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Certificate of Christian Ministry Enrollment Coach

LOCATION: Wayland Baptist University (WBU) – Rio Grande Valley

SUPERVISED BY: Director, Certificate of Christian Ministry

POSITION CLASSIFICATION: Part-time, Temporary, Non-exempt

POSITIONS SUPERVISED: None

GENERAL RESPONSIBILITIES:
Provides clerical and administrative support activities to fulfill the needs of the Certificate of Christian Ministry program, including secretarial services for the Director. Maintains all records related to the Certificate of Christian Ministry program, including those related to correspondence with facilitators, writers of CCM course materials, students, and others. Keeps student study plans, records grades, send grade reports to students, maintains files of course grade reports, files copies of course syllabi, and other related course materials. Assists with the editing and final preparation of course materials as requested by the director. Interacts appropriately with the related personnel at the Plainview campus and all CCM sites.

SPECIFIC TASKS AND DUTIES:

  1. Establishes and maintains interpersonal relationships with co-workers and students.
  2. Maintains information files and processes paperwork.
  3. Organizes, plans and prioritizes work to meet specific goals.
  4. Documents and records information through data entry, transcribing, recording, storing, or maintaining information in written or electronic form.
  5. Answers telephone and provides information/assistance.
  6. Sorts or classifies information, according to content, purpose, user criteria, or chronological, alphabetical, or numerical order.
  7. Locates and retrieves files upon request from authorized users.
  8. Places materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
  9. Removes or destroys outdated materials in accordance with file maintenance schedules or legal requirements. Scans or reads
  10. Scans or reads incoming materials to determine filing order or location.
  11. Assigns and records or stamps identification numbers or codes to index materials for filing.
  12. Inspects or examines materials or files for accuracy, legibility, or damage.
  13. Inserts additional data on file records (i.e., telephone numbers, address changes, etc.).
  14. Authorizes or documents materials movement, using logbook or computer and traces missing files.
  15. Makes copies of data and records, using photocopying equipment.
  16. Faxes materials as required and within the policies regarding privacy and confidentiality.
  17. Maintains file security and adheres to policies regarding privacy and release of sensitive information.
  18. Communicates effectively with supervisors and peers – provides information to supervisor and co-workers by telephone, in written form, e-mail, or in person.
  19. Performs necessary support for registration and graduation.
  20. Works in a cross-functional team capacity to develop, coordinate, and implement the registration schedule and process.
  21. At all times conducts him/herself with integrity and honesty and in a manner consistent with the mission of the university
  22. Focuses primarily on the RGV area recruiting market (150-mile radius)
  23. Collaborates with other Enrollment Coaches to set and assess goals for strategic recruitment efforts.
  24. Works to convert applicants to the RGV campus into enrolled students by build relationship and supporting students in submitting required documentation for admittance.
  25. Responsible for counseling, problem-solving and providing accurate information regarding admission requirements, financial aid programs, scholarship eligibility, student life, and other aspects of Wayland to prospective students and their families via multiple venues including counter, call center and email.
  26. Processes transcripts, financial aid & scholarship paperwork, registers/withdraws students, generates, maintains and distributes transcripts and letters of verification as well as other paperwork and/or processes within the enrollment services units.
  27. Assists home offices with processing and refining processes as needed.
  28. Travels occasionally throughout the market area conducting and/or hosting high school, community college, and partnership fairs/visits and other activities intended to drive student engagement.
  29. Makes recruitment presentations to both groups and individuals on and off campus.
  30. Train and coach the work of one or more Enrollment Coaches (Category 1), whose duties are directly tied to the support of the Enrollment Coach squad and corporate efforts to effectively recruit for the university.
  31. Assists in the communal assessment and accountability of other Enrollment Coaches in the Admission Office.
  32. Effectively communicates with a wide array of university constituencies including current students, prospective students, parents of both current and prospective students, alumni, trustees, and other university departments.
  33. Schedules and performs campus tours of the campus to prospective students, parents, and faculty.
  34. Stays current on recruiting trends and efforts including maintaining a high level of working knowledge of university information, organization, opportunities and policies.
  35. Attends and assists in the implementation of preview events and early registration events.
  36. Supervises/completes recruitment projects as assigned by the supervisor.
  37. Assists parents and students with enrollment-related issues as appropriate.

The above statements are not a complete list of all responsibilities and duties performed in this job. Employee may perform other related duties as assigned.

MINIMUM QUALIFICATIONS:
Education:
   1. High school diploma or GED required with emphasis on office management/office skills
       desired.
   2. Bachelor’s degree in business or related skills highly desired.
Experience and Knowledge:
   1. Experience in a university administration setting, preferably student records office or
        registrar’s office.
   2. A deep commitment to Christian Higher Education and agreement with the purposes and
       philosophy of higher education as promoted by the Baptist General Convention of Texas in
       general and WBU in particular.
   3. An understanding of and commitment to work with educational programs related to
       churches, businesses, industries, and the military.
Skills and Abilities:
   1. Must be bilingual ( English and Spanish).
   2. Must possess good computer skills with Microsoft Word, Excel, Oasis and PowerPoint  experience.
   3. Must possess good verbal and writing skills in both languages plus good listening skills.
   4. Must be detail-oriented and have good organizational skills.
   5. Ability to understand and interpret personnel policies and procedures.
   6. Ability to be flexible, prioritize and available to work extended hours as needed although
       this is a part-time position based on an anticipated twenty-hour work week.
   7. Ability to follow directions and work cooperatively with others.
   8. Service oriented – actively looks for ways to help people and solve their problems.

CONDITIONS OF EMPLOYMENT:
This is a full-time, permanent position. This position will remain active only as long as there is applicable work to be performed. Employee must be able to work as a team player, work indoors and in an environmentally controlled office area with florescent lighting, and on occasion work outdoors, be exact and accurate, pay very close attention to detail, and have transportation to and from work. The qualified applicant must be able to work flexible hours as needed, not to exceed 30 hours per week. If hired, the prospective employee must present documentation with three (3) days of hire date to establish her/his identity and employment eligibility as required by Immigration and Naturalization Services. Some travel may be required. Must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license. Must have and maintain a satisfactory driver’s record. The candidate for employment will be subject to a background check and may be requested to take a drug test.

If requested, reasonable accommodations will be made for persons with disabilities for any part of the employment process in accordance with the Americans with Disabilities Act of 1990.