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Enrollment Coordinator

Posting Details

Position Information

Job Title Enrollment Coordinator
Department Glasscock School Continuing Studies
Full Time/Part Time Full-Time
Requisition Number S18090
Open Date 08/23/2017
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

Typically normal business hours Monday through Friday, including some evening work when classes begin several times during the year. Vacation includes one week off when the University is closed between December 25 and January 1.

Benefits Eligible Yes
Eligible for Overtime Yes
Position Summary

The Enrollment Coordinator provides administrative support for the Language Programs in the Glasscock School of Continuing Studies and acts as the primary coordinator for the Evening ESL Communication Skills Program enrollment process. This position works under the supervision of the Associate Director and provides administrative support for the programs. This person is responsible for the enrollment and re-enrollment processes, registration, and maintaining student records for the Evening ESL Communication Skills Program. This person coordinates ESL Program social activities and assists with the enrollment process in Foreign Languages and English as Second Program as needed. The coordinator performs a regular review of the ESL Program website and updates the session dates as needed and provides information and answers inquiries about the programs.

Education Required HS Diploma or equivalent
Concentration / Degree Type
Substitution for Education Requirement

Experience may not be substituted for the education requirement.

Education Preferred

Bachelor’s degree.

Experience Required 5 years
Type of Experience

Administrative office experience.

Substitution for Experience Requirement

May substitute additional related education, above what is required, on an equivalent year for year basis in lieu of the experience requirement.

Experience Preferred

- Experience with program or project coordination.
- Experience coordinating an academic program.
- Experience providing administrative support.

License/Certification Required
License/Certification Preferred
Skills Required

- Excellent communication skills, both written and verbal.
- Ability to deal with the public in person and on the telephone, including people who speak little or no English.
- Solid working knowledge of PC software including word processing, database and spreadsheets.
- Excellent organizational and time management skills, with the ability to work on multiple tasks and a variety of projects simultaneously.
- Good judgment and maturity with a sound sense of professional ethics.
- Ability to set priorities, follow-through on multiple tasks and meet strict deadlines with minimal supervision.
- Excellent attention to detail and record-keeping skills.
- Ability to be a team player and to work independently.
- Must be able to maintain focus with multiple interruptions.
- Must be proactive in advising Associate Director on the status of work, particularly during the periods when the Foreign Language and ESL Programs are not in start-up.
- Able to bring enthusiasm and creativity to organizing and coordinating a variety of social events for program students.

Skills Preferred

- Experience with Microsoft Word, Access and Excel.
- Fluency in a foreign language. Ability to communicate cross-culturally.
- Knowledge and experience of university curriculum, culture, regulations and resources.

Internal / External Contacts

- Contact with Language Program students.
- Contact with program instructors.
- Contact with Rice students.
- Contact with the University Bookstore, Language Resource Center, Payment Solutions, and Cashier’s Office.

- Extensive contact with the general public by phone and in person.
- Contact with vendors and publishers.

Physical Demands

- Must be able to use computer, telephone, copier, AV and photo equipment, Scantron, fax and scanner.
- Must be able to meet physical demands as required by the job including packing, unpacking, shelving and lifting boxes of books and brochures. Should be able to push, lift or carry up to 25-30 pounds.

Working Conditions

- Non-smoking environment.
- Must be able to maintain the schedule required by program, including some evening work. This includes working up to sixteen evenings per year during testing and Foreign Language start-ups for the January, April, July and September sessions.
- Must able to work in an environment with frequent interruptions, especially during testing, advertising, and enrollment periods.
- Should not plan to schedule vacation days prior to or during the start-up of classes for the January, April, July and September sessions.

