Enrollment Services Specialist

Santa Clara University

Enrollment Services Specialist

Santa Clara University

Department: Enrollment Services Center

Part Year: No

FLSA Status: Non-Exempt

Standard Hours (hours per week): 40

Position Purpose:
Under supervision of the Enrollment Services Manager, this position is responsible for providing superior customer service in a “One Stop” atmosphere, to undergraduate and graduate students and their families at the front counter, on the phone and through email. The position will be cross-trained to assist students with bursar, financial aid and registrar-related transactions and will be called upon to use independent judgment to advise and resolve student issues in each of the above areas.

Essential Duties and Responsibilities:
1. Provides superior customer service to the University community through interactions and transactions representing the Bursar’s Office, Financial Aid Office and Office of the Registrar. The customer base represents 100% of the student population (undergraduate students, graduate students and law students) and their families, faculty, staff and third party vendors. Works closely with other Enrollment Services staff and student assistants to professionally and accurately respond to and address questions in a timely manner. Responsible for attending training sessions in addition to providing constant training for the department’s student workers.A. Financial aid issues will include tasks such as counseling about University, state and federal programs, deadlines and processes; coordination and explanation of aid eligibility, awards and disbursement; collection of verification and special circumstances materials; thorough understanding of third party web sites and online processes to assist customers with detailed online requirements such as FAFSA, loan applications, promissory notes, online counseling and verification DRT process; handle requests for eligibility confirmation for outside agencies; use professional judgment and sound business decisions to assess student hardships and their potential eligibility for additional types of aid.B. Bursar issues will include tasks such as providing thorough audit of student account, providing detailed information for resolving issues related to accounts, charges, payments, etc.; thorough understanding of CASHNet Payment Software in order to guide students and parents through Authorized User set-up, on-line payment and payment plan procedures; applying University policy with regard to receipt and posting of payments; familiarity with financial aid regulations relevant to student enrollment status for issuing refunds; taking payments in the form of cash and negotiable items; proper accounting of incoming cash as a loss prevention tool, strict end-of-day balancing procedures for payments processed, up to $3M per day during peak times.C. Registrar issues will include tasks such as providing information about on-line transcript and enrollment verification requests; advising students on financial aid impacts of registration changes; handling issues concerning online registration; thorough knowledge of student eCampus portal in order to assist students with degree audit, graduation requirements, registration holds, and other policies and procedures; advising students, parents and University members on Family Education Rights and Privacy Act of 1974 (FERPA) regulations.D. Answering questions and resolving issues within each of the above functional areas while consistently ensuring compliance with University policy and Federal regulations within the other, overlapping areas; constant participation (both as a trainer and a trainee) in daily, weekly, monthly and quarterly training related to all of the above offices, including on-the-job training, webinars, meetings, conferences, etc., in order to ensure that the most accurate information is being provided to our customers.E. Responsible for basic knowledge of rules/policies of other offices on campus such as Housing, Access Office, New Student Programs, Student Life, Cowell Health Center, Drahmann Advising Center, in order to act as liaison between offices to resolve outstanding issues for our customers; pro-actively follow up with departments and families to ensure timely resolution and closure of items.F. Responsible for thorough testing of software, prior to updates and installed patches/fixes; includes PeopleSoft, CASHNet, eCampus2. Responsible for maintaining fiscal/financial requirements and ensuring the University remains in compliance with University Finance Office procedures and federal regulations.A. Accurate processing of IRS Tax Form 8300 for cash received > $10,000 as a loss prevention tool and to remain in compliance.B. Act as liaison for Tuition Assistance Programs such as Stanford and EdAssist; communicate with staff and students to ensure compliance and receipt of timely payments.C. Act as liaison for specific 529 college savings programs and other third party payment vendors; prepare quarterly invoices as appropriate, and follow up to ensure accuracy and timely processing of payments.D. Act as liaison for Financial Aid Office Scholarship Processor for tracking financial aid scholarship checks that arrive in One Stop. Create and maintain scholarship log as a loss prevention tool; process monthly audit to ensure scholarship checks are endorsed and processed timely and accurately.E. Order/maintain office supplies, brochures, give-aways; remain within annual office budget constraints.3. Responsible for creating and maintaining marketing and technology tools; awareness of our customer groups to best gear the use of technology toward both parents and students and each group’s level of expertise; create ongoing balance between in-person vs. electronic assistance.A. One Stop branding, web updates, social media advertising, online tutorials, brochures and use of technology to inform our customers about our office, what we do and how we can assist them without the need to visit or call the One Stop for assistanceB. Develop creative outreach plans by utilizing print, email, web, social media, tablets, smart phones, etc. in order to get critical information (new rules, deadlines, etc.) to the customers.C. Create and maintain a vision of 24/7/365 assistance via eCampus, mobile devices, tablets, etc.D. Create and maintain digital artwork via Digital Media Management System for lobby slide showE. Record productivity data and create statistical reports for the department; creating charts, reports, etc., to accurately document the cyclical phone, email and in-person traffic, for planning and staffing purposes.4. Assist Enrollment Services Manager with leadership and management-related tasks and running the department, without assistance, on a daily basis.A. Responsible for managing the office and the student assistants in the absence of the Manager or Lead; making management-level decisions, on the spot, without supervisory assistance; taking an autonomous approach to problem solving in order to provide the expected level of customer service and satisfaction.B. Contribute to the department as a leader by taking the initiative to use out-of-the-box, creative thinking in order to create new options and solutions for our customers, all while maintaining compliance within each of the three offices.C. Have an awareness of the busy cycles of the office and call upon staff members from the related offices for assistance, when appropriate, without direction from Manager or Lead.D. Model the way, lead by example and exhibit self-confidence when assisting customers with difficult questions and when resolving issues, in an effort to train other staff and student assistants.E. Create written policies and procedures, calendars, cheat sheets and training manuals as training occurs and updating web site and other marketing materials for the department.F. Represent the One Stop at meetings in and out of the University.G. Cross trained to provide back-up support for other staff; maintain up-to-date training and current knowledge of marketing and technology tools such as updating data on the web, lobby slideshow, social media, brochures and give-aways.1. Recommends initiatives and implements changes to improve quality and services.2. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.3. Maintains contact with customers and solicits feedback for improved services.4. Maximizes productivity through use of appropriate tools; planned training and performance initiatives.5. Researches and develops resources that create timely and efficient workflow.6. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.7. Prepares and submits reports as requested and required.8. Develops and implements guidelines to support the functions of the unit.

