Contact Center Representative
Basic Position Information
Job Code: 5677
Title: Contact Center Representative
Department: Various
Essential Personnel: N
Job Family: Administrative Support
Job Sub-Family: Customer Service
FLSA Classification: NE
Job Grade: 10
Grade Min: $36,294
Grade Mid: $42,645
UHD Succession Plan: N
Criticality of Position: N/A
Career Ladder: In-Range
Campus Security Authority: Y
Screening Committee: N
Motor Vehicle Record Check: N
Job Summary
The Contact Center Representative answers incoming calls related to enrollment services, provides callers with assistance and creates a ticket for the relevant department.
Duties
- Answers all incoming calls, and provides callers with the information.
- Creates and submits a ticket to the relevant department if unable to answer a query.
- Assists students by answering general questions.
- Review and responds to emails.
- Reviews Smart sheet or updates on tickets, following up as necessary before completing and closing them.
- Assists the supervisor to train new and temporary staff members as necessary.
Marginal Duties
- Performs all other duties as assigned.
Supervisory Responsibilities
Direct Reports:
- None
Delegation of Work:
- N/A
Supervision Given:
- N/A
Qualifications
Required Education:
- High School Diploma or equivalent
Required Experience:
- Minimum of one (1) year of related job experience
License/Certification:
- None required
Preferred Qualifications
- None
Knowledge, Skills and Abilities
Knowledge:
- Knowledge of commonly referred to processes, policies, and procedures within the university, and the related trends, issues, and accepted practices.
Skills:
- Good technical skills, including proficiency in MS Office and PeopleSoft;
- Strong analytical and problem solving skills;
- Excellent interpersonal, communication, and customer service skills;
- Good critical thinking skills.
Abilities:
- Ability to work in a team; ability to effectively communicate with a wide range of individuals and constituencies in a diverse university community.
Work Location and Physical Demands
Primary Work Location:
- Works in an office environment.
Physical Demands:
- Work is performed in a typical interior work environment which does not subject the employee to any unpleasant elements; individual has discretion in relation to walking, standing etc., and has minimal exposure to physical risks. Must have precise hand-eye coordination and the ability to identify and distinguish colors.
Position Specific Competencies
Commitment to Excellence - UHD
- Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
- Continuously strives to improve work performance.
- Accepts responsibility for his/her commitments to the university.
- Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.
Integrity
- Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
- Accepts responsibility for his/her actions.
- Respects and complies with department and university policies, procedures, and work rules.
Respect and Cooperation
- Treats others with courtesy, respect, and dignity in the workplace.
- Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.
Dependability
- Takes responsibility to accomplish job assignments within reasonable deadlines.
- Willing to accept new projects and/or commitments.
- Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
- Arrives to work on time prepared and ready to contribute.
Proficiency
- Possesses required job skills and knowledge.
- Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.
Flexibility
- Willingly adjusts to changing work assignments or conditions.
- Open to changes in operational procedures, technology, and/or organizational structure.
- Views changes as opportunities for learning and professional development.
- Displays a positive attitude to encourage others.
- Promptly responds to changes in work priorities and/or unexpected circumstances or situations.
Computer/Automated System Proficiency
- Proficient in the use of university applications or automated systems to perform job duties.
- Complies with related policies, procedures, and work rules to maintain system security and data integrity.
Student Success Indirect Support
- Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
- Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
- Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
- Helps students build peer support networks.
- Encourages student participation in out-of-class activities.
- Provides encouragement and guidance to foster student success.
- Treats students with respect
- Maintains the learning environment to ensure quality and/or sound pedagogy.
Focus on Customer Service
- Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
- Respectfully ascertains customer's needs and determines appropriate response.
- Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
- If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
- Follows up with customers on outstanding requests in a timely manner.
- Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.
This job description may not encompass all duties and responsibilities associated with the position.