Title:                  Financial Aid & Enrollment Services Office Manager

Department:    Enrollment Services

Reports to:       Sr. Director of Admissions & Enrollment Services & Director of Financial Aid

Status:              Non-Exempt/Temporary position, 37.5 hours/week

The Financial Aid & Enrollment Services Office Manager performs a variety of responsibilities related to Financial Aid and Enrollment Services at Claremont School of Theology. This position will support all the functions in Colwell 1st Floor including Financial Aid, Admissions and the Registrar’s office. The Office Manager answers questions in person, via the Internet, U.S. mail or by phone related to school policies and procedures for admissions, registration, and financial aid. Refers students to appropriate resources. Provides service to a diverse population including new students, current students, international students, faculty and staff, along with community members from a variety of cultural and religious backgrounds.

Responsibilities to support Financial Aid:

  • Working closely with the Director, the Office Manager will ensure all communication to new and continuing students happens in a timely and efficient manner, including emails and phone calls. This includes the communication plan for Financial Aid, which includes reminders to students about completing their FAFSA for the upcoming year, reminder about completing Master Promissory Note for federal loans, and reminding graduates about exit counseling.
  • Conducts follow-up for required financial aid documentation related to selective service, loan default, outside scholarships, proof of citizenship, entrance counseling, exit counseling, master promissory notes and verification of tax returns
  • Perform basic financial aid related functions in the system, such as uploading ISIRs on a daily basis.
  • Assists in the determination of award amounts and adjust financial aid awards.
  • Enters and coordinates all document data entry related to student files.
  • Coordinate financial literacy.
  • Update and maintain CSTs outside scholarship webpage.
  • Assist with walk-ins who have inquiries about financial aid.
  • Other office duties, such as creating folders for new students, updating files for current students, filing paperwork, and order supplies as needed.
  • Other duties as assigned by the Financial Aid Director.

Responsibilities to support Admissions and Enrollment Services:

  • Manage the office, which includes but not limited to the following: checking the mail daily and distributing the mail to staff in Colwell Building 1st floor, open the office in the mornings, close the office in the afternoons, answer phone calls for the institution and all of enrollment services, manage the lobby area of Colwell 1st floor, purchase office supplies as needed, manage the water order as needed, manage canon copier supplies as needed, purchase business cards as needed, along with other duties.
  • Assist the team members with expense reports, collecting receipts and reconciling expense reports, submitting expense reports for signatures and to the business office.
  • Assist the team members with creating and updating admission files as needed.       Ensuring that completed files are provided to the counselors for admission review.
  • Assist the team members with monitoring the admissions email as needed.
  • Manage and coordinate student employees scheduling and providing duties as needed.
  • Maintains admission filing system and archives.
  • Assist with preparing admission letters and scholarship letters as directed.
  • Communicate with prospective students, answer questions, transfer calls to counselors, provide detail and accurate information to prospective students and callers.
  • Coordinate campus tours as needed.
  • Assist with all inquiries submitted through our student information system (Empower) are submitted accurately in the system. Maintaining quality data in the system is extremely important including expunging of duplicate records.
  • Once inquiries are added to the SIS system, ensure that all inquiries receive admission packets in a timely manner.
  • Support the Admissions team members with Information Sessions and visit days by reserving the rooms, food, and other duties as needed.
  • Re-stock all admission related materials in the lobby area, including program sheets, inquiry cards, and other materials available for prospective students.
  • Other duties as assigned by members of the Admissions team.

Responsibilities to support Registrar’s office:

Update and maintain all forms related to the registrar’s office, including registration forms, add/drop forms, and other forms located in the lobby area.

  • Processes official/unofficial transcript requests.
  • Ensure the forms are available at all times to prospective and continuing students in the lobby area.
  • Other office duties, such as creating folders for new students, updating files for current students, filing paperwork, and order supplies as needed.
  • Assist with walk-ins who have inquiries about registration, being able to answer basic questions.
  • Work closely with the Registrar in building reports in Empower as needed.
  • Other duties as assigned by the Registrar.

