Student Services Specialist - Fairmont State University : Job Details

Posting Details Posting Summary Working Title Student Services Specialist Type of Position Staff - Full Time Department Student Success Appointment Length July - June (12 mo) Benefits Eligible? Yes Published SalaryRequested Part-Time Staff Hours NA F.T.E. 1.00 Grant Funded Position? No If temporary (or grant funded) position, indicate ending dateDescription of Job Duties and Responsibilities The Fairmont State University Student Success Team is seeking a motivated, sincere, and empathetic individual to join our tightly knit and committed team as a Student Success Specialist. This position provides exceptional customer service to our students, visitors, faculty and staff by providing them with timely and accurate information pertaining to a broad range of functional areas across campus to include but not limited to financial aid, admissions, registrars, residential and student life, and student accounts. Student Support and Engagement Responsibilities:

• Provide counseling and resolution to 80% of all inquiries/concerns listed above. The remaining 20% of inquiries/concerns will be referred to a staff member or other departments based on incumbents' judgment.
• Responsible for processing various documents from the Registrar Office.
  • Documents include but are not limited to: major changes, overrides, residency appeals, financial aid verifications.
• Support the Offices of Admissions and Welcome Center, Financial Aid, Enrollment Services, Student Accounts, Retention, International, and Registrar.
• Provide coverage for the Turley Center Welcome Desk by assisting all guests visiting the facilities with directions and information as it pertains to the University community.
• Assist with targeted student calling campaigns to prospective and current students, which will help increase enrollment, retention and engagement.
• Process all communications with students through various systems (Banner, TouchNet, Slate, or Navigate)
• Encourage participation in campus events, workshops, and student organizations to help students build connections and feel part of the university community. Work with other colleagues or members within Enrollment Management and Student Affairs to ensure that outreach is occurring and assist with that outreach.
• Contact students who have received 4-week, mid-term grades, or show signs of disengagement and work to re-engage them with a Student Success Coach.
• Partner with other departments (like counseling, social services, career services, etc.) to provide a holistic support network for students.
• Provide support with events such as Orientation, Welcome Weekend, Maroon and White, and graduation. These events will require overtime.
• Assist with coordination of early alert system
• Develop and implement proactive retention programs and initiatives; develop strategies to increase student engagement, close achievement gaps, and reach desired learning outcomes; leverage assessment data to identify opportunities for intervention; create new learning resources

Cash Management:

• The Student Success Specialist will be responsible for the daily management and handling of cash, ensuring all transactions are processed accurately and in compliance with university policies. This includes collecting, reconciling, and securely storing cash payments, ensuring all documentation is accurately recorded. The Specialist will follow established procedures for cash handling, including making deposits in a timely manner, maintaining confidentiality, and ensuring proper documentation is retained for audit purposes.
• Process all cash, check, or credit card payments for Fairmont State University students, faculty, or staff. Payments require verification of student balances, student ID's, financial aid payments, scholarships, and payment plan activity.

Adherence to Financial Procedures and Reporting:

• The Specialist will consistently follow the university's established financial procedures and protocols when handling student payments, ensuring all financial transactions are processed in accordance with university guidelines. This includes proper record-keeping and following up on any discrepancies in financial records related to student accounts.
• Coordinates with Student Accounts Manager regarding students who have outstanding accounts from prior and current semesters. Phone calls are made to each student providing them with guidance and resolution regarding resolving their balance. Payment options are discussed, and student/parent is assisted with setting up or making payment arrangements.
• Process all Williams and Fudge collection statements and report progress and outcomes to the Student Account Manager.

Other Duties:

• Transcripts (student attendance prior to 1993).
  • Retrieve permanent record cards for transcript requests for academic records prior to 1993
  • Identity verification of former students
  • Infrequently create a manual official transcript
  • Process daily accounts receivable
  • Follow state and university policies and procedures for cash management.

Minimum Required Education Associate degree and/or up to five years of experience in a fast past setting Required Licenses and/or Certifications N/A Minimum Required Qualifications

• Requires the kind of teamwork and personal interaction that cannot be had in a home office situation; therefore, regular and predictable on-site attendance is a job requirement
• Strong communication skills, both verbal and written, with the ability to interact professionally with students, faculty, and staff.
• Excellent organizational and time-management skills.
• Ability to handle sensitive information confidentially and ethically.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, etc.).
• Strong attention to detail with the ability to handle complex transactions and maintain accurate records.
• Customer service-oriented with the ability to manage multiple priorities effectively.
• Ability to work both independently and as part of a collaborative team.

Preferred Qualifications

• Bachelor's degree
• Flexibility to work occasional overtime for events such as orientation, graduation, or Welcome Weekend.
• Ability to adapt to changes in university procedures and policies.
• Understanding of or willingness to learn the financial procedures related to student payments, payment plans, and collections.

Posting Detail Information Requisition Number 2026018SP Number of Vacancies 1 Anticipated Hire Date ASAP Position End Date (if temporary)Job Open Date 08/07/2025 Job Close Date 08/21/2025 Open Until Filled No Special Instructions to ApplicantsAdvertising SummaryQuicklink for Posting Job Duties