Registration Assistant

Specializes in processing student transactions; processes registrations; add/drops; receives and processes payment; balances, deposits, refunds, and disburses college monies and checks; distributes and intakes forms and provides college and department information and refers to resource person as appropriate. Chemeketa is a proud Hispanic-Serving Institution that aspires to be an inclusive environment where we honor and value the unique contributions of our diverse students, employees, and community. We seek to foster cultural competence and pursue equitable solutions that support all students in achieving their educational goals. If you are interested in joining the work of the college to pursue a supportive and inclusive culture, we encourage you to apply. Registration & Student Records Registers and enrolls students using administrative software system (Banner); processes add/drops; builds and updates student records; uses Slate software to process student applications for specific academic programs; reviews, approves and processes Administrative Add/Drop requests; and distributes and intakes forms as needed Actively participates in the Petitions for Exception to College Policy process. Reviews Petitions as they are submitted, researches documentation and student status and history utilizing Banner and other systems, follows up with student to obtain additional information and/or documentation; makes informed recommendations to the committee at regular meetings; prepares summary outcome for student and file, and updates Banner Determines, verifies, and tracks student tuition and financial aid refund amounts against system generated reports including financial aid disbursements, add/drops, canceled classes, and no-show drops; processes refund and refund requests based on college guidelines Provides tracking and follow up on SSN/ITIN solicitation documents sent periodically including responding to student inquires and concerns. Uses spreadsheets and other means to ensure a comprehensive record is maintained by the college of solicitation dates and student responses. Updates Banner and other third-party databases when SSN/ITIN is received Provides tracking and follow up on annual IRS Tuition Statements (1098T’s) including responding to student inquires and concerns. Responsible for tracking and responding to messages left on the college’s Hope Line concerning 1098t’s. Researches student accounts to clarify amounts reported on statements. Seeks assistance as needed in resolving issues with data. Alerts System Analyst and/or Director when complex issues arise that may need further intervention Transaction Processing Receives monies and processes accounting transactions using Banner and Nelnet (Enterprise) software; posts miscellaneous charges and applies agency contract and exemption resources (TSASPAY) to student accounts making necessary referrals; receives, researches and applies agency payments to agency accounts; receives miscellaneous departmental deposits and processes as appropriate; maintains and balances cash till; prepares deposits; disburses checks to students; processes refunds according to college policy, procedures and guidelines for add/drop credits and financial aid disbursements. Researches problems with student or accounting records in Banner and Nelnet Enterprise and makes correcting entries to student accounts as appropriate to ensure accuracy; may prepare summary reports. Provides assistance to college department staff in general cashiering functions and recommends processes to effectively and appropriately post transactions and corrections on accounts. Assists staff in reconciliation and troubleshooting issues. Customer Service Provides general college and specific departmental information by phone and in person to students, staff, and the public; assists with clerical tasks as necessary. May assist in the ongoing archival needs of the department including boxing, labeling, and transporting items to the departmental archives location as well as organizing location to maximize space and access needs. Institutional Expectations Embraces diversity and actively collaborates effectively with a variety of students, staff and the public from diverse cultural, social, economic and educational backgrounds Participates in recruitment and retention of students at an individual and institutional level in promotion of student success Embraces, understands and uses appropriate technology tools to accomplish job functions Provides high quality, effective service to internal and external customers through continuous improvement and adoption of lean office practices Your application will be scored based on the minimum qualifications, core competencies, and preferred qualifications listed below. If you are unsure whether you meet all of the qualifications , we encourage you to apply and address through your application materials all of the relevant education, transferable skills, and related experience that makes you a great candidate for this position. The information provided on your application will be used to determine step placement upon hire. Please ensure you include all information on your application which you wish to be considered. Minimum Qualifications This level requires an equivalency of two (2) years of full‑time work experience related to the essential functions and duties of the position listed above. OR An Associate’s Degree in Business Administration, Public Administration, Communication or a related field. Core Competencies Proficient in standard office software, computer applications, and accurate data entry. Excellent verbal and written communication skills, with a track record of providing high‑quality service to the public. Strong collaborative skills to effectively interact with coworkers, supervisors, and diverse populations, with the ability to receive and execute direction seamlessly. Experienced in accurate cash handling and basic transaction processing. Skilled in maintaining organized filing systems. Preferred Qualifications Two (2) years of professional experience in an office environment, with demonstrated familiarity in office operations and workflow coordination. Working experience in a fast‑paced customer service environment, balancing front‑facing client interactions with back‑office administrative tasks and financial transactions. Working experience performing a variety of administrative support tasks with strict, competing deadlines in a professional setting. Schedule & Modality Based on individual assessment, business needs, supervisory discretion and/or college directives, a percentage of the duties of this position may be performed remotely up to one day a week or scheduled only for special projects requiring focus time. This position is not eligible for remote/hybrid work. Terms of Employment This is a 75%, 12‑month classified assignment at the 11 pay rate. This position has a 6‑month probationary period. All positions at Chemeketa are required to be available for work onsite as requested by the college. Requires flexible work schedule to meet program needs, which may include evenings and/or weekends. This position may require the use of your personal vehicle for transportation between campus locations. If requested, requires the provision of official transcripts upon hire. Employees must maintain Oregon, Washington or Idaho residency as a condition of employment. Successful applicants for designated positions must successfully pass a background inquiry, which may include criminal, driving, credit and full background checks. Only information relevant to the position will be considered. An individual with negative information on your background inquiry will not necessarily be denied employment. Providing false information will result in rejection of an application, employment offer or dismissal. Physical Requirements Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Even though weight lifted may be negligible, it may be rated light work if frequent walking and/or standing is required. VETERANS' PREFERENCE Applicants are eligible to use Veterans' Preference when applying with Chemeketa Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will be given only if the applicant meets the minimum criteria of the position and electronically attach the required documentation at the time of application. For information regarding Veterans' Preference qualifications, visit DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE One of the following: MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) Letter from the US Dept. of Veterans Affairs indicating receipt of a non-service connected pension Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate In addition to one of the above documents, Disabled Veterans must also submit one of the following: #J-18808-Ljbffr Chemeketa Community College