Enrollment Services Specialist

Northwestern Michigan College

 

General Information

Job Title: Enrollment Services Specialist

Department: Financial Aid

Prepared Date: 2/11/2021

FLSA Status: Exempt

Supervisor: Director of Financial Aid
Anticipated Starting Date: May 2021

Salary (click link to view staff salary schedule): $42,170

Benefits: 
Excellent benefits package, including medical, dental, paid sick leave, and tuition benefit. For more details about benefits, go to https://www.nmc.edu/hr/ and click on Salaries and Benefits, or request a copy from the Office of Human Resources.

 

 

Position Summary:

The position supports recruitment and retention by processing federal, state, and institutional financial aid in compliance with all federal, state, and institutional guidelines and consistent with the College's mission, values, and goals.

 

Qualifications:

Required:

• Associate’s degree or two years of college completed
• Minimum of two years’ experience in a complex business environment
• Customer service experience in a professional setting
• Ability to work remotely with reliable internet connection, in addition to on-campus and wear appropriate Personal Protective Equipment PPE while on-campus
• Demonstrated experience using Banner enterprise system (or other database system)
• Experience applying laws and regulation
• Valid, unrestricted Michigan Driver's License or ability to obtain by start date

Preferred:

• Bachelor's degree
• Experience reconciling and balancing financial accounts
• Prior experience working with Financial aid (at least 2-5 years)

 

 

Essential Responsibilities:

(Critical) Analyzes and verifies financial aid data to determine student eligibility and financial need utilizing the Federal database systems and the banner system for different aid programs.

 

(Critical) Advises and counsels students and parents regarding eligibility requirements, application procedures and available financial aid programs.

 

(Critical) Processes financial aid applications in accordance with applicable guidelines and regulations, and determines and awards complex financial aid packages, involving grant, loan, work study, scholarships, etc.

 

(Critical) Communicates and maintains quality working relationships with a diverse student, parent, faculty/staff, and community population, offering information and professional guidance on Student Financial Services, Records and Registration or other NMC matters.

 

(Critical) Participates in the development of the Financial Aid Department by reviewing, and/or revising brochures, manuals, handouts and other financial aid informational material, and reviewing and revising financial aid forms, policies and procedures.

 

(Critical) Responds to questions for Student Financial Services, Accounts Payable, Records and Registration from many sources such as students, families, outside agencies, etc. based on departmental policies.

 

(Critical) Responds effectively to requests for information, composing clear correspondence, through a variety of communication methods including email, telephone, and in-person. Refers staff, student, faculty, and others to appropriate information sources.

 

(Critical) Collects and processes financial aid documents in compliance with Federal and State regulations.

 

(Critical) Reconcile regularly i.e. monthly and annually with NMC’s systems and the United States Department of Education.

 

(Critical) Performs Return to Title IV Calculations. Notifies students of adjustment to financial aid and updates the National Student Loan Database system of student status.

 

(Critical) Responsible for reviewing student Satisfactory Academic Progress and Petition for Evaluation appeals, takes to committee, and notifies student of appeal results.

 

(Critical) Responsible for maintaining State scholarships by updating information in the banner system and State of Michigan system, verifying student eligibility, and awarding.

 

(Very Important) Assists Admissions Office with recruiting, in particular for recruitment of students for State of Michigan programs.

 

(Very Important) Conducts financial aid workshops and presentations - both on-and off-campus, including some evening and weekend presentations - for students, parents and community members.

 

(Very Important) Attends and participates in meetings, conferences and events as required or needed.

 

 

(Critical) Balances General Ledger to daily cash deposits.

(Critical) Records and maintains financial data.

(Critical) Processes daily banking activity.

(Critical) Prepares monthly and other recurring journal entries.

(Critical) Reviews accounts payable invoices prior to issuance of payments.

(Critical) Responds to employee, vendor, and student questions and refers as appropriate.

