Registration Specialist - Student Support

Black Hawk College; East Moline (IL); On-site; USD 38,000 - 52,000; Full time

Job summary

Black Hawk College seeks a Registration Specialist – Student Support to serve as the first point of contact for PaCE students and families. You will register students, process payments, balance cashier sessions, and manage rosters, grades, and online course functions.

You will also support the CFK program, maintain confidential records, and handle general clerical tasks to ensure smooth operations in the PaCE department and related offices.

Qualifications

• High school diploma or equivalent required; associate’s degree preferred.
• Proficient in Microsoft Office (Outlook, Word, Excel).
• Strong written and verbal communication skills.
• Minimum two years’ office clerical experience.
• Minimum two years’ customer service experience.
• Cash-handling experience preferred.
• Ability to prioritize, organize workload, and follow through on assignments.

Responsibilities

• Serves as first PaCE staff member to be contacted by phone, email, and in-person; provide customer service and referrals.
• Registers PaCE students in classes and posts payments; balances daily cashier session and issues receipts.
• Updates student demographic information and maintains confidential records.
• Generates/ distributes rosters, posts grades, and resolves past-due grades with instructors.
• Manages online student functions (ed2go/Cengage) and processes registrations and completion reports.
• Mails schedules and parking passes to online registrants with campus classes.
• Supports CFK program: inquiries, registrations, refunds, supplies, and family coordination.
• Performs clerical duties: filing, forms, mail, and after-hours drop box checks.

Skills

Verbal communication

Written communication

Customer service

Microsoft Office

Education

High school diploma or equivalent

Associate’s degree preferred

Tools

Microsoft Office Suite

Job description

REPORTS TO: Director of Professional and Continuing Education (PaCE)

TYPE OF SUPERVISION GIVEN TO OTHERS: N/A

GENERAL RESPONSIBILITIES

The Registration Specialist – Student Support provides front-line support for the PaCE Department by answering inquiries and registering students including the posting of payments and the daily balancing of cashier session; maintaining compliance rosters and posting grades; performing various College for Kids (CFK) duties; monitoring (ed2go/Cengage) online student functions and completions; and performing general clerical duties such as filing and completing standard office forms.

DESCRIPTION OF ESSENTIAL DUTIES

1. Serves as first PaCE staff member to be contacted by phone, email, and in-person. Provides customer service that includes assessing student needs, answering student questions, making appropriate referrals, and providing directions.
2. Registers PaCE students in classes by entering student information in the College’s student database system and posting payments (cash, check, and credit card). Balances daily cashier session, drops students, issues refunds, generates student receipts/confirmations, gathers billing information for company invoices, and assists with deferred payment plans.
3. Updates student demographic information in the College’s student database system.
4. Maintains confidential student files and records for PaCE.
5. Generates and distributes midterm compliance rosters.
6. Once rosters are completed and returned, posts grades and files rosters. Researches and resolves any past-due grades with instructors.
7. Responsible for online (ed2go/Cengage) student functions by instructing and registering students; verifying student enrollments through ed2go online registration system and receiving notice of enrollments; generating end of class completion reports and reviewing student progress reports; and entering student grades.
8. Mails schedule and parking passes to those students who registered online and have class(es) on campus.
9. Provides support for CFK that includes but is not limited to: answering questions regarding the program, registering students, verifying student class enrollment, posting payments (cash, check, and credit card), issuing refunds, dropping students, purchasing supplies locally, organizing information to families needing carpooling options, preparing medical conditions report, filling boxes and delivering CFK materials to classrooms and picking up unused materials at CFK session end.
10. Maintains daily sheets to record changes as well as class status and assures that information is communicated to potential students.
11. Performs general clerical duties such as filing, eliminating data from registration form, completing standard office forms, checking for registration forms in the after-hours drop box, and distributing mail.

DESCRIPTION OF OTHER JOB DUTIES:

1. During the absence of the Outreach Center receptionist, answers and directs phone calls as needed.
2. Assists with contacting PaCE students about class status/changes as needed. Gathers payment information so refunds can be issued if needed.
3. Assists with contacting instructors regarding materials to be copied and coordinates the copying of those materials. Assembles workbooks for classes.
4. Assists with selling of books for classes that the PaCE Department keeps on hand.
5. Assists with preparing instructor packet and makes sure packet is delivered to appropriate destination.
6. Assists with distributing updated rosters.
7. Assists with CFK in other capacities as needed.
8. Assists with ordering/distributing office supplies for PaCE and resolves vendor/supplier issues.
9. Assists with contacting students who have completed PaCE career classes, recording responses, and creating a post-career class report as needed.
10. Represents PaCE at community/college information events.
11. Performs other job-related duties as assigned.

OVERALL ACCOUNTABILITIES

1. Demonstrates BHC core values.
2. Accuracy and timeliness of work.
3. Communicates professionally and in a pleasant manner with others.
4. Maintains confidentiality of records and information.

PRINCIPAL WORKING RELATIONSHIPS

1. Works directly and cooperatively with Director of Professional and Continuing Education.
2. Works directly and cooperatively with all PaCE/CFK/CommUniversity staff and faculty.
3. Works cooperatively with all Black Hawk College faculty and staff.
4. Works cooperatively with students, customers, online vendors, and the general public.

(To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.)

1. High school diploma or the recognized equivalent required. Associate’s degree preferred.

1. Demonstrated work experience and proficiency in Microsoft Office (Outlook, Word, and Excel) required.

1. Strong written and verbal communication skills required.
2. Minimum of two years’ work experience in an office setting performing clerical work required.
3. Minimum of two years’ work experience providing customer service required.
4. Cash handling experience preferred.
5. Ability to prioritize, organize workload, and follow through on assignments required.

The above statements reflect the general details necessary to describe the principle functions of the described job; it is not an all-encompassing statement of all the work requirements that may be necessary to perform the job.