STUDENT RECORDS CLERK PTE ll

The Student Records Clerk is the frontline staff member for the Registration Office, responding to walk-in clients, phone calls and email. The successful Student Records Clerk will have strong customer service skills, have general knowledge of Bates Programs to assist/re-direct inquiries, is knowledgeable of Registration office policies and procedures, and be able to connect with a diverse group of students and staff.  This individual must have strong attention to detail when completing records-related tasks, even with multiple front-desk related interruptions.

As per Bates Professional Technical Employees (PTE) agreement, Section 21.1, this position will be open to all permanent bargaining unit members for a minimum period of 5 days. Essential Functions

• Meet, greet and put the public, faculty, staff and students at ease by answering questions, in person or over the telephone regarding the department’s services.
• Provide photo identification cards for students, faculty and staff upon request.
• Respond to request for information regarding student enrollment verifications in accordance with state and federal guidelines.
• Compile and enter data into the college student management system, ctcLink (PeopleSoft), including but not limited to Service Indicator coding, Student Group coding, Advisor Assignment coding.
• Process Registration Forms, electronic and paper submittals, timely and accurately, including but not limited to Add/Drop, Unofficial Transcript requests, Program/Plan Change requests, Release of Information.  
• Maintain basic knowledge of Student Services including, Financial Aid, Advising and Retention in order to redirect inquiries to the appropriate departments. 
• Monitor, organize and reply or forward emails from the Registration email and the Admission email accounts.
• Provide limited administrative support to Advising and Retention staff at South campus, examples assist students in scheduling appointments with Advisors and Retention Specialists and/or provide information regarding procedures and services.
• Assist students with Admission and Registration related online functions, such as but not limited to the online application (OAAP), ctcLink Student Homepage, ctcLink Mobile App. 
• Support Registration Office efforts to record, file, and/or digitize student records information.
• Monitor and fulfil Unofficial Transcript requests from students from our Legacy system. 

Non-Essential/Other Functions

• Accountable for keeping personal development up-to-date; adding to skills and knowledge through courses that may be available through the Bates Technical College courses, professional development committees, etc. 
• Participate actively and collaboratively on committees for college as needed including but not limited to staff recruitment, college councils, etc.
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Additional activities, duties and responsibilities may change at any time with or without notice to meet college needs.

Conditions of Employment

• Once offer of employment is made, a background check including criminal record history will be conducted. Information from the background check will not preclude employment but will be contingent in determining the employee's suitability and competence to continue to perform in the position. 
• This position has been designated as a bargaining unit position represented by Bates Technical College local union.
• This position is required to work on campus
• Must be willing to work flexible hours.

Minimum Qualifications 

• High School Diploma/GED and one year of relevant experience

Allowable Substitution
If necessary, alternative combinations of education and experience may be evaluated by Human Resources for comparability.       
 
Preferred Qualifications 

• Experience at a community or technical college.

• Experience working in registration or enrollment services.
• Knowledge and understanding of FERPA.
• Experience with MS office suite, specifically with Excel.

BATES TECHNICAL COLLEGE reaffirms its policy of equal opportunity and does not discriminate on the basis of race, ethnicity, color, national origin, creed, religion, sex, sexual orientation, gender identity, age, marital status, disability, or status as a disabled veteran or Vietnam era veteran in its programs and activities in accordance with college policy, and applicable federal and state statutes and regulations. Bates publications are available in alternate formats upon request by contacting the Disability Support Services Office at 253.680.7010. Inquiries regarding Bates' non-discriminatory policies, including Title IX and ADA, should be directed to: For student matters, the Dean of Student Services at 253.680.7105, Downtown Campus A211. For employee matters, the Executive Director of Human Resources at 253.680.7180, Downtown Campus A326.

Land Acknowledgement 
 We honor and recognize the Coast Salish people, specifically the Puyallup Tribe of Indians, on whose traditional territory and ancestral lands Bates Technical College campuses sit. They were forcibly relocated onto reservation lands in what is today Tacoma, Washington, in late 1854, after signing the Treaty of Medicine Creek with the United States. We acknowledge and thank the original stewards of this land.

This recruitment announcement does not reflect the entire job description and can be changed and/or modified without notice. 

Salary : $49,514 - $53,260