Job Description

Texas State Technical College is tasked with contributing to the educational and economic development of the State of Texas through providing advanced technical programs. The Processing Specialist position is crucial to maintaining the integrity of all documents officially submitted to the Office of the Registrar. This person will be a member of a centralized processing team, level two, who will be responsible for specialized tasks in connection with the management and maintenance of a student’s record in accordance with college, state and federal policies, so that students are able to progress through their college career. As an Enrollment Management team member, this position will seek knowledge of and pledges to actively engage in a Culture of Caring striving to respond systematically to student needs and remove barriers that may prevent students from achieving their
personal and professional goals. The effectiveness of this position will be determined through lead measures and goals focused on accurate and timely processing of documents that relate to goals for Enrollment Management division and college as a whole. This position reports to the assigned leader at their campus and is responsible for upholding the policies and practices consistent with the College mission and values of excellence, accountability, service and integrity.

 

 

Essential Functions

 

• Employee will demonstrate TSTC Core values of Excellence, Accountability, Service and Integrity with internal and external stakeholders, customers, students and members of the community.

 

This position will perform a variety of specialized tasks effectively and efficiently including but not limited to:

• Processing of documents for Performance Based Education and/or Workforce Development.
• Evaluation and processing of TSTC transcripts received via email, mail or National Student Clearinghouse.
• Ability to identify discrepancies with the import or export of documents received or sent electronically and determine appropriate course of action, referring complex issues to applicable department or agency.
• Processing of enrollment verification and degree verify received by email, mail or electronically from the National Student Clearinghouse.
• Determination of an external institution’s accreditation status.
• Evaluation and assessment of transfer credit.
• Establishment, reclassification, and quality assurance of Residency.
• Solely responsible for one or more unique processes.

 

This position will analyze information and provide advanced support to Enrollment Coaches statewide through having an in-depth understanding of the rules, regulations, statues, laws or policies in review of complex issues related to:

• Admissions and enrollment procedures.
• Guidance on the acceptable forms of evidence to support the establishment of a domicile or requirements to request reclassification of residency.
• Forms and documentation to make changes to a student’s permanent record that may include but not limited to course schedule change forms and program updates.
• Ability to utilize resources to determine the accreditation of high school or college transcripts.
• Will serve as a subject matter specialist in one or more areas.

 

This position will assist in department management. Types of duties include but are not limited to:

 

• the use of internal or external reporting tools.
• Ensures compliance with state and federal reporting.
• Identifies discrepancies and determines appropriate course of action, referring complex issues to Office of the Registrar Processing Specialist III

 

This position will foster communication. Types of duties include but are not limited to:

 

• Respond in a timely manner to all applicant inquiries received via email, text and phone systems;
• Collaborate with faculty and staff to respond to general applicant inquiries through a variety of communication methods, including in-person inquiry, telephone, email contacts and other communication modalities.
• Communicate to applicants in a clear and concise manner, update comments and document all conversations in the appropriate area using assigned customer relationship management tools.
• Possess a thorough understanding of college policies, procedures, requirements, and effectively communicate them to applicants and students.
• Assist in the developmental and delivery of trainings that are provided to new staff and Enrollment Coaches statewide as necessary to ensure compliance with policies and procedures.
• Other duties as assigned

 

Education/Experience/Knowledge/Skills

 

• Minimum associates degree in appropriate field from an accredited college or university. Minimum 3 years’ experience in Higher Education in lieu of degree. Bachelor’s degree in appropriate field from an accredited college or university preferred.
• Customer service experience and experience in higher education, admissions, records, financial aid, outreach, minimum two years caseload management or a related field preferred.
• Thorough knowledge of college policies, procedures, and requirements.
• Skills in judgment and decision-making, problem solving.
• Ability to multitask.
• Abilities in problem identification, reasoning, ability to develop original ideas to solve problems.
• Knowledge of the applicable federal and state regulations governing areas related to the responsibilities of the position including the Federal Educational Rights and Privacy Act (FERPA) and ability to maintain strict confidentiality at all times.
• Skill in working independently and following through on assignments with minimal direction.
• Demonstrated ability to work effectively in a service environment that is subject to frequent interruptions and skill in setting priorities that accurately reflect the relative importance of job responsibilities.
• Demonstrated computer proficiency using Microsoft Office (Word, Excel, etc) or equivalent software, the internet, email messaging, and web-based software applications and experience using on-line student information systems.
• Ability to effectively, professionally, and tactfully interact and communicate, both orally and in writing with students, faculty, staff, and visitors. Skill in independently composing letters, memos, reports, and written communication materials using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills.
• Skill in accurate record keeping with strict attention to detail. Skill in organizing tasks, documents and materials with efficiency and accuracy.
• This job description covers a position in which the percentage of time spent on the essential functions will vary based on the workload and will ultimately be determined by the supervisor.
• This position will require a 5% or greater out-of-town travel that could extend overnight(s).
• This position may occasionally require 10% or more availability to work beyond regular hours of operation and/or weekends.

 

Equal Opportunity Employer

Texas State Technical College (TSTC), as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. TSTC is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

 

Employment Eligibility Verification

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at TSTC.

 

Background Checks

A criminal history background check will be required for the finalist(s) under consideration for this position.

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