Student Services Administrative Specialist

Position Overview

Serve as the administrative assistant for CAP Services, covering career services, academic advising, and placement. Provide prospective, continuing, and returning students with accurate and timely information about admissions, registration, advising, enrollment, financial aid, academic warning, student services, and student technology. Offer office support in budgeting, purchases, website maintenance, training of work‑study students, and maintaining statistical records.

• Serve as one of two staff providing customer services to students and staff in CAP Services, performing administrative support and oversight of office operations.
• Manage multiple phone lines, in‑person traffic, and email correspondence; schedule appointments for placement, advising, and career exploration; oversee office operations and reception scheduling.
• Assist prospective students with application, placement, advising, and registration; provide special services on new‑student advising days including registration guidance in a computer lab and room scheduling; give basic financial aid information.
• Provide continuing students with advising requirements, wait‑list information, academic warning requirements, tuition payments, transcripts, and graduation guidance; use COCC’s student information system to provide accurate information, solve problems, and protect student privacy.
• Recruit and train work‑study students and temporary employees under the direction of the CAP Services Assistant Director.
• Maintain confidentiality for students; determine appropriate responses to urgent situations, possibly referring to community health services and coordinating with college officials.
• Participate in the CAP Services team to support a shared vision of excellence in student services, systematic assessment, and continuous improvement.
• Perform other duties and projects related to the overall objective of the position.
• Serve on college committees.

• Produce rosters, reports, forms, correspondence, and graphics for publications. Generate mass mailings using Banner, Access reports, Word, and mail merge. Support departmental web pages.
• Coordinate operational functions of the department, including maintaining financial records and budget ledgers for three budgets; prepare purchase orders and check requests; monitor and purchase office supplies and college promotional materials.
• Maintain electronic job‑board software or webpages to post jobs for prospective employers, set up student accounts, and retrieve reports; train hourly and work students in job‑board maintenance.

• Respond consistently with excellent customer service to a high volume of contacts, including simultaneous inquiries in person and via multiple phone lines.
• Communicate effectively with students, staff, and the public from diverse backgrounds.
• Adhere to federal student privacy requirements and maintain confidentiality as required by FERPA.
• Provide support to personal counseling with professionalism and confidentiality; support counselor’s adherence to HIPAA.
• Use appropriate technology tools, including Windows, Word, PowerPoint, Excel, Outlook, Access, database and web interfaces, E‑recruiting software, placement test scoring software, and general office equipment.
• Guide students in using basic student technology such as their online account and the E‑recruiting software.
• Possess strong communication and proofreading skills, and communicate effectively in writing and orally.
• Work cooperatively with a diverse workplace.
• Work independently and collaboratively, prioritize workload, analyze problems, and determine solutions.
• Remain calm in stressful situations, work under pressure, meet deadlines, maintain attention to detail, and multitask.
• Organize workflow and tasks to support overall team needs.

Regular office hours are 8 am to 5 pm during the workweek. Employees must function effectively indoors in a primarily sedentary office environment, work at a workstation for extended periods, read and write on computer screens, and hold telephonic conversations. Occasional lifting up to 25 lbs is required. All…