Security Sensitive Yes
Special Instructions to Applicants
Quick Link for Posting

Job Duties

Job Duty Name
Description of Job Duty

Provide administrative support by coordinating communication and scheduling services:
- Perform a regular review of the ESL website and change the session dates and other basic information as needed.
- Make necessary updates to the ESL Program’s online application and other students request document forms.
- Assist with the Intensive English placement by dividing pre-formed class levels into multiple sections.
- Assist with orientation for incoming Intensive English Program students. Prepare orientation packets and updates packet information each session and conduct the campus tour.
- Prepare set-up before students arrive on testing, orientation and start-up days of the Intensive English Program classes.
- Prepare mail-outs and provide other necessary administrative support for fundraising initiatives or other events organized for the Language Programs.
- Distribute office notices and printed materials to ESL teachers and classes.
- Purchase necessary supplies for orientation and all social events involving ESL students.
- Maintain student activities bulletin board.
- Collect and distribute daily Language Programs mail, coordinate daily outgoing mailing and assist with Fed Ex mailings.
- Order office supplies and other course-related materials and keep detailed, accurate records.
- Perform basic maintenance of classroom computers if necessary (shared responsibility among coordinators).
- Make routine calls to vending machine companies about stocking and maintenance and arrange for routine printer and copier maintenance for the Language Programs office and teachers’ area. Keep other staff members informed on the repair status (shared responsibility among coordinators).
- Other duties as assigned.

Percentage of Time 10
Job Duty Name
Description of Job Duty

Provide administrative support and customer service for Language Programs:
- Coordinate two program-wide activities per session. Develop and maintain the budget for student social and cultural activities.
- Process and distribute daily student document requests including change of address form, enrollment verification letter, grade history report, scholarship extension letter, tuition payment statement and bank letter as needed. Collect and verify change of address forms for returning ESL students.
- Process mid-term reports for the Intensive English Program.
- Act as a back-up to the Foreign Language Coordinator in processing final grade reports for the Intensive English Program as determined by the supervisor. This includes collecting, reviewing and transferring the electronic data into the ESL database system. Print out and prepare grade reports for ESL students.
- Collect tuition, issue receipts and collect immigration information for the ESL Program.
- Administers placement exams to individuals who arrive after group placement test date.
- Coordinate ESL conversation partner program. This involves finding and matching English speaking volunteers with ESL students to provide them with speaking practice.
- Process ESL course evaluations, re-enrollment forms and electronic invoices and prepare letters and course certificates.
- Contact students regarding Intensive English Program and Evening ESL Communications Skills Program class schedules.
- Maintain the ESL email account and respond to inquiries about the ESL programs.
- File, photocopy, scan, fax and mail documents as necessary and assist in maintenance of file systems.
- Other projects or duties as assigned.

Percentage of Time 30
Job Duty Name
Description of Job Duty

Coordinate the Evening ESL Communication Skills Program application, enrollment process and services:
- Act as primary coordinator for the Evening ESL Communication Skills Program enrollment process.
- Receive, review and process Evening ESL Communication Skills Program student applications. This includes performing data entry and downloading/importing electronic application data, charging application fees and advising applicants of their application status.
- Serve as a main point of contact for prospective and enrolled students and program instructors.
- Enroll prospective and returning Language Programs students (ESL and Foreign Language) by phone and in person. Assist with the enrollment process in Foreign Languages as needed, as determined by the supervisor.
- Re-enroll government sponsored students each session.
- Maintain confidential student records including immigration and academic records, enrollment data and financial records and statements.
-Review refund requests from Evening ESL Communication Skills Program students. Collect delinquent payments from English as a Second Language Program students.
- Perform some Banner and TouchNet functions.
- Distribute final grade reports for the Intensive English Program to ESL students (shared responsibility among ESL coordinators).
- Administer Evening ESL placement testing, form classes and process and reconcile student payments.
- Communicate regularly with Language Programs instructors about course schedules, classrooms and other program logistics.
-Answer daily questions from students and public and provide information about the Language Programs. This is a front desk position.
- Other projects or duties as assigned.

Percentage of Time 60

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents
  1. Writing Sample

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a high school diploma or equivalent?
    • Yes
    • No
  2. * Do you have five years of administrative office experience or additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of the experience requirement?
    • Yes
    • No
  3. * Do you have experience coordinating an academic or school program?

    (Open Ended Question)

  4. * Do you thrive in a fast moving and changing environment?

    (Open Ended Question)

  5. * Do you have excellent communication skills, including verbal and written skills?

    (Open Ended Question)

  6. * Please provide the salary or range that you would require or consider for this position.

    (Open Ended Question)