(Critical) Processes and remits various tax related documents for the College and the Foundation.

(Very Important) Processes daily check log.

(Very Important) Assists in developing and maintaining Accounting policies and procedures.

 

Foundational Competencies

Ethical Behavior and Integrity
Displays honesty, trustworthiness, and ethical behavior. Earns respect. Behaves in a straightforward manner with others with no hidden agendas. Builds trust and credibility through reliability and authenticity. Leads by example; words and actions are consistently aligned.

Commitment to Lifelong Learning

Actively pursues learning and development. Stays current in content area, acquiring and refining technical and professional skills.

Commitment to Quality Service, Responsible Stewardship, Continuous Improvement
Displays a commitment to excellence and to providing quality service to learners, coworkers, or others they serve. Consistently seeks feedback and looks for ways to improve service, promote quality, and make effective use of college resources.

Creating/Contributing to a Culture of Innovation and Thoughtful Risk-taking

Creates/contributes to an environment of safety and trust. Seeks to solve problems rather than affix blame. Willing to experiment and learn.

Agility/ Adaptability/Tolerance for Ambiguity

Easily adjusts to organizational and environmental changes; adapts responses and tactics to shifting or evolving situations; deals effectively with ambiguity and uncertainty.

 

Valuing All People

Genuinely interested in others. Shows concern and empathy for others. Shows patience, understanding, and acceptance of people with varied backgrounds and perspectives. Treats learners, coworkers,

and direct reports respectfully and fairly.

Collaboration/Teamwork
Actively and enthusiastically works with others to achieve a shared common goal. Gives credit and recognition to those who have contributed. Shares information and own expertise with others to enable them to accomplish group goals. Creates a sense of belonging in the team and a culture of inclusion. Collaborates across boundaries. Looks at problem solving at the institutional level (not just in own area or department). Open to sharing resources, working with other departments and organizations.

Accountability/Personal Responsibility

Meets commitments and keeps promises; gets things done. Acknowledges and learns from mistakes. Holds self and others accountable. Takes responsibility for achieving goals.

 

 

General Competencies

Building Effective Relationships — Proficient

Importance: Critical

Relates well with all kinds of people in a variety of situations. Develops and maintains effective communication and relationships. Gets along with others; treats others politely; demonstrates tact and respect for others from varied backgrounds or with different perspectives. Demonstrates understanding, friendliness, courtesy, tact, and empathy to others. Is approachable; makes time for others. Is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.

Communications / Active Listening —Proficient

Importance: Critical

Has good sense of who needs to know what and keeps others informed. Communicates in a clear, concise, organized, and compelling manner. Gives others their full attention; listens without interrupting. Seeks to understand others' points of view. Interprets both the words spoken, and the non­verbal cues used by others.

Global Awareness / Internationally Skilled — Basic +

Importance: Very Important

Understands the complexities and interdependency of world events and sensitivity issues. Understands one's own culture and history in relationship to others. Is open to new opportunities, ideas and ways of thinking. Is self-aware about identity and culture; demonstrates sensitivity and respect for differences. Demonstrates respect for cultural differences.

Strategic Understanding / Leadership — Basic

Importance: Very Important

Explains how their role supports NMC's mission and vision. Recognizes opportunities to help the organization accomplish its goals. Considers a broad range of internal and external factors in establishing goals and priorities. Consistently ensures a fit between individual or group actions and the organizational mission/strategy. Understands the mission and vision of the organization and works to implement this within the context of individual role and immediate group work; understands personal contribution to the department and the department’s role in the organization.

 

Functional Competencies       

           

Customer Service Focus (Generic) Competency Source: Internal Importance: Critical

Is positive and professional in appearance and demeanor. Personifies role model as a service provider. Responds to customer needs with respect and courtesy. Respects diverse groups. Takes ownership of customer concerns or problems. Offers sincere apologies and makes genuine attempts to fix problems. Quickly resolves customer service problems to the extent of employee's authority. Is a creative solution finder. Confidentiality is kept. Patiently and effectively deals with angry customers. Looks at things from the perspective of the learner/customer. Confronts negative attitudes of co-workers.

