Registration Assistant

Registration Assistant

Salary

$3,249.06 - $3,859.74 Monthly

Location

Salem Campus. Salem, OR

Job Type

Classified

Job Number

C28660

Division

130820 College Support Services

Department

130820 Business Services

Opening Date

07/22/2026

Closing Date

7/27/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

JOB INFORMATION

Specializes in processing student transactions; processes registrations; add/drops; receives and processes payment; balances, deposits, refunds, and disburses college monies and checks; distributes and intakes forms and provides college and department information and refers to resource person as appropriate.

Chemeketa is a proud Hispanic-Serving Institution that aspires to be an inclusive environment where we honor and value the unique contributions of our diverse students, employees, and community. We seek to foster cultural competence and pursue equitable solutions that support all students in achieving their educational goals. If you are interested in joining the work of the college to pursue a supportive and inclusive culture, we encourage you to apply.

When applying for this position, please attach the electronic documents listed below. Failure to do so will result in your application being rejected as an incomplete application. Any documents you provide that are not listed will not been seen by the Search Committee.

• Unofficial Transcripts - An electronic copy of your academic transcript(s) from an accredited institution which clearly indicate the degree awarded, and any other applicable information, must be attached with your application if you would like it considered as part of your eligibility for the position. Any applicants who earned academic credentials from outside of the United States and wish to use those credits for consideration must also upload an evaluation of college credit earned at the non-U.S. institution.

DUTIES & RESPONSIBILITIES

Registration & Student Records

• Registers and enrolls students using administrative software system (Banner); processes add/drops; builds and updates student records; uses Slate software to process student applications for specific academic programs; reviews, approves and processes Administrative Add/Drop requests; and distributes and intakes forms as needed

• Actively participates in the Petitions for Exception to College Policy process. Reviews Petitions as they are submitted, researches documentation and student status and history utilizing Banner and other systems, follows up with student to obtain additional information and/or documentation; makes informed recommendations to the committee at regular meetings; prepares summary outcome for student and file, and updates Banner

• Determines, verifies, and tracks student tuition and financial aid refund amounts against system generated reports including financial aid disbursements, add/drops, canceled classes, and no-show drops; processes refund and refund requests based on college guidelines

• Provides tracking and follow up on SSN/ITIN solicitation documents sent periodically including responding to student inquires and concerns. Uses spreadsheets and other means to ensure a comprehensive record is maintained by the college of solicitation dates and student responses. Updates Banner and other third-party databases when SSN/ITIN is received

• Provides tracking and follow up on annual IRS Tuition Statements (1098T's) including responding to student inquires and concerns. Responsible for tracking and responding to messages left on the college's Hope Line concerning 1098t's. Researches student accounts to clarify amounts reported on statements. Seeks assistance as needed in resolving issues with data. Alerts System Analyst and/or Director when complex issues arise that may need further intervention

Transaction Processing

• Receives monies and processes accounting transactions using Banner and Nelnet (Enterprise) software; posts miscellaneous charges and applies agency contract and exemption resources (TSASPAY) to student accounts making necessary referrals; receives, researches and applies agency payments to agency accounts; receives miscellaneous departmental deposits and processes as appropriate; maintains and balances cash till; prepares deposits; disburses checks to students; processes refunds according to college policy, procedures and guidelines for add/drop credits and financial aid disbursements.

• Researches problems with student or accounting records in Banner and Nelnet Enterprise and makes correcting entries to student accounts as appropriate to ensure accuracy; may prepare summary reports.

• Provides assistance to college department staff in general cashiering functions and recommends processes to effectively and appropriately post transactions and corrections on accounts. Assists staff in reconciliation and troubleshooting issues.

