Dual Enrollment Program Specialist

JOB TITLE:                    Dual Enrollment Program Specialist

DEPARTMENT:              College

DIVISION:                       Academic

SUPERVISOR:               Director of Dual Enrollment

1. PURPOSE OF THE JOB (What are the end results or objectives of this position?  Why does the job exist?)

To provide recruiting and administrative support to the Dual Enrollment Academy (DEA). These responsibilities include, but are not limited to, visiting partner schools to recruit dual enrollment students into Judson College, internal and external communications, day-to-day maintenance of program-related data, and managing corresponding documents for the DEA.

1. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES (What duties are required for the position to exist?  Estimate the percentage of time spent in each.)

• Reception both in person and via telephone
• Manage the dual enrollment general email inbox, main office phone, and calendar  
• Respond to inquiries from students, parents, and partner schools, including by not limited to acting as a liaison regarding questions on deadlines, applications, payments, IT-related questions, transcripts, courses, instructor onboarding materials, artifacts, etc.
• Assist in the creating and distributing of online applications each semester, manage application corrections, and accept dual enrollment applications in partnership with Admissions
• Monitor and analyze registration information for each new semester
• Collect and post end of semester grades for partner schools
• Assist with transcript requests
• Send out surveys for the DEA
• Assist the DEA in prioritizing daily tasks as well as short and long-term departmental goals and projects
• Update and maintain spreadsheets containing course information, student information, partner school information, and general program information
• Assist in managing deadlines set by the Director of Dual Enrollment, internal departments, and partner schools
• Process and store data according to directions given from Accreditation and Institutional Effectiveness in areas such as policy and procedure, instructor credentials, adjunct onboarding information, and other required documentation
• Build course materials in Judson College’s learning management system, such as entering course assignments, setting up gradebooks, arranging files and URLs, and assigning dates and deadlines in accordance with policies outlined in a professor’s syllabus
• Assist the Director of Dual Enrollment in developing materials for presentations, marketing, internal and external meetings, mass e-mails and information acquisitions (using mainly Microsoft Office suite)
• Travel to dual enrollment partner schools to advertise Judson College to K-12 students and advise partner school administrators on dual enrollment policies and course options
• Complete any other requested tasks that will support the Director of Dual Enrollment or the Dean of the College
• Manage multiple tasks at the same time and must have the ability to keep office matters and student information confidential

1. OTHER DUTIES & REPONSIBILITIES (Responsibilities/important duties performed occasionally or in addition to the essential duties of the position.)

• Request registration reports from Registrar
• Auditing for quality assurance of enrollment and end of semester grades with Registrar
• Liaise between students and parents with IT for questions on student IDs and login credentials
• Assist with transcript requests

1. SUPERVISORY RESPONSIBILITIES (Provide the number and type of employees supervised, level of authority to hire and fire or to make recommendations.)

• None

1. KNOWLEDGE AND SKILLS (Indicate which are required, preferred, or desirable. Include licenses and certificates.)

• Prior experience in customer service, education, administration, marketing, or recruiting
• Proficiency with Microsoft Office suite and an eagerness to learn new systems – Colleague, Slate, Learning, etc.
• Organizational skills along with record keeping abilities
• Exceptional time management skills
• Ability to communicate clearly with others
• Strong attention to detail
• Initiative to identify and implement solutions for greater departmental efficiencies

1. FISCAL RESPONSIBILITY (Budgeting responsibilities, approval privileges on purchase orders and check requests, reporting and auditing functions.)

• • None

1. EXTENT OF PUBLIC CONTACT (Within and outside the University)

• • Communication with SEBTS faculty, SEBTS staff, dual enrollment students, dual enrollment parents, partner schools, and the general public

1. PHYSICAL DEMANDS (Walking, lifting, equipment, operation, etc.)

• • Normal fitness as required for office duties and travel

1. WORKING CONDITIONS AND ENVIRONMENT (i.e., necessary travel, unusual work hours, unusual environmental conditions, etc.)

• Travel to dual enrollment partner schools
• Dual enrollment events
• In-person dual enrollment office reception