Office Specialist - Early College

College of Eastern Idaho; Idaho Falls (ID); On-site; USD 19,000 - 25,000; Part time

Job summary

The College of Eastern Idaho is hiring a part-time Office Specialist for the Early College Office. The role focuses on front-line customer service for high school students entering college, with tasks spanning phone/email contact, records maintenance, and general office duties.

Work 19.5 hours weekly: Tue–Thu 1:00–5:00 PM and Fri 8:30 AM–5:00 PM. Applicants should have an Associate Degree or Technical Certificate, community college/dual credit experience, and Spanish bilingual ability.

Qualifications

• Associate Degree or Technical Certificate.
• Experience in a community college or educational setting.
• Experience working with dual credit programs or students.
• Bilingual in Spanish preferred.

Responsibilities

• Provide front-facing customer service via phone and email.
• Maintain records and perform general office duties.
• Track program compliance and prepare reports for the Director.
• Assist with event planning, scheduling, and department tasks.
• Manage mail, supplies, and office coverage as needed.
• Support FERPA-compliant recordkeeping and data entry.

Skills

Telephone etiquette

Written and verbal communication

Diversity awareness

Dependability

Organizational skills

Self-motivation

Learning systems

Electronic filing

Education

Associate Degree or Technical Certificate

Community college experience

Dual credit program experience

Bilingual Spanish

Tools

Word

Excel

Job description

The Early College Office at College of Eastern Idaho is seeking a friendly & organized, people-person to join our team! We’re on the lookout for someone who loves a good challenge, has experience in an office setting, and is excited about higher education. This position will primarily provide excellent, front-facing customer service and is essential to a high school student's first college experience.

Job Summary

The part-time Office Specialist for Early College will perform a wide range of customer service and office support functions. The position requires a combination of characteristics and skills such as: attention to detail, organization, empathy, friendliness, clarity in communication, and dependability.

The position will work 19.5 hours per week and will serve as front-line customer support for the Early College office. The working schedule will be Tuesday thru Thursday from 1:00 - 5:00PM and Fridays from 8:30AM-5:00PM. Daily tasks will involve making and receiving phone calls, email correspondence, maintaining records, and general office duties. The specialist will work as part of an high functioning team focused on providing access and opportunities to Eastern Idaho high school students.

• Performs a wide range of office support functions using independent judgment in applying existing policies and procedures to complete assignments.
• Delivers outstanding customer service to students, faculty, staff, and visitors, creating a friendly and welcoming atmosphere.
• Communicates via telephone and email with students, parents, and customers. Handles inbound calls and makes outbound calls.
• Assists Early College full-time staff with student follow-up as needed.
• Assists Early College Director with projects and tasks as needed.
• Tracks compliance for assigned aspects of program management and prepares reports for the Director.
• Refers students and customers to various staff and/or resources as needed.
• Executes responsibilities, following established procedures and practices, and maintain records in accordance with FERPA compliance.
• Maintains a broad knowledge base of Early College program procedures and requirements and conveys information with professionalism and accuracy.
• Assists in the maintenance of digital student records and facilitates the conversion of archived documents into digital formats.
• Performs data entry.
• Provides office coverage when full-time team members are visiting high schools or attending events.
• Oversees the delivery of both outgoing and incoming mail.
• Orders office supplies.
• Schedules appointments, services, and meetings under the direction of the department supervisor.
• Assist department staff with event planning and coordination as needed.
• Performs other job-related duties as assigned.

• Excellent and professional telephone etiquette.
• Demonstrated excellence in written and verbal communication skills.
• Experience working with individuals and groups that have diverse needs, backgrounds, and circumstances.
• Demonstrated proficiency with office software programs (Word, Excel, etc.)
• Demonstrated dependability, reliability, and adaptability in a professional setting.
• Demonstrated aptitude for learning systems and creating organization.
• Ability to be self-motivated with minimal supervision.
• Experience using electronic filing systems.
• Incumbent must reside in Idaho (Currently CEI doesn’t sponsor Visas).

• Associate Degree or Technical Certificate
• Experience working in a community college or educational setting.
• Experience working within dual credit programs or with dual credit students
• Bilingual (Spanish)

Physical Demands and Work Environment

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions.

On-site work is essential and regular predictable attendance is required. Employees may be required to work at occasional events and handle tasks outside of regular working hours.

Background Investigations

Employment at College of Eastern Idaho will be contingent upon the successful completion of a criminal background investigation and may require a credit and/or motor vehicle background investigation depending on the position. Please refer to Policy 225: Background Checks.

EOE/ADA

Hiring is done without regard to race, color, religion, national origin, sex, age, or disability. In addition, preference may be given to qualified veterans under state and federal laws and regulations.

Link to Annual Security Report for CEI: https://www.cei.edu/students-right-know