Student Services Welcome Specialist

Gaston College; Dallas (NC); On-site; USD 35,000 - 52,000; Full time

Job summary

Gaston College in North Carolina seeks a Student Services Specialist to guide students through enrollment, advising, financial aid, and orientation while maintaining confidentiality and delivering high-quality service. The role also supports the Student Pantry with check-in, inventory, and access, triaging inquiries and directing students to appropriate staff.

The position emphasizes professional communication, multitasking, and collaboration across Student Services, with occasional

Qualifications

• Two years of clerical experience in a business or educational setting.
• Excellent interpersonal, written, and verbal communication skills.
• Strong organizational skills and ability to multitask in a fast-paced environment.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint).
• Experience with Student Pantry tracking software and student information systems preferred.
• Spanish language skills preferred.

Responsibilities

• Maintain confidentiality and professionalism in representing the College and adhere to policies.
• Participate in cross-training to assist in other Student Services areas.
• Familiarity with FERPA rules and regulations.
• Provide information to students, faculty, and staff via in-person, phone, or email interactions.
• Greet and assist students, routing to the appropriate department and addressing questions.
• Assist students with admissions, financial aid, registrations, orientation, and testing processes.
• Help with Student Pantry check-in, inventory tracking, and provide access to pantry services.
• Enter data for Student Services and assist with document imaging as needed.
• Be flexible for evening/weekend hours and serve as a backup administrative assistant as required.

Skills

Clerical experience

Interpersonal communication

Organizational skills

Microsoft Office proficiency

Data entry / student information

Spanish language (preferred)

Education

High school diploma or GED/HSE

Associate degree (preferred)

CRC (preferred)

Tools

Watermark

Colleague

Student Pantry tracking software

Job description

SUMMARY

Open until filled

The Student Services Specialist serves as the initial guide for new, current, and returning students and provides essential front-line administrative support within the Student Services division. This position assists students with enrollment, registration, advising, financial aid, orientation, testing, and other college processes; triages inquiries; connects students with specialized Student Services staff; and provides information and referrals in a professional, welcoming, and confidential manner. The position also provides operational support for the Student Pantry, including student check-in, pantry access, and inventory tracking.

DUTIES AND RESPONSIBILITIES

• Maintain a high standard of professionalism in representing the College including confidentiality in all aspects of the position’s responsibilities and adherence to policies, procedures, and other established guidelines. Adhere to professional accountability and accept responsibility for managing situations and problems. Work cooperatively with team members and colleagues, contributing positively and constructively to the achievement of team and College objectives. Provide a high level of service to customers by establishing and maintaining effective working relationships and partnerships.
• Participate in cross-training to assist in other Student Services areas and functions as needed.
• Knowledge of Federal Educational Rights and Privacy Acts (FERPA) rules and regulations.
• Perform in a professional manner that promotes collaboration, collegiality, and outstanding customer service for both internal and external clients.
• Provide information to students, faculty, and staff through personal contact, telephone, and/or e-mail.
• Greet and assist students in person or by telephone by routing to the appropriate department, taking messages, answering questions, and finding solutions to student concerns.
• Assist students in completing admissions, financial aid, curriculum and continuing education registrations, orientation, and testing processes. Handle student matters and emergencies in a confidential manner. Assist with walk-ins and scheduled appointment check-in processes and help students navigate online student portals and forms.
• Complete help desk tickets for technical or repair issues as needed for the 2nd Floor Myers Center.
• Assist with Student Pantry check-in and recordkeeping, including using Student Pantry tracking software to check students in for pantry services, add students to the system as needed, and maintain accurate student participation records while protecting student confidentiality.
• Assist students with accessing the Student Pantry by providing directions, escorting students to the pantry as needed, and helping ensure a welcoming, organized, and respectful experience.
• Assist with Student Pantry recordkeeping, including entering or updating inventory information in Student Pantry tracking software, adding inventory to the system as needed, and helping ensure inventory records remain accurate and current.
• Keep Welcome Desk fully stocked with the necessary handouts, brochures, maps, calendars, etc.
• Stay informed of departmental, divisional, and College procedures.
• Enter data, when needed, for all areas of Student Services. Assist with document imaging of student files.
• Evening and weekend work hours will vary depending on College needs, registration, and special events.
• Serve as backup administrative assistant to the Vice President for Student Services and the Dean of Student Development and Support Services when the administrative assistant is away from their desk. Perform other duties as assigned by the supervisor and/or the Vice President for Student Services.
• Be informed and knowledgeable regarding student information needs from multiple offices including, but not limited to, curriculum registration and records, continuing education registration, new student advising, returning student advising, admissions, , financial aid, veterans affairs, counseling services, success coaching, basic needs resources and support, student government association, student conduct, Vice President for Student Services’ office, TRIO SSS, and placement testing.

MINIMUM EDUCATION QUALIFICATIONS

• High school diploma or GED/HSE required.
• Relevant associate degree from a regionally accredited college preferred.
• Career Readiness Certificate (CRC) preferred.

MINIMUM EXPERIENCE QUALIFICATIONS

• Two years’ clerical experience in a business or educational setting with extensive public contact and accurate recordkeeping required.
• Excellent interpersonal, written, and verbal communication skills required.
• Strong organizational skills and the demonstrated ability to handle multiple tasks in a fast-paced environment required.
• Working knowledge of operating standard office equipment and related tools and technology required.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, etc.) required.
• Working knowledge of Student Pantry tracking software and inventory software, student information systems such as Watermark or Colleague, and related data-entry systems preferred.
• Demonstrated clerical competencies through internal testing required.
• Strong cross-cultural skills and fluency in Spanish preferred.

PHYSICAL REQUIREMENTS

• Generally, works in a traditional climate-controlled office environment and requires the ability to sit for extended periods.
• Some walking, standing, and bending required, and the ability to lift and maneuver items weighing up to 15 pounds.
• Work environment can be stressful at times in dealing with a wide variety of challenges and deadlines.
• In addition to regular office hours, the position sometimes requires overtime and/or evening hours.