Online Specialist

POSITION TITLE: Online Specialist
STATUS:  Full-time, 12 month, Classified Position
DEPARTMENT: Academic and Student Affairs
SUPERVISION RECEIVED: Enrollment Director 
SUPERVISION EXERCISED: Work study students and Student Employees

SUMMARY OF WORK: The online enrollment specialist is responsible for providing educational guidance in advising and enrolling online students to determine recommended courses and education solutions for different types of students. Position is expected to have high personal skills – meaning the ability to connect immediately with potential and current students, communicate well both verbally and in writing, instill trust, and ease anxieties while maintaining a positive attitude.  Position is expected to positively advocate for online students.

EMPLOYMENT WITH DAWSON COMMUNITY COLLEGE:
Employees at Dawson Community College must demonstrate kindness, respect, integrity, professionalism, and caring regard. We adhere to the highest ethical standards in fulfilling our jobs, to honor the College and college policies and procedures and to promote the educational objectives of the institution. Respect creates an atmosphere conducive to learning. Respect, in this sense, is a minimum threshold for our interactions with each other. A higher threshold is a “caring regard” for the people with whom we work.

Professionalism at DCC includes being mindful of our actions when working with students, colleagues, co-workers and our community members. Respect and “caring regard” for those with whom we share the common purpose of serving students is a paramount value. Professionalism and respect for others is an expected part of DCC job performance.

AREAS OF ACCOUNTABILITY AND PERFORMANCE

  • Processes all online student enrollment and maintains files for all types of online courses.
  • Assists online students with enrollment, applying for financial aid, registering for classes and tracking through graduation or connect them with program advisory/faculty.
  • Helps students understand enrollment policies and requirements, procedures such as add/drop, application for graduation, withdrawal from the college, pass/non-pass, registration information, declaration of major, General Education and Core Requirements, Petition to Transfer Credits, etc.
  • Serves as a liaison for updating online student passwords and usernames.
  • Serves as the enrollment liaison with CCCOnline.
  • Maintains online information (in conjunction with IT Department) on the DCC website.
  • Serves as the first point of contact for all emails that come to [email protected] and processes or forwards as necessary.
  • Keeps in continuous communication with online students via email, mail, phone calls, social media, text messaging, etc.
  • Refers students to available on-and off-campus resources to meet individual needs, e.g. TRAILS, tutors, etc.
  • Makes appropriate referrals to students perceived as academically at-risk.
  • Consults with deans and faculty about changes to courses and programs, course, scheduling, admission and graduation requirements.
  • Works with student and transfer institutions for seamless transition.
  • Provides input to regarding changes to the College Calendar and academic course timetable.
  • Updates, develops and maintains operating procedures that minimize the likelihood and impact of errors.
  • Authorizes online course withdrawals, adds and drops as required.
  • Maintains confidentiality of security sensitive data and information; assures the utmost accuracy and confidentiality as it pertains to student academic records and assure departmental compliance with student rights as provided by the Federal Education Rights and Privacy Act (FERPA) of 1974.
  • Provides recommendations for continuous improvement to all services for online academic advising, purposes and integrate practices and technology aimed at improving student service.
  • Acts as an advocate for students as appropriate with other offices (i.e. Financial Aid, Accounts Receivable, etc.).
  • Performs other duties as assigned.

PERFORMANCE STANDARDS

DCC values professionalism in its employees. The following attributes and behaviors are identified as examples of what is expected of an employee:

CORE COMPETENCIES:

  • Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal effectively with frequent change, delays, or unexpected events.
  • Attendance – Is consistently at work and on time.
  • Business Acumen – Understands basic business practices and reporting hierarchy.
  • Change Management – Communicates changes effectively.
  • Oral Communication – Speaks persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Participates in meetings.
  • Written Communication – Writes informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
  • Cost Consciousness – Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.
  • Customer Service – Manages difficult or emotional customer situations; Responds promptly to customer needs; Meets commitments.
  • Delegation – Delegates work assignments; Matches the responsibility to the person; Sets expectations and monitors delegated activities.
  • Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments.
  • Initiative – Seeks increased responsibilities; Takes independent action.
  • Judgment – Displays willingness to decide; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
  • Managing People – Includes staff planning, decision-making, facilitating and process improvement; Makes self-available to staff; Provides regular performance feedback; Develops subordinates’ skills and encourages growth; Improves processes, product and services.
  • Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization’s goals and values.
  • Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Organizes or schedules other people and their tasks.
  • Problem Solving – Identifies and resolves problems promptly; Gathers and analyzes information skillfully; Develops alternative solutions.
  • Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Dresses appropriately for workplace with frequent customer service interactions. Supports and promotes a positive image of Dawson Community College.
  • Quality Management – Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
  • Quantity – Meets productivity Standards; Completes work in timely manner; Strives to increase productivity; Works effectively.
  • Safety and Security – Observes safety and security procedures; Uses equipment and materials properly.
  • Strategic Thinking – Develops strategies to achieve organizational goals; Adapts strategy to changing conditions.
  • Inclusion – Provides an environment inclusive of all students, colleagues, co-workers and community members and supports underrepresented stakeholders.
  • Assessment – Assesses annual performance and works closely with Supervisor.
  • Supports and promotes a positive image of Dawson Community College.

EDUCATION AND EXPERIENCE:

The above knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to:

  • Earned Associate’s degree and/or an equivalent amount of education and experience.
  • Maintain sensitivity, understanding, and respect for a diverse academic environment, inclusive of students, faculty, and staff of varying social, economic, cultural, ideological, and ethnic backgrounds.
  • Maintain high level of professionalism and confidentiality.
  • Ability to work evening and weekends, as necessary.
  • Valid Montana Driver’s license.

 This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee.

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

COMPLETED APPLICATION PACKET MUST INCLUDE:

  • Completed Dawson Community College application
  • Current resume
  • Cover Letter
  • Copies of college transcripts (original transcripts required, if hired)
  • Three professional references (names, email addresses, and phone numbers).

INQUIRIES MAY BE DIRECTED TO:

Human Resources Department
[email protected]
406-377-9430

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