Office Coordinator - College for Creative Studies : Job Details

Office CoordinatorSTATUS: Full timeDIVISION: Academic Advising and Registration (AARO)REPORTS TO: Registrar/Director of Academic Advising & Director of Financial AidSUPERVISES: Work StudyFLSA STATUS: Non-ExemptPOSITION DESCRIPTIONProvides administrative support to the Academic Advising and Registration Office (AARO) as well as the Financial Aid Office (FAO).The Office Coordinator This position will be responsible for guiding and answering inquiries for both offices and will act as the first point of contact when guests enter the office. The Office Coordinator for AARO and FAO is a cooperative position providing support for the AARO/FAO teams to accomplish shared and individual goals; and works closely with other administrative staff across campus as required.The Office Coordinator is responsible for maintaining an inviting and professional office environment that promotes efficiency while adhering to all office/college policies and procedures while striving to exceed professional expectations within AARO and FAO.This position requires a detailed oriented problem solver, dedicated to serving students, staff, and guests by responding promptly with accuracy and appropriate assistance.POSITION ACCOUNTABILITIES AND ESSENTIAL FUNCTIONSCustomer Service* Greet all people contacting the Academic Advising & Registration Office, and Financial Aid Office* Provide front desk/customer service for AARO and FAO, including but not limited to: general college policies and procedures, general information about AARO and/or FAO procedures and/or processes, appointment scheduling, registration, etc.; assist with appointments as needed.* Provide initial assistance to students with general questions regarding the financial aid process, scholarships, loans, grants, and work-study programs* Answer and/or direct all incoming inquiries (phone, email, mail, text message, or in-person) to appropriate office(s) or staff members* Maintain a positive, empathetic, and professional attitude towards incoming guests and staff members* Adhere to and support protocols for maintaining confidentiality of student records within FERPA guidelines; remain informed of system and/or process changes that impact FERPA compliance.* Manage/Monitor the AARO/FinAid email and provide prompt responses; close out inquires by providing complete information, solutions and/or appropriate referrals; proactively request and complete additional training as necessary to address new situations/requests)* Understand basic requirements of veteran, international and graduating students from both the undergraduate, teacher certification, and graduate programs to provide accurate guidance and referrals.* Understand basic degree requirements for all program levels and the various student status types to properly inform students on services and referrals.Graduation* Assist with management and review of graduation applications, fee payments, and confirmed students; review graduation reports to aid in accurate review of students* Process transcripts for graduates and manage transcript/diploma mailings and/or pick-up for eligible students* Perform duties and task to assist with graduation and commencement; proofread commencement program and/or diplomas as requiredStudent Records* Process student records requests such as Name/Address Changes; FERPA (student privacy release) forms; Verifications, Transcripts; assist with Notary requests, Solomon Amendment or other records requests approved by the Registrar.* Perform data entry, processing, and assist with reporting as needed for AARO or FAO.* Monitor and verify required Official School Transcripts received for all degree-seeking students, as required by Financial Aid; and confirm transcripts are recorded accurately in the student's record.* Assist with non-matriculated registration and complete withdrawals.* Assist with the Academic Alert Referral process and update advisors and/or records as needed.* Notify students, as needed, of missing required records for enrollment, graduation or other areas as requested by the Registrar or Financial Aid Director.* Oversee scanning/indexing all Financial Aid files/forms/etc. in coordination with work study studentsCommunication* Assist with outreach (in various formats) as requested for new and current student follow-up (retention efforts, new student registration, etc).* Organize and send notifications/announcements regarding semester policies, procedures, and deadlines as directed by AARO/FAO.* Regularly review and search AARO/FAO platforms (campus office, website, self-service, etc) to identify outdated information that require updates; provide feedback on student experience to help improvement efforts; assist and provide regular support for maintenance of online content.* Update AARO and FAO handouts/notifications as requested.* Coordinate and manage phone, text, email campaigns for the FAO to communicate with students regarding important financial aid deadlines, required documents, and updates to their financial aid status. Offer backup support to AARO with similar phone, text, and email campaigns as necessary.* Maintain detailed records of all outreach efforts to ensure compliance and follow-up.