Customer Service

• Provides general college and specific departmental information by phone and in person to students, staff, and the public; assists with clerical tasks as necessary

• May assist in the ongoing archival needs of the department including boxing, labeling, and transporting items to the departmental archives location as well as organizing location to maximize space and access needs

Institutional Expectations

• Embraces diversity and actively collaborates effectively with a variety of students, staff and the public from diverse cultural, social, economic and educational backgrounds
• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success
• Embraces, understands and uses appropriate technology tools to accomplish job functions
• Provides high quality, effective service to internal and external customers through continuous improvement and adoption of lean office practices

CANDIDATE QUALIFICATIONS

Your application will be scored based on the minimum qualifications, core competencies, and preferred qualifications listed below. If you are unsure whether you meet all of the qualifications , we encourage you to apply and address through your application materials all of the relevant education, transferable skills, and related experience that makes you a great candidate for this position. The information provided on your application will be used to determine step placement upon hire. Please ensure you include all information on your application which you wish to be considered.

Minimum Qualifications:

This level requires an equivalency of two (2) years of full-time work experience related to the essential functions and duties of the position listed above.

• ----OR-----

An Associate's Degree in Business Administration, Public Administration, Communication or a related field.

Core Competencies:

• Proficient in standard office software, computer applications, and accurate data entry.

• Excellent verbal and written communication skills, with a track record of providing high-quality service to the public.

• Strong collaborative skills to effectively interact with coworkers, supervisors, and diverse populations, with the ability to receive and execute direction seamlessly.

• Experienced in accurate cash handling and basic transaction processing.

• Skilled in maintaining organized filing systems.

Preferred Qualifications:

• Two (2) years of professional experience in an office environment, with demonstrated familiarity in office operations and workflow coordination.

• Working experience in a fast-paced customer service environment, balancing front-facing client interactions with back-office administrative tasks and financial transactions.

• Working experience performing a variety of administrative support tasks with strict, competing deadlines in a professional setting.

ADDITIONAL INFORMATION

SCHEDULE & MODALITY

Based on individual assessment, business needs, supervisory discretion and/or college directives, a percentage of the duties of this position may be performed remotely up to one day a week or scheduled only for special projects requiring focus time.

This position is not eligible for remote/hybrid work.

TERMS OF EMPLOYMENT

• This is a 75%, 12-month classified assignment at the 11 pay rate
• This position has a 6-month probationary period
• All positions at Chemeketa are required to be available for work onsite as requested by the college.
• Requires flexible work schedule to meet program needs, which may include evenings and/or weekends
• This position may require the use of your personal vehicle for transportation between campus locations
• If requested, requires the provision of official transcripts upon hire
• Employees must maintain Oregon, Washington or Idaho residency as a condition of employment.
• Successful applicants for designated positions must successfully pass a background inquiry, which may include criminal, driving, credit and full background checks. Only information relevant to the position will be considered. An individual with negative information on their background inquiry will not necessarily be denied employment.
• Providing false information will result in rejection of an application, employment offer or dismissal

PHYSICAL REQUIREMENTS

Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Even though weight lifted may be negligible, it may be rated light work if frequent walking and/or standing is required.

VETERANS PREFERENCE

Applicants are eligible to use Veterans Preference when applying with Chemeketa Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will be given only if the applicant meets the minimum criteria of the position and electronically attach the required documentation at the time of application.

For information regarding Veterans Preference qualifications, visit http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq

DOCUMENTS REQUIRED FOR VETERANS PREFERENCE

• One of the following:

• MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) -OR-

• Letter from the US Dept. of Veterans Affairs indicating receipt of a non-service connected pension -OR-

• Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate

• In addition to one of the above documents, Disabled Veterans must also submit one of the following:

• A copy of their Veterans disability preference letter from the Department of Veterans Affairs -OR-

• Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/

• Please Note: As part of the first round of screening, the committee will conduct an anonymous review of the application materials and will not be able to view any personally identifiable information. Please be sure that your application is complete and thoroughly depicts how you meet the minimum qualifications, core competencies and preferred qualifications. Required documents must be provided at the time of application. Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. Chemeketa makes employment decisions based solely on the candidates demonstrated competencies as related to successful performance in the position.

PUBLIC SERVICE LOAN FORGIVENESS

Chemeketa Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.

