Job Summary:

To provide professional Enrollment Services utilizing advisory, technical, team leadership and administration skills to students and former students in an effective, efficient manner to meet their needs; and in the effective processing of the admissions, registration, financial aid, and records processes in the four UTMB schools, including back-office support functions and technical support. Provides admissions, residency for tuition purposes, and financial aid information to prospective students on campus. Exercises independent judgment and critical decision making within guidelines to accomplish work product.

Major Duties / Critical Tasks:

Front Office Responsibilities

• Participates in group meetings with prospective students and applicants to provide information and responds to questions regarding admissions procedures, residency for tuition purposes and financial aid information in a professional manner.
• Effectively communicates, verbally and in writing, with students, alumni, applicants and other departments on campus and outside entities to resolve student issues.
• Proactively resolves student issues and makes recommendations or takes action to meet the needs of the customer, displaying an understanding of the issues and impact and being willing to go beyond the request to resolve a problem.
• Ability to distinguish issues and situations that require review by leadership for decision-making.
• Problem solves for students in the virtual environment.
• Processes complex admission, registration, record and financial records changes.
• Knowledgeable of policies, practices, and procedures, regarding state, federal and institutional requirements and able to articulate these to the customers in a clear and concise manner. Further in-depth discussion of the policies, practices and procedures should be referred to Level two leadership.

Back Office Responsibilities

• Participates as a member of the team utilizing data to improve the efficiency and effectiveness of the delivery of customer service to the schools and support the delivery of service to the students.
• Effectively communicates, verbally and in writing, with students, alumni, other departments on campus and outside entities.
• Ability to distinguish issues and situations that require leaderships review for decision-making.
• Proactively resolves customer issues and makes recommendations or takes action to meet the customer needs displaying an understanding of the issues and impact, and being willing to go beyond the request.
• Knowledgeable of policies and procedures, regarding state, federal and institutional requirements. Ability to articulate these to the customers in a clear and concise manner.
• Provides advice and guidance on Enrollment Services related issues within established policies and procedures. Acts as subject matter expert for staff in the daily processing of admissions, registration, financial aid and records processing.
• Effectively communicates with other departments on campus or outside entities to resolve student and alumni issues.
• Triages applications to determine appropriateness for Enrollment Services to accept and process.
• Reviews documents and determines residency, TASP compliance, TOEFL liability, financial aid eligibility, etc. within pre-determined guidelines.
• Processes complex admission, registration, record, and financial aid records changes.
• Processes non-standard records and academic status changes either by data entry or by enabling batch jobs, and completing the initial validation of output from the batch processes. Identify and refer irregularities that need to be referred to leadership.
• Provides support to the schools for commencement activities, including reports, diplomas, etc.

Technical Support Responsibilities

• Produces reports utilizing FOCUS, EXCEL, ACCESS and other software packages, with knowledge of the transfer of data from the main-frame SIS system and the File-Pro Financial Aid System in support of members of Enrollment Services and other UTMB users.
• Monitors, updates and maintains the Enrollment Services website.
• Trains users in SIS and the FilePro system and responds to users questions regarding the systems.
• Manages and monitors the FilePro Financial Aid system, including the set-up for each new award year and transfer of data, designs files, menus, screens, processing tables, reports and procedures in response to internal and external needs.
• Processes information for the issuance of financial aid checks for all institutional and external funds.
• Completion of mandated reports from the FilePro Financial Aid system, including the AAMC-LCME Questionnaire, UT System Reports, and Coordinating Board and submits to OIA for transmittal.
• Performs all other technical support needs, including e-mail broadcasts,

Other

• Adheres to internal controls and reporting structure.
• Performs related duties as required.

Required Education / Experience:

Bachelors degree in related field. One year of related experience in Admissions, Registration, Records and/or Financial Aid.

Equipment: 

Standard office equipment.

Working Environment:

Standard hospital, clinical and/or office environment.

Other: 

Specific job requirements or physical location of some positions allocated to this classification, may render this position security sensitive, and thereby subject to the provisions of Section 51.215, Texas Education Code. 

Any qualifications to be considered as equivalents in lieu of stated minimums require the prior approval of the Chief Human Resources Officer.