Qualifications:

  • Education and Experience:
  • Bachelor’s degree or it’s equivalency
  • Prefer previous experience in Financial Aid and/or Enrollment Services (preferably in the graduate school setting)
  • Knowledge, Skills, Abilities:
  • Superior customer service skills and abilities.
  • Familiarity with non-Christian religious traditions and with diverse cultures is highly desirable.
  • Demonstrable interpersonal, and organizational skills and ability to work with students, staff, faculty and other constituents.
    • Ability to work with diverse ethnic, multicultural and multi-generational student population; sensitivity to issues surrounding religious vocation.
    • Highly motivated and detail-oriented; work as a member of a team.
    • Demonstrates integrity, ethical behavior in working with confidential information.
    • Ability to multi-task, handle walk-ins, phone and internet requests, especially during busy times of the year.
    • Ability to work under pressure and meet deadlines.
    • Ability to operate standard office equipment such as a fax, computer, telephone, copy machine, etc.
    • Ability to communicate effectively and professionally orally and in writing.
    • Must be extremely organized with a focus on details and the ability to follow through projects to successful completion.

Compensation: Compensation commensurate with training and experience.

Current CST students are not eligible for this position.

Claremont School of Theology is an Affirmative Action/Equal Opportunity Employer. CST prohibits the discrimination in employment based on an individual’s race, color, sex, gender identity, age, sexual orientation, national origins, religion, marital or registered domestic partner status, disability, military and service/veteran status, or other protected categories covered by the CST Equal Employment Opportunity and Affirmative Action policy.

Please send resume and cover letter to Claremont School of Theology 1325 N. College Ave.,

Claremont, CA 91711; e-mail: bnieves@cst.edu & humanresources@cst.edu or fax 909-626-7062.

Job Title:
Public Relations Officer

Duties:
Develop communication plans and study target groups. Enhance public image of the school consistent with the vision and mission of the school. Develop and maintain relationships with prospective donors. Cooperate with Korean Endowment Fund Steering Committee to increase endowment fund for scholarship.

Collaborate with Recruitment & Admission Office to develop marketing strategy to promote recruitment of international students. Create new partnership relationships with universities, seminaries and churches abroad. Represent and promote the school at international church events.

Requirements:
Master’s Degree in Business Administration or related

Hours:
40 hours per week

Job Site:
1325 N. College Ave., Claremont, CA 91711

How to apply:
If interested, please send resume to:

Southern California School of Theology
Office of the President
1325 N. College Avenue
Claremont, CA 91711

 

Immediate Supervisor:
Senior Director of Financial Aid and Enrollment Services & Director of Admissions and Enrollment Services

Jobs Supervised:
Student Employees

FLSA Status:
Full-time, exempt (37.5 hours per week). Benefits eligible.                                 

Date Updated:
January, 25th, 2019

Summary:

The Admissions Recruiter cultivates strategic relationships with various individuals, institutions, organizations and religious leaders and develops and implements campus recruitment strategies to recruit prospective students for a variety of master’s programs, while assisting with doctoral programs. The Admissions Recruiter is also responsible for developing and disseminating the prospective student communication plan, planning and coordinating admissions related events, reviewing and evaluating prospective master’s level students, managing the admission files and letters and maintaining inventory of its marketing materials.