* Assist in scheduling and conducting outreach for financial aid events or workshops.General Office* Update and edit manual for Front Desk operations on a regular basis, to stay current with procedures and process changes; and to improve efficiency in task completion* Use Colleague, Student Planning and SoftDocs regularly to review, access and verify records;* Oversee and order office supplies, printing needs, special print requests and all service requests* Assist with maintenance of office forms and document scanning as required* Assist with preparations for orientation, graduation/commencement, student/staff outreach events and campus held events; Work required college events such as graduation, open house sessions and new student orientation.* Help prepare and distribute materials for students, including brochures, flyers, and presentations on financial aid programs and processes* Handle all incoming and outgoing mail; forward to appropriate staff and redirect as needed to college offices/departments.* Assist as requested by Associate Registrar/FAO Work Study Coordinator in, training or coordinating daily job assignments for student employees; ensure student workers provide accurate information and good customer service* Work with AAROstaff/FAO staff as requested in support of retention and academic support efforts.* Work cooperatively with staff, student workers, and all department staff to maintain a positive and productive work environment.* Perform additional duties as required; Job responsibilities and training may adjust as needed to support the needs of AARO & FAO.QUALIFICATIONS AND EXPERIENCE* Bachelor's degree or an equivalent combination of education and experience;* Demonstrated strong Microsoft Office Suite experience;* Proven office management experience;* Ability to work independently as well as in a team environment* Impeccable attention to detail* Collaborates and works well with diverse individuals with differing needs;* Excellent written and verbal communication skills* Effective interpersonal communication ability to maintain confidentiality;* Excellent time management skills and ability to multi-task and prioritize work.WORK ENVIRONMENTThis job operates in a professional office and college campus environment. The noise level in the work environment is usually moderate. The employee is occasionally exposed to outside weather conditions. Occasional weekend and late night work may be required to support enrollment, commencement, orientation and other events.PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to maintain a stationary position, use a computer and other office equipment, and communicate effectively in person, by phone, and virtually. Frequent interaction with others, including staff, faculty, students and third parties is required. The employee may occasionally be required to move files or other objects weighing up to 25 pounds, including from low and high places. The ability to move around within the office and between buildings on campus, attend off-site meetings and events, and travel between Ford Campus site to Taubman Center site are required. CCS will make reasonable accommodations that will allow individuals with disabilities to perform the essential functions.ABOUT CCSThe College for Creative Studies (CCS) is a nonprofit, private college accredited by the Higher Learning Commission and authorized by the Michigan Education Department to grant Bachelor's and Master's degrees. CCS, located in midtown Detroit, strives to provide students with the tools needed for successful careers in the dynamic and growing creative industries. CCS fosters students' resolve to pursue excellence, act ethically, engage their responsibilities as citizens, and learn throughout their lives. With world-class faculty and unsurpassed facilities, students learn to be visual communicators who actively use art and design toward the betterment of society. The College is a major supplier of talent to numerous industries, such as transportation, film and animation, advertising and communications, consumer electronics, athletic apparel, and many more. Its graduates are exhibiting artists and teachers, design problem solvers and innovators, as well as creative leaders in business.To ApplyApplicants are encouraged to apply immediately. The search will close when a suitable candidate is hired. Interested candidates should submit the following in PDF format:Resume and a letter of application should be submitted to: [email protected]CCS website: College for Creative Studies, a leading college of art and design, represents a community composed of individuals with many perspectives, personal experiences, values, identities and worldviews and we value the diversity this brings to our organization. CCS is an Equal Opportunity Employer committed to a diverse and inclusive workforce. We consider applicants for all positions without regard to age, race, color, national origin, religion, sex, sexual orientation, gender identity, marital or veteran status, disability or any other legally protected status.The College for Creative Studies subscribes to the principle of equal opportunity in its employment, admissions and educational practices and strives to provide an environment and workplace free from unlawful harassment or discrimination. Diversity, Equity and Inclusion are part of our Core Institutional Values and we encourage applications from all individuals.