Specialist Student Registration

Job Category

Regular Support Staff

FVTC Worksite

Appleton Main Campus

Hours Per Week

24

Note to internal applicants: Do not apply via this portal. Login to your Workday Account and Find Internal Career Opportunities through the Internal Portal.

Job Description Summary

The Student Registration Specialist is responsible for providing exceptional customer service and support to students parents staff and the public as the initial point of contact for Student Services at Fox Valley Technical College. This position involves handling inquiries via phone online chat email and in-person at the Colleges Welcome Center. The Registration Specialist will assist students with enrollment payment transcript and other transactional services while ensuring compliance with college policies and state and federal regulations. Due to access to Personally Identifiable Information (PII) a high level of confidentiality and discretion is essential.

Work Schedule:
Monday - Thursday 11:30 AM - 6:00 PM (includes 30 minute unpaid lunch per day)

Job Description

• Serves as the initial customer service contact for Student Services and Fox Valley Technical College by answering the main college phone line and for the Records and Registration Office responding to website chats and emails in the departmental inbox and assisting students staff and visitors at the Welcome Center
• Provide clear and helpful information to all inquiries ensuring a positive and welcoming experience for potential and current students staff and community members.
• Assess individual student needs and assist directly with college applications class enrollment document collection and payment processing.

• Accurately identify and interpret appropriate college and departmental policies to ensure compliance with all FVTC enrollment and registration policies and procedures.
• Assist staff and students with enrollment errors accurate drop and withdrawal procedures and processing appropriate course fee reduction exceptions.
• Assist students with course registration issues including troubleshooting problems with online registration waitlist management and resolving registration holds.
• Provide support during peak registration periods ensuring that students are registered in compliance with college policies and deadlines.
• Collaborate with advisors and academic departments to ensure students meet registration requirements.

• Offer personalized assistance to students by analyzing and troubleshooting their needs.
• Assist with student self-service accounts including viewing or updating personal information collecting appropriate documentation and recording details on student accounts.

• Handle sensitive student information including Social Security numbers dates of birth and other Personally Identifiable Information (PII) with the utmost confidentiality.
• Use discretion and sound judgment when accessing and sharing PII ensuring compliance with FERPA college policies and state and federal regulations.
• Always maintain the security and integrity of student records and data.
• Process account changes to student PII following all college policies and procedures.

• Assist in processing applications for graduation verifying completion of degree requirements and coordinating the issuance of diplomas.
• Collaborate with the commencement committee to support graduation ceremonies.

• Crosstrain and provide backup within Registrars office.
• Assist Admissions staff with student account updates.
• Handle difficult or sensitive situations with customers.
• Contribute to and help develop Student Services initiatives and participate in team decision-making.
• Assist with open house new student registration commencement and other Student Success Division activities.

• Associates Degree in Administrative Assistant or related field is required Bachelors preferred
• Two to three years of recent related work experience working with student records

• Advanced knowledge of Windows operating systems and MS Office Suite (i.e. spreadsheets word processing charting tools database)
• Extensive knowledge of student records management within a comprehensive student information system such as PeopleSoft or Workday.
• Familiarity with FERPA compliance academic records and student record-keeping policies and practices.

• Work will be completed in-person.

• Sitting: Prolonged periods of sitting while performing tasks and utilizing computer system.
• Mobility: While much of the work is desk-based occasional mobility may be necessary for attending meetings office tours or events within the workplace.
• Fine Motor Skills: Requires precise hand movements for typing and using office equipment.
• Repetitive Motions: Capacity to perform repetitive motions such as typing without discomfort or injury.
• Communication: Strong verbal and written communication skills are essential for interacting with staff and stakeholders both in-person and through electronic means.

Fox Valley Technical College (FVTC) is an Equal Opportunity Employer (EOE). In compliance with the Americans with Disabilities Act (ADA) FVTC will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Additional Information

Starting Range: $21.88 - $25.74 per hour.
Pay is based on a multitude of factors including experience qualifications education relevant certifications internal equity and market data.
Note: Internal applicants wage will be based upon the applicable compensation guidelines.

At Fox Valley Technical College we recognize employees as key contributors to our mission and are committed to fostering a culture of fairness transparency and excellence. Our total rewards philosophy ensures equitable compensation and benefits supporting a highly engaged workforce. Our comprehensive benefits package includes medical dental and vision insurance along with retirement contributions to the Wisconsin Retirement System and 403(b)/457 plan options. Employees enjoy paid time off sick leave holidays bereavement leave and recess periods. We offer life and disability insurance with options for additional coverage. Work-life balance is supported through flexible schedules or remote work options (for some positions) and wellbeing programs. Professional development opportunities include training certifications and tuition reimbursement. Additional perks at the Appleton Main Campus include an onsite health and wellbeing clinic dental clinic fitness center Parent/Child Center (onsite child care) library café printing services Trilogy Salon & Spa and more.

Fox Valley Technical College is an Equal Opportunity/Affirmative Action institution providing equal opportunity to all persons including members of underrepresented racial and ethnic backgrounds females veterans and individuals of all abilities.
For questions regarding the Colleges nondiscrimination policy contact: Rayon Brown - (Affirmative Action) (sex-based discrimination or harassment) or Dan Squires - (Disability related discrimination).