Essential Duties and Responsibilities:

Recruitment and Outreach:

  • Working with the Director of Admissions and Enrollment Services, participates in the development and implementation of campus recruitment strategies to enhance Claremont Schools of Theology’s reputation at local, state, national and international levels.
  • Personally communicates with prospective students and provides individualized assistance to individuals interested in the School.
  • Generates prospective students for Claremont School of Theology through recruitment travel and strategic relationship cultivation with various individuals, institutions, organizations and religious leaders.
  • Develops and executes an annual travel schedule consistent with the quantitative and qualitative goals of the institution.
  • Develops and maintains a team of students, alumni/ae and faculty to serve as ambassadors for the School in various recruiting capacities (e.g., personalized campus visits, on campus events, graduate school fairs, etc.).
  • Establishes and maintains relationships with targeted schools, student organizations and religious communities to achieve optimal outreach objectives.
  • Conducts research on targeted schools, student populations, recruiting best practices, and related topics.
  • Develops and maintains candidate pool of students, alumni and faculty to serve as ambassadors of the school.
  • Helps manages the admission files and admission letters process. Ensures files are created for new applicants and files are updated with new materials, scans doctoral files once pending, ensures files are sent for admission review, and manages the storage room files. Works with the Enrollment Services Office Manager to ensure that the admission files and letters process is operating efficiently and in a timely manner.
  • Helps manages the inventory for marketing materials such as brochures, folders, pens, inquiry cards, postcards, program sheets and other materials used for recruitment and admissions.
  • Reads, evaluates and participates in admission decisions for master’s level application files.
  • Assists with the development of admission related promotional materials, scholarship announcements, program brochures, etc.
  • Identifies new promotion opportunities consistent with enrollment goals and institutional priorities.
  • Provides admission office research and reports on targeted populations to continuously inform geographic, denominational, demographic and institutional planning and goal setting.
  • Maintains records to track progress and evaluate effectiveness of recruiting efforts.

Events and Communication:

  • Working closely with the Director of Admissions and Enrollment Services, develops and implements an effective communication plan to engage prospective students and influencers that utilizes phone, email, social media, and direct mail.
  • This position has a primary responsibility for coordination of Office of Admission sponsored events including, but not limited to, Information Sessions, Scholars Gathering and others.

Other:

  • Serves on campus committees as needed.
  • Will perform all reasonable duties as requested by supervisor and other authority personnel.

Qualifications Guidelines:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

  • Bachelor’s degree from an accredited college or university is required.
  • Minimum 2 years of experience in recruiting or marketing in an academic/admission setting is preferred. (Theological institution or Seminary experience preferred).
  • Knowledge of theological education preferred.
  • Knowledge of Korean language and/or culture a plus.
  • This position will possibly relocate to Willamette University in Salem, Oregon in the year 2019 or 2020.

Language Ability:

Excellent communication and interpersonal skills are essential. This position will require excellent written and oral communication and presentation skills. The position requires the ability to write standard correspondence. The ability to read and comprehend simple instructions, short correspondences, and memos is necessary. It also requires the ability to read, analyze, and interpret general business memos.

Math Ability:

The position requires the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. This requires fundamental math skills, which includes the ability to maintain a high level of accuracy in preparing and entering financial information.

Reasoning Ability:

This position requires the following reasoning abilities:

  • Strong planning and organizational skills, and the ability to manage multiple ongoing projects.
  • Strong relationship-building and customer service skills.
  • Ability to work independently and as a member of a team.
  • Demonstrated interest and ability to work with a diverse student population in a multicultural and interreligious setting.
  • Flexibility and adaptability in the face of a rapidly changing environment.
  • Ability to learn institution and degree requirements as defined in the School’s catalog.
  • Highly motivated and initiative taking.
  • Ability to demonstrate independent judgment and discretion.

Computer Skills:

This position requires proficiency in Word, Excel, PowerPoint, Google suite, Internet browsers, and other appropriate software. Experience in using social media desirable. Must be able to operate a variety of office machines, including copier and fax machine.

Supervisory Responsibilities:

This position requires supervisory responsibilities of student employees, as assigned.

Physical Demands:

This position requires 40%-60% traveling. There may also be moderate lifting of supplies and materials up to 25 lbs. at times.

 

Special Requirements/Certification:

This position is not open to students currently enrolled in any program at Claremont School of Theology or its affiliates and partners.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor, policy and company management.