Enrollment Services Specialist

Enrollment Services Specialist

Job no: 530609
Work type: Staff
Location: Humboldt
Categories: Unit 4 - APC - Academic Professionals of California, Probationary, Full Time, Student Services, On-site (work in-person at business location)




Enrollment Services Specialist

(Internal Only)

Office of the Registrar
Job #530609
Close Date: Sunday, October 8, 2023

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have nearly 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.



(Job #530609) Student Services Professional IA, IB or II, Enrollment Services Specialist, Salary Range IA - Non-Exempt: $3,764 - $4,604 monthly IB - Non-Exempt: $4,066 - $5,752 monthly. SSP II - Exempt: $4,610 - $6,556 monthly. This is a full-time, benefited, 12-month pay plan permanent position with a one-year probationary period in the Office of the Registrar. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits. Please note that this is an internal recruitment open only to active, stateside, staff Cal Poly Humboldt University Employees.

Position Summary:

Under general supervision, the incumbent works on site to provide comprehensive services to students, staff, faculty, and members of the public, seeking information and services related to enrolling at Cal Poly Humboldt. Assist students with determining the status of enrollment, evaluation for graduation, transfer credit and/or admission. This is accomplished through main responsibilities including, but not limited to providing information to facilitate class registration, assisting students with navigating myHumboldt/Student Center, answering questions about student records, transcripts, privacy rights (FERPA), subpoenas, maintaining/updating student academic records, and more.

Provide lead direction to a dynamic team of student assistants. Support the fast paced, front-line information desks in the lobby of the Office of the Registrar. Often serves as first contact for students or the public, handling a wide range of inquiries.

The position gathers increasing responsibility with time and/or experience. SSP IA level begins by learning the records and registration processes and duties. SSP IB has a working knowledge base for records and registration, and begins to learn the admissions and graduation processes, and/or a specialty assignment. The SSP II level has a full understanding of all the areas.

Key Responsibilities:

• Enrollment Student Services - 40%
• Communicate effectively and promptly with students over the phone, in person and via email regarding their eligibility status; and counsel students on their overall degree progress;
• Support current and prospective students with significant front-line services at the information desks in the Office of the Registrar.
• Using established guidelines, provides timely, general information to students to ensure that they can successfully navigate university policies and procedures to meet their enrollment goals in the areas of records, registration, admission evaluations, graduation evaluations.
• Engage in active listening to fully understand issue(s) and find resolutions or referrals and support the student assistant team as well.
• Serve as a formal referral specialist to find solutions to student needs, resolving issues instantly where possible, otherwise making appropriate referrals to departments as necessary.
• When appropriate, work with students using strong communication skills to explain university policies, identify needs, and provide support and assistance to students facing a variety of internal and external questions and challenges; including determining eligibility for various campus services and to assist students to choose appropriate courses of action.

Student Records - 25%

Explain policies and procedures to students, staff or faculty related to a student's record on all topics related to records and graduation: enrollment (times, priority, holds, policy, withdrawal, and navigating through myHumboldt), transfer credit, grade forgiveness, general education, major requirements, GPA calculations and requirements, transcripts, etc.

Update and maintain student records in Campus Solutions (PeopleSoft).

In addition, Registrar's Office staff may work with officers of the court for subpoenas as well as law enforcement officers for access to student records. A thorough understanding of and ability to correctly implement FERPA, is essential to performing this job correctly. It is critical that the incumbent is versed on the University's policies and procedures for releasing records and possesses the critical decision-making skills for this task.

Student Assistant Work Direction & Coordination - 15%

Provide lead direction, train and support student assistants. Oversee and provide backup to support staff and student assistants to maintain operations and services.

Provide quality assurance for student team, ensuring all emails are answered (including to the general office email accounts), as well as phone calls answered or returned (including to the general office phone line), while sorting and distributing for referrals where needed

Develop and maintain training materials for cross-training with campus partners.

Specialty Area - 15%

Responsible for coordinating special program or evaluating specialty programs as assigned, depending on expertise and operational needs (i.e. NCAA eligibility, concurrent enrollment, backup evaluations, etc.)

Implement and facilitate workshops and other retention activities, while maintaining cooperative working relationships with faculty, various support services professionals and students at the university.

Travel to and participate in special programs across campus and other regional events, including recruitment (college fairs), registration labs, tabling at local events, etc.

