1230 Enrollment Services Systems Coordinator

POSITION IDENTIFICATION

TITLE Enrollment Services Systems Coordinator

CLASSIFICATION NUMBER 1230

GRADE 44

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Associate Vice President for Enrollment Management and Services

MAJOR ADMINISTRATOR Vice President for Student Affairs

GENERAL FUNCTION

The Enrollment Services Systems Coordinator uses an advanced understanding of University policies and procedures related to student academic records and course information to coordinate between Enrollment Services offices and Computer Services in the analysis, design, integration, implementation, and maintenance of the various software systems that support the functions of admission, registration, student records, degree audits, and financial aid. The Enrollment Services Systems Coordinator provides consultation and support to units outside of Enrollment Services that regularly utilize or interface with student and course information systems by evaluating their information and/or business process needs and recommending solutions. The Enrollment Services Systems Coordinator assists in the administration of policies and procedures related to special enrollment programs. The Enrollment Services Systems Coordinator assists in the evaluation of third-party software solutions being considered by the University and assists in the implementation of such systems when appropriate. The Enrollment Services Systems Coordinator assists in the development of processes and procedures to ensure data security and accuracy.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A bachelor’s degree is required, preferably in business, management, or computer information systems. A master’s degree in one of these fields is preferred.

Experience: At least three years of experience in the development, maintenance, and utilization of comprehensive and complex student information systems (admission, registration, student records, and degree audit) or systems with a similar level of complexity is required. Knowledge of Ellucian’s Banner software suite is preferred.

Skills: The ability to understand, interpret, and analyze data and business process needs of integrated functions in a complex system is required. The ability to effectively translate data and business process needs between end users and systems analysts and programmers is required. Competency in the use of query tools and applications software is required. Strong verbal and written communication skills are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Supports the core functions of Enrollment Services offices (e.g., Admissions, Financial Aid, and Registrar) by developing and maintaining a high-level understanding of the University’s student information system (Banner) as well as the information and business process needs of those offices, acquiring and utilizing a knowledge of University policies and procedures and coordinating between Enrollment Services staff and Computer Services staff in the acquisition, development, implementation, and maintenance of software systems and their associated upgrades.

2. Supports offices and departments outside of Enrollment Services (International Student Services, Graduate College, Residence Life, Housing and Dining Services, Health Center, and others) that use an interface with student and/or course information systems by developing an understanding of their information and business process needs and suggesting ways to meet those needs through utilization of and/or integration with Enrollment Services information systems.

3. Supports the administration of special enrollment programs (e.g., consortium agreements, partnerships, and academies and institutes) by applying knowledge of student information systems and academic policies to the development of procedures that meet the needs of those programs.

4. Ensures integrity and effective utilization of data systems by acting as system administrator for student and course information and determining access rights to such information, understanding University and external (e.g., FERPA) policies that regulate disclosure of student information, and coordinating with Computer Services in the management of access to systems and system monitoring (the development and utilization of edit reports and the utilization of system query tools to identify data discrepancies).

5. Provides ongoing technical expertise which utilizes an advanced knowledge and understanding of federal regulations and University policies and procedures related to student academic records and course information by designing student data management systems, designing and testing processes required by law or regulation, such as address cleansing and enrollment certification, and assisting with the development of ongoing projects such as web page programming, state and federal reporting, etc.

6. Provides research analysis for queries relating to enrollment management initiatives and assists in providing extracts, analysis, and reports for divisional stakeholders.

7. Contributes to the development of policies and procedures on a broad range of issues affecting Enrollment Services by serving on appropriate committees and supporting the goals of the unit and the University.

8. Assists staff in the implementation of business process redesign solutions and new technology by providing training and documentation of solutions.

9. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

10. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the Associate Vice President for Enrollment Management and Services.

11. Contributes to the overall success of Enrollment Management and Services and the University by performing all other duties and responsibilities as assigned.

SUPERVISION

The Enrollment Services Systems Coordinator reports to the Associate Vice President for Enrollment Management and Services and may be required to supervise Enrollment Management and Services staff (full-time, part-time, and/or graduate assistants) on projects.

OFFICE OF HUMAN RESOURCES

REVISED APRIL 2016

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 4 - 2300 Points: Knowledge of the principles, concepts, practices, methods and techniques of an administrative, managerial, or professional field such as accounting or auditing, financial management, business administration, human resources, engineering, social sciences, communications, education, law, or medicine. Knowledge permits the employee to complete assignments by applying established methods to recurring types of projects/problems susceptible to well-documented precedents or to schedule, plan, and carry out precedented projects. Alternatively, knowledge at this level might also permit the employee to carry out precedented projects requiring considerable experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty along with significant related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with substantial work experience or a non-specific Master's degree requirement with substantial work experience. Knowledge requirements generally also include a significant amount of related work experience and may include administrative or supervisory experience.

Factor 2: Supervisory Responsibility

Level 1 - 50 Points: Typically, little, if any, supervision of others is required. The job may require irregular but occasional responsibility to direct the work of student workers and/or temporary or part-time workers. The nature of supervision is largely confined to assigning tasks to others and does not include a full range of supervisory responsibilities. The amount of time spent on directing the work of others is normally a small portion of total work time.

Factor 3: Interactions with Others

Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Factor 4: Job Controls and Guidelines

Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 4 - 1500 Points: Work involves the primary accountability for a smaller department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University. Work activities have a direct and substantial impact on the department. While work activities do have some effect on the efficiency and reputation of the cost center, departments, programs, or processes at this level represent a relatively minor function within the cost center. Employees in jobs at this level may have responsibility for developing budgets, distributing budgeted funds, and exercising the primary control over a relatively small budget.