LEGAL COMPLIANCE

Chemeketa Community College prohibits unlawful discrimination based on the following:

Or any other status protected by federal, state, or local law in any area, activity or operation of the College. The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with rights or privileges granted under federal, state or local laws.

Under College policies, equal opportunity for employment, admission, and participation in the College's programs, services, and activities will be extended to all persons, and the College will promote equal opportunity and treatment through application of its policies and other College efforts designed for that purpose.

504/ADA Coordinator for Students

For concerns, inquiries or complaints regarding student disability accessibility and accommodations, please contact Karen Alexander, Director of Student Accessibility and Testing Services. Ph: 503.399.5276

Section 504/ADA Coordinator for Employees

For concerns, inquiries or complaints regarding employee disability accessibility and accommodations, please contact Alice Sprague, Vice President of Governance & Administration. Ph: 503.399.2537

Persons having questions or concerns about Title IX, which includes gender-based discrimination, sexual harassment, sexual violence, gender-based violence, and stalking, please contact the Title IX coordinator, Jon Mathis. Ph: 503.584.7323, Located at 4000 Lancaster Dr. NE, Salem, OR 97305, You can find additional information at http://go.chemeketa.edu/titleix.

All persons having questions or concerns related to Equal Employment Opportunity or Affirmative Action should contact the Affirmative Action Officer at 503.399.2537, 4000 Lancaster Dr. NE, Salem OR 97305.

Individuals may also contact the U.S. Department of Education, Office for Civil Rights (OCR), 810 3rd Avenue #750, Seattle, WA 98104, 206.607.1600.

To request this publication in an alternative format, please call 503.399.5192. For language access please call 503.399.2537 or email alice.sprague@chemeketa.edu.

In addition to a rewarding and energizing career opportunity, Chemeketa offers a comprehensive benefits package to all salaried Chemeketa employees and eligible dependents. Benefits available to Chemeketa employees include:

Core Benefits: Complete health insurance package, employer-paid group life insurance, Long term disability insurance, employee assistance programs

Voluntary Benefits: Voluntary life insurance, long term care insurance, AFLAC cancer insurance, flexible spending accounts.

Public Service Loan Forgiveness: Chemeketa Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.

Qualifying employees will receive contributions to the Public Employees Retirement System (PERS) as well as the opportunity to enroll in optional 403(b) and 457(b) deferred compensation plans.

Additional perks of joining the Chemeketa team include tuition waiver for employees and their qualifying dependents, on-campus wellness activities, and generous leave policies.

01

Please select the response from below that most closely matches your highest level of education as related to this position. To receive full consideration, your application and your attached transcript(s) must clearly support your response.

• I have not received a High School Diploma or GED
• I have a High School Diploma or GED
• I have completed some college coursework but have not received a degree
• I have an Associate degree from an accredited institution
• I have a Bachelors degree from an accredited institution
• I have completed some graduate coursework but have not received a degree
• I have a Masters degree from an accredited institution
• I have a Doctorate degree from an accredited institution

02

Please indicate the number of years of experience that you possess.

• No experience
• Six months of experience, but less than one year of experience
• One year of experience or more, but less than two years of experience
• Two years of experience or more, but less than three years of experience
• Three years of experience or more, but less than four years of experience
• Four years of experience or more, but less than five years of experience
• Five years of experience or more, but less than six years of experience
• Six years of experience or more, but less than seven years of experience
• Seven years of experience or more, but less than eight years of experience
• Eight years of experience or more, but less than nine years of experience
• Nine years of experience or more, but less than ten years of experience
• Ten years of experience or more

03

I understand that my application will not be considered unless I: Attach all required documents as specified in the job announcement. Submit a complete application form which clearly demonstrates the minimum qualifications for the position. * Have removed my social security number from all my documents, including transcripts. Please review the supplemental information section of the job announcement for specific information about required documents. Documents containing protected information will be considered incomplete. Incomplete applications will not be considered by the committee.

• Yes

Required Question

Employer Chemeketa Community College

Address 4000 Lancaster Dr. NE

Salem, Oregon, 97305

Phone 503.399.5009

Website http://www.chemeketa.edu