CWC is hiring a Rustler Central Virtual Assistant

This position description is not intended, and should not be construed, to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required.

Description

At this time we are only taking INTERNAL Applicants

Position Summary
Under the general supervision of the Registrar, the Rustler Central Virtual Assistant is responsible for guiding and assisting students with the college enrollment process and orienting students to college policies, procedures, resources, and technology over distance. This position helps facilitate student learning by ensuring students understand how to effectively and efficiently navigate college processes, build relationships and connect to services.

Examples of Duties

Essential Duties and Responsibilities

1. Greet and assist students on the phone, online, or in-person in a cheerful, helpful manner.
2. Guide students through the enrollment and financial aid process (including relevant forms and eligibility requirements).
3. Review student records, identify remaining enrollment tasks and provide students with a checklist of tasks that have already been accomplished and that remain to be completed. Provide clear, concise and thorough instructions that enable them to successfully enroll and be successful.
4. Recommend actions or next steps for students to resolve issues.
5. Identify and refer students to applicable services and engagement opportunities based on their needs and interests.
6. Provide instruction and resources on college tools, resources and operations.
7. Process basic course registrations and other forms as necessary.
8. Back-up coverage for Rustler Central Assistants
9. Generate reports and bulk mailings as directed.
10. Assist with the commencement ceremony.
11. Maintain forms and the online one-stop presence.
12. Download and verify student application data imports including ensuring names and addresses are correct and legitimate prior to downloading.
13. Process student transcript requests, student petitions, enrollment verifications, student withdrawals, manual entry of non-degree seeking student paper applications, and other student registration processes.
14. Work with Faculty to correct errors in Faculty Initiated Withdrawal process.
15. Work with Business Office and Success Coaches on student withdrawals for non-payment before and during each semester.
16. Update and maintain CWC Website Chatbot and texting functions.
17. Process President’s and Dean’s list honor roll following the fall and spring semesters.
18. Notify students of various deadlines throughout the semester via text messages, email and signage.
19. Operate within the framework established by CWC’s policies, procedures, and practices.
20. Perform other reasonably related duties as directed or assigned.

Typical Qualifications

Position Specifications and Minimum Qualifications
Education 

• Associate’s degree in communication, education, human services, accounting, office management, general business, public administration, or other related field from an accredited institution of higher learning recognized by the US Department of Education.

Experience

• Three years of responsible experience performing duties and tasks related to the essential functions (e.g., customer service, student service, and recordkeeping), preferably in a higher education setting.

Licenses/Certifications

• None

Equivalency Statement 

• Equivalent combinations of education and experience from which comparable knowledge and abilities can be acquired may be considered on a case-by-case basis.

Desired Qualifications

• Bachelor’s degree in a related field
• Experience with successfully using technological tools to communicate and build relationships over distance.
• Experience with higher education enrollment processes.

Knowledge, Skills, and Abilities 

1. Expert knowledge of good phone etiquette and positive public relations skills.
2. Considerable knowledge of CWC operational practices, policies and procedures.
3. Working knowledge of financial aid processes, including Title IV federal aid, state and other agency funding and scholarships.
4. Working knowledge of enrollment processes and ability to process basic course registrations and other forms.
5. Working knowledge of college services to enable appropriate assistance and referrals.
6. Commitment to developing a culture of expert service.
7. Ability to effectively identify and resolve basic problems related to student enrollment, financial aid, support, engagement, and admissions issues.
8. Highly effective interpersonal communication skills, including a willingness to learn new processes.
9. Ability to promote a positive atmosphere of teamwork and cooperation both with students and College staff.
10. Ability to relate with a diverse group of people in a professional, helpful manner and to maintain composure when faced with difficult situations.
11. Ability to exercise patience and to diffuse conflict.
12. Ability to communicate effectively, including listening for unstated questions and providing support and encouragement.
13. Ability to maintain strict confidentiality related to student information.
14. Possess excellent grammar, spelling, punctuation and basic mathematics skills.
15. Demonstrated proficiency in the use of word processing, database, presentation, and spreadsheet applications, specifically Microsoft Office Suite applications (Word, Excel, PowerPoint), Google Applications for Education (Mail, Drive, Calendar), and Ellucian Colleague.
16. Ability to operate a personal computer to produce or compose formal documents, records, or reports.
17. Ability to maintain impeccable records in databases and filing systems.
18. Ability to use standard office equipment.

Level of Supervision 

• This position operates under the direct supervision of the Registrar.

Working Environment 

• Reasonable accommodation will be extended to otherwise qualified individuals with a legally recognized disability.

Equipment Used 

• Standard office equipment including personal computer, calculator, phone, scanners, copy machine, webcam, and telephone.

Physical Requirements 

• Tasks require variety of physical activities, which do not generally involve muscular strain, such as walking, standing, stooping, sitting, reaching and light lifting. Regular talking, hearing and seeing required in the normal course of performing the job. Common eye, hand, finger dexterity required to perform some essential functions. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and creative problem solving.

Environmental Conditions 

• Work is generally performed in a typical office setting with appropriate climate controls.

CWC is an Equal Opportunity Educator and Employer. We are committed to a multicultural environment and strongly encourage applications from women, minorities, veterans, and persons with disabilities.

If you have a disability and would like to request an accommodation to apply for a position, please call 307-855-2112 or email [email protected].

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.