Office Services Specialist

Working Title Office Services Specialist Role Title Admin and Office Spec I Role Code 19011-SW FLSA Nonexempt Pay Band 01 Position Number 277W0050 Agency Paul D. Camp Community College Division Paul D. Camp Community College (Div) Work Location Franklin (City) - 620 Hiring Range $13.50 - $15.00 /hr. DOQ Emergency/Essential Personnel No EEO Category F-Admin Supp Full Time or Part Time Part Time Does this position have telework options? -Telework options are subject to change based on business needs- Does this position have a bilingual or multilingual skill requirement or preference? Work Schedule

Varies

This is a wage position limited to working no more than 1,500 hours during the 12 month period of May 1 – April 30, regardless of the hire date.

Sensitive Position No Job Description

Paul D. Camp Community College is a small 2-year college in Southeast Virginia. Campuses are located in Franklin and Suffolk. There also is a center in Smithfield. The college offers associate degrees, certificates, and career studies certificates In transfer and career/technical programs; credit and non-credit workforce services and training for businesses and industries; special interest classes for the community; and summer classes for youth through the Regional Workforce Development Center. A dual enrollment program for high school students, online courses, and developmental studies classes are available at the college as well.

This position provides support for enrollment services in the Office of Admissions. Specific duties include the following:

• Provide general curriculum and program information.
• Update enrollment and admissions forms and distribute as needed and monitor to keep needed supply.
• Review domicile portion of the admissions application and documents to determine if a student should be granted in-state tuition.
• Process enrollment request from students and faculty using the following forms in SIS: Class Selection, Add/Drop, No Show, Withdrawal, Program Plan Change, etc.
• Work closely with the Nursing and Allied Health Department regarding proper program placement for new admits as needed.
• Maintain and track class rosters as submitted by faculty and adjunct faculty.
• Assist with ensuring that dual enrollment students’ information is processed correctly; both high school and homeschool.
• Review Employee Tuition Waivers to ensure that proper signatures are received and enroll staff members in courses as indicated and approved.
• Provide day and as needed evening coverage of office/counter and other college events.
• Greet internal and external customers, determine needs and route to appropriate personnel for assistance.
• Use critical thinking and sound judgement when determining customers’ needs.
• Maintain customer sign-in log sheet.
• Answer phones and assist caller or route to appropriate personnel for assistance.
• Key in student admissions applications as needed.
• Troubleshoot applications and enrollment issues to include multiple student ID numbers, mismatch/incorrect DOB, SSN, and correct term for enrollment, discontinued, inactive applications, and domicile errors.
• Process Information Change form.
• Assist with the preparation of VACRAO College Night to ensure that requisitions for the event are completed and responsible for recordkeeping of funds received from participating colleges, universities, and vendors.
• Assist with the preparation of requisitions for Graduation needs and also help with other set-up for graduation rehearsal and graduation night.
• Correct admissions edits on VCCS error reports.
• Collaborate with co-worker(s) to ensure coverage of the front office.
• Scan documents using ImageNow and posting to accurate electronic folder.
• Collate and file confidential student records.
• Review to ensure that most recent forms are posted on the web page and make request to IT Department for updates as required.
• Supervise work study students as assigned.
• Other related duties as assigned by the Dean of Student Services.
  
  

Special Assignments

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

KSA's/Required Qualifications

Related experience in an office setting utilizing time management, verbal and written communication, and customer service skills. Proven use of organizational skills and being detail oriented. Display excellent leadership skills and problem-solving skills. Demonstrated proficiency using word processing, spreadsheet, database, presentation and email software. Demonstrate active listening to respond appropriately to internal and external customers.

Additional Considerations

Related experience working in higher education in the Office of Admissions.

Operation of a State Vehicle No Supervises Employees No Required Travel

N/A

Posting Number WGE_2446P Recruitment Type General Public - G Number of Vacancies 1 Position End Date (if temporary) Job Open Date 03/19/2025 Job Close Date 04/02/2025 Open Until Filled Agency Website www.pdc.edu Contact Name Dr. Trina Jones Email tjones@pdc.edu Phone Number Special Instructions to Applicants

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155

Additional Information Background Check Statement Disclaimer

The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/

EEO Statement

The Virginia Community College System (VCCS) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity or other non-merit factors.

ADA Statement

The Virginia Community College System (VCCS) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts (ADA and ADAAA), to provide, reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.

E-Verify Statement

VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.

Quicklink for Posting https://jobs.vccs.edu/postings/83510