Other duties as assigned - 5%

Knowledge, Skills, and Abilities Associated with this Position Include:

• Demonstrated knowledge and familiarity addressing issues of concern facing students from diverse backgrounds in higher education.
• Must be able to balance providing good customer service with following university, state and federal rules with respect to confidential information. Must abide by FERPA and maintain the confidentiality of records and sensitive information.
• Ability to prioritize duties and schedule own workload in order to work productively in a climate characterized by heavy traffic, shifting priorities, and the need to balance multiple tasks and frequent interruptions ability to balance competing priorities in a multi-task oriented environment.
• Demonstrated sensitivity to cross-cultural perspectives and experiences.

SSP IA:

• Working knowledge of the basic principles of individual and group behavior; research and observation techniques for the purpose of recording, classifying, and interpreting factual information; and the techniques and methods of interviewing.
• Ability to gather and analyze data; reason logically, draw valid conclusions and make appropriate recommendations; clearly express ideas and recommendations orally; write clear and concise correspondence; and establish and maintain cooperative working relationships with students, staff and faculty

In addition, an SSP IB:

• Working knowledge of the methods and problems of organization and program management; research and interviewing techniques; principles of individual and group behavior; the ability to rapidly acquire such knowledge of the organization, procedures and activities related to enrollment at the university.
• Ability to rapidly acquire a working knowledge of the specific objectives of the Office of the Registrar and its relationship to the total campus operation; interpret and apply program rules and regulations; gather and analyze data; reason logically, draw valid conclusions and make appropriate recommendations; present clear and concise information orally and in written reports; and establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations and other private and public agencies.

In addition, an SSP II:

• Working knowledge of the practices, procedures and activities of the program to which assigned; general knowledge of the methods and problems of organizational and program management. General knowledge of research and interview techniques; and of the principles of individual and group behavior.
• Ability to interpret and apply program rules and regulations; use initiative and resourcefulness in planning work assignments and in implementing long-range program improvements; obtain factual and interpretative information through interviews; reason logically; collect, compile, analyze and evaluate data and make verbal or written presentations based on these data; advise students individually and in groups on routine matters where required;
• Recognize diverse perspectives, multicultural, multisexed and multi‑aged value systems and work accordingly;
• Establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations, private and public agencies and others in committee work, and student advising and community contacts; and, rapidly acquire a general knowledge of the overall operation, functions and programs of the campus to which assigned.

Minimum Qualifications:

SSP lA:

Experience: None required.

Education: Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration or a job‑related field. Specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year‑for‑year basis.

SSP IB:

Experience: Possession of these knowledge and abilities is typically demonstrated through the equivalent of one year of experience in professional Student Services work at the entry trainee level. Equivalent amounts of graduate level job‑related education may be substituted for the required experience.

Education: Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration, or a job‑related field.

Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year‑for‑year basis.

SSP II:

Experience: Possession of these knowledge and abilities is typically demonstrated through the equivalent of three years of progressively responsible professional student services work experience. One year in the program area to which assigned may be preferred but is not required.

A master's degree in Counseling, Clinical Psychology, Social Work, or a directly related field may be substituted for one year of experience. A doctorate degree and the appropriate internship or clinical training in counseling or guidance may be substituted for the three years of experience for positions with a major responsibility for professional career or personal counseling.

Education: Equivalent to graduation from a four-year college or university in a related field, including or supplemented by upper division or graduate course work in counseling techniques, interviewing, and conflict resolution where such are job-related.

Preferred Qualifications:

Experience in higher education setting;

Accurately assess a prospective student's enrollment needs and expectations

Demonstrated ability to effectively manage time, multi-task and manage multiple priorities and make deadlines

Knowledge of California State University (CSU) and Humboldt policies and procedures, Humboldt/CSU university catalog policies and requirements, etc.

Experience working with degree audit systems.

Experience with the following platforms: PeopleSoft Campus Solutions, uAchieve (DARS), and TES (College Source), Slate (CRM).

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

Letter of Interest

Resume or Curriculum Vitae

Contact information for at least three professional references

Application Deadline: The deadline to submit application materials is 11:55 p.m. on Sunday, October 8, 2023.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt's Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt is a Title IX/Affirmative Action/Equal Opportunity employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status. Mandated Reporting: This position may be considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: SSP IA and IB - 3079, SSP II - 3082
Publication Date: September 22, 2023


Advertised: 22 Sep 2023 Pacific Daylight Time
Application Closes: 08 Oct 2023 Pacific Daylight Time

To apply, visit https://careers.humboldt.edu/hm/en-us/job/530609/enrollment-services-specialist



jeid-d42b92823fc44549949ab0cb37c11bfe