Enrollment Management Specialist, Imaging

Job Title: Enrollment Management Specialist, Imaging Location: Tallahassee, FL Regular/Temporary: Regular Full/Part Time: Full-Time Job ID: 62614 Department The Division of Enrollment Management - Technology Operations Unit Responsibilities The Office of Admissions is a unit within the Division of Enrollment Management, which is comprised of four distinct units: Office of Admissions, Office of the University Registrar, Office of Financial Aid, and Technology Operations. Enrollment Management’s integrated services provide distinctive support throughout the student's development and progression in their academic experience – from recruitment through commencement. Through collaboration, communication, and commitment, all units within Enrollment Management achieve the highest level of student-centered service to current and prospective students and families and to campus partners across the University. The Technology Operations Unit within Enrollment Management provides technology support, technology-based solutions, systems configuration, identity and data management, and analysis across the division. The unit works closely with subject matter experts in Admissions, Registrar, and Financial Aid to meet the operational and reporting needs of various stockholders across campus. Responsible for the coordination of the document imaging function of documents and credentials received for the Division of Enrollment Management with an emphasis on financial aid processes. Oversees the collection, analysis, and consumption of data as well as the coordination of paperless business processes for Enrollment Management. Evaluates financial aid materials and makes determinations regarding validity and completeness. Serves as a backup to the Admissions and Registrar imaging processes within Enrollment Management. Coordinates the day-to-day operation of material processing within the document imaging system specific to financial aid processes. Makes initial determination that financial aid documents are processed in compliance with established federal, state, and University procedures, rules, policies, and guidelines. Identifies documents that require additional action; escalates these to the appropriate individual or workflow. Maintains confidentiality of records and assists in guarding against fraudulent data. Reviews indexing and data within workflows and batch folders in paperless Enrollment Management business processes. Manages communication with departmental representatives in Financial Aid to ensure an appropriate course of action in unusual or extenuating circumstances for timely completion. Prioritizes workloads for student employees scanning and processing documents based on enrollment cycle and the business needs for the Enrollment Management, Office of Student Finance, and other departments. Responsible for training student employees reporting to this position. Generate reports containing metadata associated with documents. Extracts information and analyzes data to determine trends. Manages the workflow during peak seasons to ensure appropriate staffing. Defines controls for the quality of data within the document imaging system. Follows federal guidelines for document retention. Prepares respective documentation for disposal which may include confidential shredding of documents containing personally identifiable information. Recommends changes to department programs and business processes leveraging electronic documents. Assists in responding to public records requests received by Enrollment Management for financial aid. Serves as a backup to the Admissions and Registrar imaging processes within Enrollment Management. Counsels applicants, parents, enrolled students, department representatives, & other University personnel (via phone, in person, or via e-mail) regarding the validity and completion of documents received in the Division of Enrollment Management, providing expertise and advice regarding the imaging process. Provides professional knowledge and expertise to University personnel regarding the imaging process as it relates to OnBase and the coding and indexing functions. Qualifications Bachelor's degree and one year of experience; or a high school diploma/equivalent and five years of relevant experience. (Note: a combination of post high school education and experience equal to five years.) Preferred Qualifications Bachelor's degree in an appropriate area of specialization and one year of experience relevant and related to the responsibilities of the job are preferred. We seek enthusiastic candidates who are detail-oriented, organized, and can work well independently as well as in a team. The ideal candidate will have a demonstrated ability to mult