What are the responsibilities and job description for the Enrollment Specialist position at Central Oregon Community College?
Position Details
Position Information
Position Title
Enrollment Specialist
Classification Title
Classified
Position Number
B84PD
Grade Level
15
Starting Wage/Salary
$19.97 - $20.77/hour plus exceptional benefits
Close Date
02/01/2026
Open Until Filled
No
Open Until Filled Notes
Position Type/Employee Class
Classified
Faculty Status
Not applicable
FTE
1.0
Contract Months
12 Months
Overtime Eligible
Non-Exempt
Location
Bend
Hybrid Remote Work Eligible?
No
Exceptional COCC Benefits Summary
TO VIEW BENEFITS & PERKS
Primary Purpose
The Enrollment Specialists are part of a primary customer service team, serving as the first point of contact for community members, staff, and students over the phone via the Admissions and Records line and via the welcome@cocc.edu email. They answer detailed questions about COCC programs and classes, admissions, placement testing, transcript requests, advising, registration, student accounts and related policies/procedures/deadlines, as well as general questions about program/degree requirements. They process/track many student record related COCC academic forms and they are the lead for OSU Degree Partnership Program admissions processing and a main point of contact for OSU-Cascades Enrollment Staff.
Essential Duties and Responsibilities
Customer Service
- Serve as the primary A/R staff members answering the Admissions & Records phone line (including voicemails) and the welcome@cocc.edu email, providing information to current and prospective students about COCC programs, admissions, registration, advising, and placement testing, as well as general questions about financial aid, student housing, and program/degree requirements; includes answering general questions for community members and making appropriate referrals to other staff or departments on campus. Teach students how to use all necessary COCC related accounts and navigate COCC’s website and understand all college policies and procedures
- Provide information to faculty and staff regarding academic policies, term dates and deadlines, as well as instruction on which overrides to use and how to enter overrides to allow student registration.
- Process student requests via phone and/or email, including registration (add/drop) and program changes, while also effectively communicating COCC policies and relevant term dates/deadlines.
- Recognize and work effectively with a diverse population of students and/or community members who may be frustrated, angry and/or confused.
- Manage the welcome@cocc.edu account, including archiving and/or purging messages, directing messages to other A/R staff and/or departments as needed, managing automatic replies and standardized email response templates and signature requirements, etc. Provide back-up to the selectiveadmissions@cocc.edu account as needed.
Processing and Data Entry
- Process weekly OSU Degree Partnership Program (DPP) admissions reports, including data entry for OSU admissions applications and math/writing placement, with the goal of having all applications processed within one week of receipt of the report. Receive and process change of campus forms, change of term forms, OSU DPP cancellations, and orientation checklists. Upload transcripts to OSU cloud drive, and download transcripts from OSU cloud drive for articulation by TDE Oversee file management and archiving of OSU Cascades student records. Main point of contact for OSU-Cascades Enrollment Services Staff.
- Assist transcript/degree evaluators with preparing transcripts for articulation by assigning terms of attendance and evaluating transcripts to determine if placement requirements have been met by transfer coursework. Review outside placement exams for placement waivers, working closely with the Placement Coordinator.
- Process and track inmate letters and requests, legal and chosen name change forms; academic warning forms and W-9s while managing/following tracking processes and student record archival procedures.
- Process incoming petitions and manage the petcomm@cocc.edu inbox. Check petitions into the shared tracking sheet, organize petitions for review, respond to students with no documentation, and move all petitions and decisions to student files upon completion. Archive and/or purge the inbox as needed and manage all automatic replies and standardized signature requirements. Enter and/or audit Nursing program admissions test scores in Banner with a high level of accuracy.
Admissions and Records Department
- Assist A/R team in completing A/R calling campaign.
- Contribute to commencement coordination and planning, submitting tickets for check-in and stage set-up, food and beverage for check-in activities, ordering communication equipment, organizing and setting up check-in on day of commencement and assisting where required for check-in and /or courtesy table. Participate in regular commencement team planning meetings/work groups.
- Support Recruitment and Outreach with student data entry, campus tour scheduling, and special projects as needed.
- Participate in the Admissions and Records team to support the College’s mission, vision, values, and goals and a shared vision of excellence in student services. Participate in regular team meetings and activities, as well as, continuous improvement by inviting and providing honest and timely feedback. Adjust workflow and tasks in order to support the overall needs of the team.
- Lead the annual or bi-annual student record and A/R accounts archival and purge process, and continuously keep documentation updated.
- Serve as back up to the Welcome Center and Front-Line as needed, including Customer Relationship Manager (CRM) data validation for letter generation.
Additional Duties:
- Serve on college committees.
- Perform other essential duties as assigned.
Department Specific
Knowledge, Skills, and Abilities
Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.
- Ability to understand complex academic environment and provide accurate and timely information to students and staff.
- Ability to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
- Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
- Possess sufficient analytical and organizational skills to complete transactions on a timely basis.
- Possess knowledge of general clerical and secretarial practices and principles.
- Have well-developed communication skills to communicate with customers.
- Be able to utilize good time management skills, manage multiple tasks (including assisting customers, both in-person and on the phone), while maintaining strong customer service skills and providing accurate, up-to-date information. Includes being able to answer general questions for community members and make appropriate referrals to other staff or departments on campus.
- Be able to interpret College enrollment policies and explain the rationale behind policies for faculty and students daily ensuring their understanding of expectations and requirements.
- Ability to effectively utilize common Microsoft applications (Word, PowerPoint, Excel) as well as the ability to learn and effectively utilize a student information system (Banner) and other standard office machines.
- Be able to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
- Have in-depth knowledge of the Family Educational Rights and Privacy Act (FERPA) of 1974, including its standards and applications, and the theory behind the Act, and the ability to properly interpret, implement and explain FERPA to staff/faculty, students and parents.
Ergonomic Requirements
Regular office hours are established between 8 am – 5 pm during the workweek. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the responsibilities.
Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25lbs. All individuals are required to perform essential functions of this job with or without reasonable accommodation.
Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25lbs. All individuals are required to perform essential functions of this job with or without reasonable accommodation.
Minimum Requirements
Education
- High School diploma or GED.
Experience
-
Two (2) years of high-volume office experience that includes:
- handling busy multi-line phone
- internet research, word processing, spreadsheets and databases (preferably experience with MS Office Suite Products)
- writing correspondence to internal and/or external customers
Equivalency Statement
The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify under equivalency by responding to the supplemental question presented during the application process.
Preferred Qualifications
Education:
- Associate’s degree
Experience:
- Experience in college admission, registration, and financial aid processes.
- Bilingual in English/Spanish.
EEO Statement
The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.
This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.
In support of COCC’s EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.
This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.
In support of COCC’s EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.
Salary : $20 - $21