Campus Engagement Specialist

Job Description

Job Description

CAMPUS ENGAGEMENT SPECIALIST

SUMMARY

The position is responsible for managing student records, both paper files and electronic documentation, in full accordance with Valley College policies, accreditation standards, and all applicable West Virginia or Ohio state requirements. In addition to records management, this role oversees the daily operation and maintenance of the campus bookstore, processes student payment deposits with accuracy and integrity, and supports the Campus Director with outreach, public relations, event coordination, and student services. The position also provides clerical support to faculty and staff and may provide classroom and laboratory support as needed. Success in this role requires proficiency in Microsoft Office applications, strong project-management abilities, the capacity to work independently while accurately interpreting and applying institutional policies, and excellent interpersonal and communication skills. Because this position handles sensitive student and institutional information, a high level of confidentiality and professional discretion is essential.

RESPONSIBILITIES & DUTIES

Facilitating Enrollment Process

• Collect, verify, and upload admissions documents, including proof of graduation and proof of age, in a timely manner to support student start dates, meet deadlines, and ensure compliance.

• Conduct appointment reminder and confirmation calls in accordance with Valley College communication protocols.

• Set up Wonderlic and Online Readiness Assessments.

• Demonstrate professional phone etiquette and accurate message-taking skills for incoming and outgoing calls.

Bookstore Responsibilities

• Maintain bookstore inventory, inclusive of books, scrubs, uniforms, programmatic kits, as assigned.

• Issue books, scrubs, uniforms, lab kits to students, as appropriate.

• Maintain written record (log) of disbursements.

• Conduct monthly bookstore inventory audit and forward report to the Business Office.

• Verify and code all bookstore related invoices and forward to the Campus Director and Business Office.

• Prepare UPS labels to mail laptops as required.

• Work with Academic Staff to determine enrollments expected for each start date to ensure the correct number of books, scrubs, uniforms, and programmatic kits are ordered.

• Process student payments in accordance with the Business Office Cash Deposit Procedures.

• Make Daily Bank Deposits in accordance with the Business Office Procedures

Event Planning Responsibilities

• Plan and oversee campus activities and events.

• Assist with planning and execution of graduations and pinning ceremonies.

• Assist with guest speakers and community service activities for compliance.

• Works with the campus management to manage all supplies and non-capital equipment orders.

• Assists campus management with Special Projects.

Faculty Assistance Responsibilities

• Assist in classroom tutoring activities, if qualified.

• Assist with proctoring examinations, including entrance HESI and NHA examinations.

• Assists in management of the electronic file cabinet for course materials.

• Maintain student academic files as assigned.

• Assist with maintaining laboratory inventory and supplies.

• Type and proofread letters, forms, memoranda, invoices, and other documents as assigned.

• Contact students by phone or email concerning absenteeism following Valley College communication protocols. Enter attendance information in the student management system. Prepare attendance reports for instructors and Directors.

Professional Development

• Develop a professional development (self-development and professional growth) plan.

• Provide support documentation that demonstrates the professional development plan has been executed.

• Attend departmental meetings and participate in professional development and compliance training activities.

Other duties as assigned.

JOB SPECIFICATIONS

Competencies

• Professional Communication.

• Detail-Oriented and Organized.

• Critical Thinking and Problem Solving.

• Ethical Conduct.

• Confidentiality and Discretion.

• Independent and Collaborative Work.

• Emotional Intelligence.

Supervisory Responsibility

This position has no direct supervisory responsibilities and collaborates with multiple departments to support bookstore operations, student services, and Business Office functions.

Work Environment & Physical Requirements

This position operates within a professional higher education environment, which may include office, classroom, laboratory, clinical, remote, and other work settings as required by the position. The role involves regular interaction and engagement with members of the College community. Employees routinely use computers, real-time communication systems, and other tools, technology, and equipment necessary to perform the responsibilities of the position. The employee must be able to:

• Remain stationary or move about the work environment for extended periods while performing job duties.

• Maintain sufficient visual acuity to read, review, and prepare documents.

• Perform physical tasks associated with the responsibilities of the position, which may include moving, positioning, lifting and carrying, reaching, bending, stooping, or handling materials and equipment.

Travel

This position may require occasional travel to other campus locations, or off-site work-related locations or campus events.

Position Type/Expected Hours of Work

This is a full-time, non-exempt position. This is an on-site position. The position is scheduled for 40 hours per week. Standard business hours are Monday, Tuesday, Wednesday and Thursdays, 8:00 a.m. to 5 p.m. and Friday 8:00 a.m. to 3:00 p.m. Occasional evening and weekend work may be required as job duties demand.

Requirements: Education, Licensing, Prior Work Experience & Other

• Education: A college credential is preferred.

• Licensure: Licensure is not required.

• Prior Work Experience: Two years of related work experience is preferred.

• An acceptable background check and credit rating is required.

Valley College will verify the acceptable background check and credit rating.

Supervisory Control

Direct Report: Campus Management.

Oversight: Regional Director.

May receive collaborative guidance and direction from administrative staff/management to support institutional goals.

The job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. They may change, or new ones may be assigned at any time with or without notice.