Dual Enrollment Services Specialist

JOB TITLE:            Dual Enrollment Services Specialist

DEPARTMENT:    Dual Enrollment

DIVISION:              Academic

SUPERVISOR:      Director of Dual Enrollment

1. PURPOSE OF THE JOB 

The Dual Enrollment Services Specialist runs the day-to-day operations of the Traditional Dual Enrollment and Facilitated Dual Enrollment programs and recruits dual enrollment students to matriculate into Judson College.

1. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Reception both in person and via telephone
• Manage Dual Enrollment general email inbox and phone
• Facilitate communication between professors of record, facilitators, and points of contact over emails, phone calls, and meetings
• Follow through on inquiries from students, facilitators, partner schools, faculty members, and adjuncts, including acting as liaison regarding questions on applications, payments, IT-related questions, and deadlines specific to the DEA
• Assist the DE office in prioritizing daily tasks as well as short and long-term departmental goals and projects 
• Create and update spreadsheets containing course information, student information, partner school information, and general program information
• Assist in managing and communicating deadlines set by the Dual Enrollment Office, Internal Departments, Partner Schools, etc.
• Process and store data according to directions given from Accreditation and Institutional Effectiveness in areas such as policy and procedure, artifact collection, instructor credentials, adjunct onboarding information, and other required documentation
• Train facilitators to navigate Judson College’s learning management systems
• Develop materials for presentations, internal and external meetings, mass e-mails, and instructional processes
• Audit, maintain, and report on Facilitated and Traditional Dual Enrollment data
• Manage the creation of Facilitated and Traditional Dual Enrollment courses, including but not limited to setting deadlines, ensuring assignments are correct in courses, creating sections, and monitoring the application and registration processes 
• Manage the application and registration processes for Facilitated and Traditional Dual Enrollment courses
• Attend departmental meetings and contribute insights and updates about the Facilitated and Traditional Dual Enrollment programs
• Travel to partner schools to recruit dual enrollment students into Judson College
• Complete any other requested tasks that will support the Director of Dual Enrollment

1. OTHER DUTIES & REPONSIBILITIES

• Oversee Slate applications and reports
• Auditing reports for quality assurance
• Liaise between dual enrollment customers and IT for questions regarding technical issues and student IDs
• Assist students with transcript requests in partnership with Registrar

1. SUPERVISORY RESPONSIBILITIES

• None

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

• Must be organized and detail oriented (required)
• Must have strong record-keeping abilities (required)
• Ability to create, implement, and refine systems and processes (required)
• Ability to manage time and multiple tasks (required)
• Ability to keep student information confidential (required)   
• Ability to interact well with faculty, staff, students, parents, and partner school administrators (required)
• Competency with Microsoft Office Applications (Outlook, Word, Excel) (preferred)

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)

• • Regular interoffice communication, primarily with administration, faculty, and staff
  • Regular interface with dual enrollment students, parents, and K-12 administrators

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

• Normal fitness as required for office duties

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

• This position is an on-campus job that also requires travel to dual enrollment partner schools
• Occasional on-campus, dual enrollment events

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

•    Prior experience in customer service or as an administrative assistant (preferred)
•    Proficiency with Microsoft Office and Microsoft Teams and an eagerness to learn new learning management systems (required) 
•    Ability to respond helpfully to a wide diversity of needs as presented by students, faculty, administration, staff, and the public (required)
•    Exceptional time management skills (required)
•    Strong attention to detail (required)
•    Strong problem-solving skills (required)
•    Initiative to identify and implement solutions for greater departmental efficiencies (required)