Technical Specialist CE&T

Oakton College; Niles Township (IL); On-site; USD 32,000 - 46,000; Full time

Job summary

Oakton College in Skokie, IL seeks a Full Time Administrative Coordinator in the CE&T department to support enrollment and student services, including registration, records, and payments. You will coordinate computerized systems and ensure data accuracy.

The role emphasizes strong customer service, FERPA compliance, and collaboration with IT and Operations. Hours Monday–Friday with potential evening/weekend coverage; salary $28.25 hourly, with a hybrid option after 30 days.

Qualifications

• Bachelor's degree or an equivalent combination of education and experience.
• Minimum 2 years of data entry in web-based systems or software.
• Ability to work across multiple computer-based systems daily.
• Strong customer service and communication skills.

Responsibilities

• Coordinate and manage CE&T department software systems (Destiny, Axiom, OnBase, etc.).
• Resolve data migration and registration issues with the student information system.
• Serve as IT-CE&T liaison to optimize online registration and data accuracy.
• Check applications, transcripts, residency, and maintain audit-ready records.
• Provide information on FERPA policies and assist with refunds and payments.
• Assist Operations Manager in testing new software releases and reports.
• Support instructors with online services and grade entry.
• Lead data entry and data quality tasks for courses and programs.
• Balance cashier drawers and prepare reconciliation reports.

Skills

Customer service

Communication

Data entry

Interpersonal skills

Education

Bachelor's degree or equivalent in related field

Tools

Destiny

Axiom

OnBase

ShareFile

TouchNet

Banner

Job description

Department: Adult, Continuing Education, and Workforce Development

Locations: Skokie, IL

Type: Full Time Staff

About Oakton College :

Educate. Empower. Transform

At Oakton College, we know education changes lives - and that starts with the people who make it happen. For more than 50 years, we've built a welcoming and inclusive community where students from all backgrounds and experiences thrive.

We're looking for passionate educators, professionals and leaders to join our team. Whether in the classroom, student support, or behind the scenes, your talents and expertise will make a difference and shape the future.

We provide dynamic learning environments that empower students and employees alike with campuses in Des Plaines and Skokie and a Health Careers Education Center in Evanston.

As a proud institution accredited by the Higher Learning Commission, Oakton is more than a college - it's a place where innovation, equity and lifelong learning drive everything we do. We value diverse perspectives and embrace new ideas and are dedicated to fostering an inclusive and student-centered culture.

Job Description:

Basic Function and Responsibility:

Under general direction, coordinate and perform both day-to-day and longer-term work projects to support an environment related to enrollment and student services including registration, student records, financial records, electronic/technical processes, and general assistance. Responsible for contributing to supporting a healthy online registration system according to established guidelines which may require judgment in the application of policies and procedures. Provide excellent customer service which encourages registration. Assist leadership in developing goals and objectives and recommend improvements in processes and procedures.

