Assistant Director, Enrollment Services

Position Summary

Under the direction of the Director of Enrollment Services/Registrar, this position is responsible for managing the day-to-day activities of the Pendleton Enrollment Services window and Testing Center, student records, registration, and testing services. The Assistant Director of Enrollment Services is responsible for the coordination and training of new and continuing college-wide front-line and testing services staff.  Additional responsibilities include supervision and training of enrollment and testing services classified staff, coordination of the annual commencement ceremony, FERPA training, and oversight of student records, registration and testing. This position will serve as the Directors designee in their absence. Performs all functions and activities within the guidelines and philosophy set forth in the BMCC Mission, Vision and Strategic Plan.

Essential Functions

• Manages and coordinates coverage for the Enrollment Services window and Pendleton Testing Center.
• Creates and maintains training materials and related workflows for admissions, registration, student records and testing services.
• Assists in the coordination of general admission application processes.
• Troubleshoots the student information system and related systems to ensure efficient and effective use of resources.
• Assists the Director with enrollment reporting to ensure accuracy of enrollment and graduate record data being reported to the National Student Clearinghouse (NSC).  Assists in the correction/problem resolution of data as needed.
• Assists the Director in the development and delivery of FERPA (Family Educational Rights & Privacy Act) training to new and continuing college-wide staff.
• Maintains student records and systems with discretion and accuracy in accordance with internal policies and external regulations; enforces college policies, state, county and federal regulations in all related activities.
• Maintains student record related record retention and destruction schedule for the department.
• Creates and provides training in related Student Information System (SIS) and degree audit system for appropriate staff, faculty, and students on an as-needed basis. Serves as a resource to college staff utilizing those systems. Creates and maintains student record related forms in a variety of formats to include E-signature software, pdf, Word.
• Analyzes workflow processes, proposes solutions, and resolves problems/issues; prepares reports, analyzes data, provides recommendations for improved workflow and assures appropriate use of the student services management system.
• Participate in continuous development of cultural competency to support effective relationships and the ability to design systems that are equitable.
• Assists in development of the college’s Academic Calendar, registration, and testing services section of the college catalog and quarterly schedule.
• Tracks registered sex offenders for appropriate course placement. Communicates with offenders for initial and ongoing registration options.
• Supports registrar functions with processes related to commencement and proofreading various schedules, catalogs, and publications. Provides support in the production and delivery of the annual commencement ceremony to include but not limited to staffing the student check-in area and other areas as assigned.
• Oversees the maintenance of the department’s online presence, including web pages and forms; compiles handbooks, catalog, and registration and testing services materials.
• Oversees and reviews the college’s Student Right-To-Know webpage and associated links.  Coordinates with other college departments to ensure information and data provided is accurate and up to date.
• Serves on college wide committees related to Enrollment Services/Registrar projects and processes.
• Performs other related duties as assigned.

Supervisory Responsibilities

• Directly supervises full- and part-time staff in Enrollment and Testing Services departments. May include work-study students.
• Responsible for recruitment, selection, orientation and supervision that effectively manages personnel, conducts annual staff performance appraisals, and deploys corrective measures as needed. Recommends optimal department staffing levels and efficient operational workflows.
• Encourages and motivates employees to enhance individual skills, promote professional growth in order to maximize staff performance. Supports successful employee transition to work duty changes.
• Fosters a team environment that encourages and supports teamwork and models and maintains high standards of professionalism and performance expectations.

Other Aspects of this Position

• Requires flexible work schedule to meet program needs, which may include evenings and/or weekends.
• Travel throughout the college district to train employees at other college locations and to attend meetings as required, valid driver’s license required.

Light Work:  Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.  Even though weight lifted may be negligible, it may be rated light work if frequent walking and/or standing is required.

Knowledge, Skills and Abilities

Individuals must possess the following knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities:

• Knowledge of and ability to follow college policies and procedures.
• Knowledge of the Family Education Rights & Privacy Act (FERPA).
• Knowledge of college registration and records maintenance procedures.
• Knowledge of computerized on-line registration systems.
• Extensive working knowledge of student services databases and data processing techniques.
• Knowledge of current technologies and word processing, database, presentation, and spreadsheet software, specifically Microsoft Office applications.
• Knowledge of federal enrollment and graduate reporting requirements.
• Knowledge of customer service standards and procedures.
• Knowledge of automated processing.
• Skill in establishing rapport and exercising professional judgment, tact, and diplomacy in communicating with a large diversity of people from a variety of cultural, and economic backgrounds.
• Skill in organizing and managing college record keeping function.
• Skill in supervisory practices and techniques.
• Skill in preparing, maintaining, and interpreting statistical data.
• Skill in formulating clear and accurate letters, reports and other documents.
• Ability to manage stressful and difficult situations in a professional manner with a sensitivity to customers’ needs and concerns.
• Ability to review and interpret documents from educational systems, including transcripts, grading systems, and curricula.  Ability to recognize inconsistencies in academic records including duplicate records, duplication of course content, repetition and falsification.
• Ability to organize, prioritize, and follow multiple projects and tasks through to completion with an attention to detail.
• Ability to work independently while contributing to team environment.
• Must maintain a positive attitude and provide an efficient and quality level of customer service.
• Must be able to perform multiple tasks effectively in a high traffic environment.
• Ability to effectively identify and resolve problems and to maintain strict confidentiality related to sensitive information.
• Ability to analyze problems, identify solutions, and take appropriate action to resolve problems using independent judgment and decision-making processes.
• Ability to analyze and interpret data.
• Ability to establish and maintain effective working relationships with other department staff, faculty, students and the public.
• Bilingual (Spanish/English) speaking, reading and writing ability, preferred.

Required Education and Experience

• Bachelor’s Degree from an accredited institution of higher learning recognized by the US Department of Education or equivalent years of experience in an educational or related area.
• Five (5) years of related experience or an equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved may be considered.

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 Experience

• Two (2) years of experience in project management.
• One (one) year supervisory experience.

This is a full-time position with excellent benefits including: Medical, dental, vision, life, accidental death & dismemberment, and long-term disability insurance; Paid holidays; Sick leave; Vacation; and Tuition waiver for employee and qualified dependents.

Pay:  $57,067.00- $60,000.00 depending on experience.

This position is opened until filled; first review of complete applications is:  Friday, May 9, 2025

APPLICATION PACKETS MUST INCLUDE:

Resume,

Cover letter addressing how you meet the minimum qualifications as outlined in the position description, and

Transcripts of course work - graduate and undergraduate (if applicable) unofficial are acceptable for the application process.

Skills testing may be required for final candidate, i.e. Word, Excel, Typing. 

Please contact Human Resources (541-278-5837) if you have a special need/accommodation to aid your participation in our hiring process.

Veteran's preference points will be given provided DD214/DD215 is provided.

Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. No sponsorship is available for this position.

Blue Mountain Community College is an equal opportunity educator and employer.  For complete EEO disclosure statement please go to www.bluecc.edu/EEO.