 

Knowledge of Customer-Related Policies, Systems and Procedures (Call Center / Customer Service) Importance: Very Important

Knows the organization's policies regarding customer service; able to explain and use appropriate systems and procedures to enhance the customer experience.

 

Knowledge of Products & Services (Call Center / Customer Service)

Importance: Critical

Has sound understanding of the products and services offered, the benefits, constraints, and appropriate uses of each.

 

Presentation Skills (Generic) Competency Source: Internal Importance: Critical

Makes clear and effective formal presentations. Uses audiovisual aids, technology tools, and other supporting material effectively. Adapts communication for different audiences.

Handles questions and answer sessions well.

 

Problem Solving (Generic) Competency Source: Internal Importance: Very Important

Diagnoses a situation and determines what relevant information and/or procedure to use; uses reason to generate and evaluate alternatives and to determine a course of action.

 

Process Improvement (Call Center / Customer Service)

Importance: Very Important

Seeks ways to improve the processes for serving customers; identifies measures to serve customers more quickly and efficiently.

 

 

Leadership

Serve as a first-line supervisor of a work group or is an entry level professional individual contributor.

Activities:

• Instruct and train others Provide guidance and stability
• Share special or technical information with others Bring commitment and drive into the workplace. Lead by example
• Serve as a spokesperson or advocate Assign work activities

 

Tools and Equipment

 

Banner

Calculator

Desktop computer

Fax machine

MS Excel

MS Word

Printer

Telephone

 

 

Work Environment

Lifting Activities Weight Height Distance Frequency

Most frequently lifted object: under 10 lbs.; waist level; 1-9 feet (Several times per day)

Heaviest object lifted: under under 10 lbs.; waist level; 1-9 feet (Occasionally)

Non-lifting Repetitive Activities

Arm Movement (Several times per day)

Gripping (Continuously)

Sitting (Continuously)

Standing (Several times per day)

Talking (Several times per day)

Typing (Continuously)

Walking (Several times per day)

Writing (Several times per day)

Other Physical Demands

• Prolonged visual work
• Extended work hours
• Travel (10-24%)
• Must wear Personal Protective Equipment (PPE) while on campus and follow COVID-19 Policies

Mental Demands

Intense Concentration

Complex Calculations

Complicated Planning

 

Other Challenges

Heavy work volume

Precise accuracy requirements

 

Contacts with Others

 

Internal Contacts

Employees in your own work unit or department — Purpose: share information (Daily)

Employees in your function — Purpose: share information (Daily)
Managers in your function — Purpose: investigate or research (Daily)

Managers in departments outside your function — Purpose: Interact with or advise (Daily)

 

External Contacts

Federal/State Regulatory and Compliance Authorities — Purpose: investigate or research (Quarterly)

Customers — Purpose: Interact with or advise (Daily)

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment varies with position.  The noise level in the work environment is usually moderate.

Non-Discrimination Policy Notice

Northwestern Michigan College is committed to a policy of equal opportunity for all persons and does not unlawfully discriminate on the basis of race, color, national origin, sexual orientation, gender, religion, disability, genetic information, height, weight, marital status or veteran status in employment, educational programs and activities and admissions. Read more at nmc.edu/nondiscrimination.

Michigan Law requires that a person with a disability or handicap requiring accommodation for employment must notify the employer in writing within 182 days after the need is known.

 

How to Apply: 
All applicants are required to apply online at www.nmc.edu/jobs.
Applications received by 4:30 pm on Tuesday, March 9, 2021, will receive first consideration.
The position will remain open until filled. Cover letters and resumes are required of all applicants.

Official Transcripts will be required of the finalist.
Please call 231-995-1025 for questions or assistance.