Specialist - Student Registration

Fox Valley Technical College (FVTC); United States; On-site; USD 30,000 - 35,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Retirement plan

Paid time off

Tuition reimbursement

Flexible schedules

Onsite health clinic

Job summary

Fox Valley Technical College (FVTC) in Appleton seeks a Student Registration Specialist for its Main Campus. You will be the initial point of contact for Student Services, handling inquiries by phone, chat, email, and in person at the Welcome Center, and guiding students through enrollment, payments, transcripts, and other transactions in line with FVTC policies and FERPA.

The role emphasizes confidentiality of PII, collaboration with advisors for registration requirements, and support across

Qualifications

• Associate degree required or related experience in student records
• Familiar with FERPA compliance and student information systems
• Strong customer service and multi-channel communication skills

Responsibilities

• Serves as first contact for Student Services via phone, chat, email, and in-person at Welcome Center
• Assist students with enrollment, payments, transcripts, and other transactions
• Ensure compliance with FVTC policies and FERPA while handling PII
• Support graduation processing and collaborate with advisors for registration requirements
• Crosstrain and provide backup within Registrar’s office and assist Admissions staff

Skills

Customer service

Communication

Phone/Chat/Email support

Education

Associate’s Degree in Administrative Assistant or related field

Bachelor’s degree preferred

Tools

PeopleSoft

Workday

MS Office

Job description

Job Category Regular Support Staff FVTC Worksite Appleton Main Campus Hours Per Week 24

The Student Registration Specialist is responsible for providing exceptional customer service and support to students, parents, staff, and the public as the initial point of contact for Student Services at Fox Valley Technical College. This position involves handling inquiries via phone, online chat, email, and in-person at the College’s Welcome Center. The Registration Specialist will assist students with enrollment, payment, transcript, and other transactional services while ensuring compliance with college policies and state and federal regulations. Due to access to Personally Identifiable Information (PII) a high level of confidentiality and discretion is essential. Work Schedule: Monday - Thursday, 11:30 AM - 6:00 PM (includes 30 minute unpaid lunch per day)

Job Description Essential Functions and Responsibilities

• Customer Service and Initial Contact: Serves as the initial customer service contact for Student Services and Fox Valley Technical College by answering the main college phone line and for the Records and Registration Office, responding to website chats, and emails in the departmental inbox, and assisting students, staff and visitors at the Welcome Center Provide clear and helpful information to all inquiries, ensuring a positive and welcoming experience for potential and current students, staff, and community members. Assess individual student needs and assist directly with college applications, class enrollment, document collection, and payment processing.
• Student Registration Support: Accurately identify and interpret appropriate college and departmental policies to ensure compliance with all FVTC enrollment and registration policies and procedures. Assist staff and students with enrollment errors, accurate drop and withdrawal procedures, and processing appropriate course fee reduction exceptions. Assist students with course registration issues, including troubleshooting problems with online registration, waitlist management, and resolving registration holds. Provide support during peak registration periods, ensuring that students are registered in compliance with college policies and deadlines. Collaborate with advisors and academic departments to ensure students meet registration requirements.
• Individualized Student Support: Offer personalized assistance to students by analyzing and troubleshooting their needs. Assist with student self-service accounts, including viewing or updating personal information, collecting appropriate documentation, and recording details on student accounts.
• Confidentiality and Discretion: Handle sensitive student information, including Social Security numbers, dates of birth, and other Personally Identifiable Information (PII), with the utmost confidentiality. Use discretion and sound judgment when accessing and sharing PII, ensuring compliance with FERPA, college policies, and state and federal regulations. Always maintain the security and integrity of student records and data. Process account changes to student PII, following all college policies and procedures.
• Graduation Processing: Assist in processing applications for graduation, verifying completion of degree requirements, and coordinating the issuance of diplomas. Collaborate with the commencement committee to support graduation ceremonies.
• Non-Essential Functions and Responsibilities: Crosstrain and provide backup within Registrar’s office. Assist Admissions staff with student account updates. Handle difficult or sensitive situations with customers. Contribute to and help develop Student Services initiatives and participate in team decision-making. Assist with open house, new student registration, commencement, and other Student Success Division activities.

Minimum Qualifications

• Education and/or Experience Requirements: Associate’s Degree in Administrative Assistant or related field is required, Bachelor’s preferred Two to three years of recent, related work experience working with student records
• Licenses, Certifications, and Other Requirements: Advanced knowledge of Windows operating systems and MS Office Suite (i.e., spreadsheets, word processing, charting tools, database) Extensive knowledge of student records management within a comprehensive student information system such as PeopleSoft or Workday. Familiarity with FERPA compliance, academic records, and student record-keeping policies and practices.

Work Environment

Work will be completed in-person. Work environment may change based upon college needs.

Physical Requirements

• Sitting: Prolonged periods of sitting while performing tasks and utilizing computer system.
• Mobility: While much of the work is desk-based, occasional mobility may be necessary for attending meetings, office tours, or events within the workplace.
• Fine Motor Skills: Requires precise hand movements for typing and using office equipment.
• Repetitive Motions: Capacity to perform repetitive motions, such as typing, without discomfort or injury.
• Communication: Strong verbal and written communication skills are essential for interacting with staff and stakeholders, both in-person and through electronic means.

EOE/ADA Statement

Fox Valley Technical College (FVTC) is an Equal Opportunity Employer (EOE). In compliance with the Americans with Disabilities Act (ADA), FVTC will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.

Additional Information

Starting Range: $21.88 - $25.74 per hour. Pay is based on a multitude of factors, including experience, qualifications, education, relevant certifications, internal equity, and market data. Note: Internal applicants' wage will be based upon the applicable compensation guidelines. At Fox Valley Technical College, we recognize employees as key contributors to our mission and are committed to fostering a culture of fairness, transparency, and excellence. Our total rewards philosophy ensures equitable compensation and benefits, supporting a highly engaged workforce. Our comprehensive benefits package includes medical, dental, and vision insurance, along with retirement contributions to the Wisconsin Retirement System and 403(b)/457 plan options. Employees enjoy paid time off, sick leave, holidays, bereavement leave, and recess periods. We offer life and disability insurance, with options for additional coverage. Work-life balance is supported through flexible schedules or remote work options (for some positions) and wellbeing programs. Professional development opportunities include training, certifications, and tuition reimbursement. Additional perks at the Appleton Main Campus include an onsite health and wellbeing clinic, dental clinic, fitness center, Parent/Child Center (onsite child care), library, café, printing services, Trilogy Salon & Spa, and more.

Fox Valley Technical College is an Equal Opportunity/Affirmative Action institution, providing equal opportunity to all persons, including members of underrepresented racial and ethnic backgrounds, females, veterans and individuals of all abilities. For questions regarding the College’s nondiscrimination policy, contact: Rayon Brown - [e-mail] (Affirmative Action), [e-mail] (sex-based discrimination or harassment), or Dan Squires - [e-mail] (Disability related discrimination). Fox Valley Technical College® has been the college of choice in our community for over 100 years. This is because of our outstanding employees. People enjoy working at FVTC because of our collaborative and innovative culture. We celebrate diversity, support equity and inclusiveness, and encourages individual expression in our workplace. Our focus is on helping people get the skills they need to succeed in their chosen career.