Characteristic Duties and Responsibilities

• Coordinate and manage all computerized systems within the CE&T department to enable and support students' successful. This includes but is not limited to Destiny, Axiom, OnBase, Sharefile, TouchNet, Banner and others as needed. Manage entry of student, course, and instructor data from various forms (both paper and electronic) within appropriate software systems.
• Manage on a daily basis any data migration issues related to CE&Ts registration system and the College's primary student information system, including but not limited to duplicate profiles/usernames, payment issues, registration errors, etc.
• Serve as liaison between IT and CE&T staff and students as necessary to identify and correct issues and challenges related to online registration, student information system, or other technology.
• Check, review, and process applications and registrations. Verify applications, transcripts and residency requirements to make sure data is accurate and timely. Utilize critical thinking to investigate problems with student accounts and work with appropriate staff to create solutions to resolve. Maintain accurate records for audit.
• Provide accurate information to students and the community by telephone or in person regarding Federal, State and College policies and procedures following the guidelines of the Family Educational Rights and Privacy Act (FERPA). If necessary, route inquiries to appropriate persons.
• Initiate, verify, adjust and process student refunds, senior tuition discount requests and third-party payments.
• Support and assist the Operations Manager in analyzing business processes as related to software utilization. Make recommendations for improvement.
• Collect, Receive and apply tuition payments to the student's account. Receive and apply payments to 3rd party, rental, or contractual accounts. Balance cashier's drawers and prepare reconciliation reports.
• In cooperation with the Manager of Operations, coordinate and implement testing of all new releases of all software systems used by the department. Document and report results to share with IT staff.
• Support CE instructors with online services including accessing class lists, entering midterm and final grades, and other web-based processes. Troubleshoot and report any technological malfunctions related to instructor use to Manager and/or IT staff.
• Assist the Manager of Operations CE&T in building and changing of courses, and certificate programs and closing of classes. Oversee the entry, review, and correction of data within multiple systems utilized throughout the department.
• Assist the Manager of Operations with the continuing assessment and evaluation of processes. Provide suggestions to enhance the delivery of enrollment services information provided in person, over the telephone and via web-based systems.
• Enter test data, attendance and tutor hours of students and tutor hours of ESL/Literacy volunteers and other CE&T programs as directed.
• Generate enrollment and data analysis reports as directed.
• Troubleshoot, research and identify problems with multiple computerized systems. Report problems to the computer technical support group. Follow up and verify corrections or changes.
• May be required to lead training in areas of specialization to division staff.
• Support a self-service environment that will minimize the number of Help desk calls.
• As directed, provide direct student support service in the Alliance office.
• Perform other job-related duties as assigned.

Supervision Received:

Administrative supervision is received from the Director of Operations & Administration. Functional supervision is received from the Manager of Continuing Education & Training Operations.

Supervision Exercised:

Functional supervision may be exercised over student employees and staff.

Requirements:

Qualifications and Working Conditions:

• Bachelor's degree or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired is required. Course work or training in data base management, or other software management is preferred.
• Must have 2 years' experience in data entry in various web-based systems or software.
• The ability to interact and adjust between working in multiple computer-based systems on a daily basis is required. This must include the ability to quickly adapt to and learn new software programs and translate technical terminology for users.
• Two years general office experience, student services, customer services or related area is Required.
• A high level of interpersonal and communication skills and the ability to deliver services in an environment where there is an emphasis on customer service are required. Must be able to explain policies and communicate with others in situations requiring sensitivity and tact.
• Ability to interact professionally and tactfully with people of different levels of education, cultural backgrounds and life experiences and to exhibit an adequate level of respect to fellow employees and the College community at large.
• Must be able to maintain the confidentiality of students and any information regarding their enrollment.
• The ability to enter, retrieve and manipulate data on a computer is required. Ability to proofread and check documents for errors as well as the ability to perform data entry to input and update data.
• Requires the ability to mentally attend to and visually concentrate on a substantial amount of detail work. Must be able to analyze, edit and proofread reports, documents and data entry inputs as needed.

Physical Demands:

Light lifting up to 10 lbs. and light carrying up to 10 lbs. Ability to reach above shoulder. Periods of time spent sitting, standing, walking, kneeling, bending and stooping. Mobility to move from building to building on-Campus and to visit off-Campus entities. Work is performed in a general office environment and is sedentary in nature. Little or no exposure

Additional Information:

HOURS: Monday - Friday 8:15 am - 5:00 pm - (Ability to work some evening and/or weekend hours consistent with student needs)

SALARY: The hourly salary of this position is $28.25 which equates to $56,921annualized based on Oakton's summer hours schedule.

Based on the needs of the college and with Administrator approval, some positions at the college may have a hybrid schedule option available after 30 working days.

Oakton College conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Convictions are not a bar to employment. Background checks will be performed in compliance with state and federal law and in accordance with the Illinois Department of Human Rights Conviction Record Protection Act of March 2021.

Oakton College does not utilize E-Verify for employment eligibility verification.