interact professionally and tactfully with people of
different levels of education, cultural backgrounds, and life
experiences, and to exhibit an adequate level of respect to fellow
employees and the College community at large.
Mobility to move from building to building on-Campus and to visit
off-Campus entities. Work is performed in a general office
environment and is sedentary in nature. Little or no exposure to
adverse working conditions.
Functional supervision is received from the Manager of Admission
Operations. Administrative supervision is received from the
Director of Admission and Enrollment.
Functional supervision exercised over student employees.
Monday - Friday 8:15 am - 5:00 pm
$45,418 Starting salary may change due to the
completion of Staff Negotiations
For further details, visit our website at www.oakton.edu and select
the Employment link to view Employment Opportunities.
Please be sure to have a current resume, cover letter, and list of,
at least, three (3) professional references with contact
information prepared to submit with your application. One (1) of
the references must be your most recent, direct supervisor.
Oakton Community College is an equal opportunity, affirmative
action institution, committed to employing competent, qualified
individuals. Oakton Community College does not discriminate on the
basis of race, color, creed, religion, national origin, disability,
age, marital status, military status, socioeconomic status, sex or
gender, gender identity, or sexual orientation in admission to and
participation in its educational programs, college activities and
services, or in its employment practices.