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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00101671 |
Description Activated On: 3/2/2026 9:43:15 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. Under the general supervision of the Director of Admissions, coordinates and facilitates specific HGAC admissions functions between referral sources and HGAC’s Student Affairs, Education and Student Services Divisions. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Receives and processes referrals of prospective customers. Prepares a utilization of the S Drive and student information system (SIS) for use by Admission Committee members during screening. Following existing procedures and upon receipt of an accepted case, schedules customer for admission based on existing program openings and guidelines. Types and prepares correspondence such as acceptance letters, rejection memos, memos requesting additional information and confirmation letters. Enters documents into CWDS. Reviews requests for additional information and outstanding referrals on a monthly basis and reports findings to supervisor. Generates a list of scheduled customers 4-6 weeks prior to admission date and sends list to designated supervisors for case assignments. Upon receipt, processes case assignment information, then prepares and distributes the Scheduled Admission List. Prepares the Main Facility Record (MFR). Prepares and mails admission packets to scheduled customers and other interested parties. Activates new admissions on a weekly basis, then prepares and distributes the Admission List. Creates Failed to Report entries when necessary and notifies pertinent staff. Processes Authorization for Services (Daily Change) worksheets to reflect changes in customers’ service provision. Compiles changes, then prepares and distributes the Daily Change Report. Enters data into the Student Information System (SIS) and Commonwealth Workforce Development System (CWDS) as necessary to reflect customers’ service provision. May also include tasks such as creating notes in SIS to alert admission staff to scheduling guidelines/parameters, updating program codes and updating field counselor and Center Ambassadors in SIS when necessary. Receives monthly census report from various departments and makes corrections to customer status/services in the SIS. Contacts referral source, customer and HGAC staff throughout the screening and acceptance process to request clarification and to resolve issues when necessary. Provides general information to prospective customers, parents, referring counselors, HGAC staff and other interested parties regarding admission procedures. Prepares, types and files documents related to departmental needs including financial aid, accreditation, quarterly reports, and operational procedures. Based on criteria provided by Director Of Admission / Counseling Supervisor and while under supervision will update quarterly tour schedule. Schedules tours for interested parties upon request. Answers/monitors the tour phone line on a daily basis, returns calls and schedules tour guides based on quarterly tour calendar and tour guide availability. Provides tour information sheets to respective guides upon scheduling. Collects and distributes tour evaluation forms for feedback upon completion of tours. Will act as an escort on student transportation trips when needed. Serves as the SRM user and VISA purchasing card user for the Students Affairs Divisions of the Hiram G. Andrews Center and all that is required for input and processing visa transactions. Duties include WIOA compliant and Pre-Ets related services. Provides support to the Counseling Department and Director of Admission / Counseling Supervisor in the absence of the Counseling Clerical Assistant 2. Other related duties as needed. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Work is reviewed periodically by the supervisor for accuracy, completeness and timeliness. Incumbent may make decisions based on established policies and procedures of the Admissions office. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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