Provides Work Direction:
Receives work direction from Director of Enrollment Services

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

Physical Demands:
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time is spent at a desk using a computer terminal.
• May be required to travel to other buildings on the campus.
• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
• May be required to occasionally travel to outside customers, venders or suppliers.

Work Environment:
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
• Typical office environment.
• Mostly indoor office environment with windows.
• Offices with equipment noise.
• Offices with frequent interruptions.

• Understanding and support of the Jesuit tradition of education and a commitment to the fundamental values of service to others, community, and diversity as well as commitment to and demonstrations of skills, knowledge, and awareness to service the unique needs of the diverse community of Santa Clara University.

• Strong written and oral communication skills.
• Strong organizational skills including time management, attention to detail, multitasking with accuracy and speed, and timely project completion.
• Exceptional interpersonal skills with the ability to influence and build working relationships among a diverse workforce at all levels.
• Proficiency in MS Word, Excel and Powerpoint required. Experience with PeopleSoft and Google Calendar and email highly desirable.
• Marketing, design and/or and social media experience preferred; may be required in some positions.
• Commitment to superior customer service, both internal and external to the department, with demonstrated empathy and patience with families that are confronted with significant financial hardships and difficult life changes.
• Self-motivated to perform tasks with minimal supervision in a high volume, dynamic environment.
• Creative problem-solving and conflict resolution.
• Sensitivity toward people of diverse social, cultural and ethnic backgrounds.
• Experience handling large amounts of cash and negotiable items and accurately balancing cash drawers is preferred.
• Decision-making experience

• Demonstrated ability to manage multiple tasks in a fast-paced work environment.
• Ability to exercise sound judgment and discretion when making management-level decisions that have positive outcomes for both the customer and the University; must demonstrate mature, autonomous decision-making skills.
• Ability to appropriately handle confidential information.
• Ability to maintain positive working relationships and open, professional communication with staff in three related office.
• Willing to work as part of team and understand the importance of team work.
• Ability to understand complex rules and regulations of all three offices at an advanced level, allowing for the ability to make appropriate, management-level decisions with confidence, without direct supervision from Manager or Lead.
• Loss prevention experience

Education and/or Experience:
• Bachelor’s Degree Preferred• Minimum of three years’ experience in a customer service and/or field with significant financial aid, enrollment, billing, cash handling experience.

Salary Information:

Close Date:

Open Until Filled: Yes

Special Instructions to Applicants:

To view the full job posting and apply for this position, go to

About Santa Clara University
Santa Clara University is a comprehensive Jesuit, Catholic university located in California’s Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master’s, Ph.D., and law degrees.

Distinguished by the highest retention rate and ranked second among all master’s universities in the West by U.S. News and World Report, Santa Clara University is California’s oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.

Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website at To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

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