How to hire a student services representative

How to hire a student services representative, step by step

Here's a step-by-step student services representative hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a student services representative job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new student services representative
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you post your student services representative job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a student services representative for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A student services representative's background is also an important factor in determining whether they'll be a good fit for the position. For example, student services representatives from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   The following list breaks down different types of student services representatives and their corresponding salaries.

   Type of Student Services Representative	Description	Hourly rate
   Student Services Representative	Customer service representatives interact with customers to handle complaints, process orders, and provide information about an organization’s products and services.	$12-23
   Guest Services	Guest service representatives, also known as guest service agents, are specialists in the hospitality industry. Generally, these agents are employed in hotels, spa units, or in places where guests need service or information for better accommodation... Show more	$9-16
   Representative	Representatives are lawmakers who represent the people in a specific district. They run for office to represent their districts in their hometown or their current place of living... Show more	$11-26

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Customer Service
   • Data Entry
   • Outbound Calls
   • Support Services
   • Student Accounts
   • FERPA
   • Front Desk
   • FAFSA
   • Customer Inquiries
   • Student Inquiries
   • Telephone Calls
   • Inbound Calls
   • Career Services
   • Blackboard

   Check all skills

   Responsibilities:

   • Manage customer relations with internal personnel, group administrators, brokers and members as related to Medicare insurance.
   • Process incoming and outgoing USPS.
   • Escalate to client level support when necessary for resolution.
   • Aid students with the navigation of the online blackboard system.
   • Process and sort all of the firm's incoming and outgoing USPS mail.
   • Guide students with sensitive issues such as fraud prevention, bankruptcy, and FERPA.

3. Make a budget

   Including a salary range in your student services representative job description is one of the best ways to attract top talent. A student services representative can vary based on:

   • Location. For example, student services representatives' average salary in mississippi is 54% less than in washington.
   • Seniority. Entry-level student services representatives 44% less than senior-level student services representatives.
   • Certifications. A student services representative with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a student services representative's salary.

   Average student services representative salary

   $36,114yearly

   $17.36 hourly rate

   ---

   Entry-level student services representative salary

   $27,000 yearly salary

   Updated December 16, 2025

4. Writing a student services representative job description

   A student services representative job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. To help get you started, here's an example of a student services representative job description:

   Student services representative job description example

   Are you interested in starting in becoming an Enrollment Counselor? If so, this Contact Center Representative opening is your foot in the door for a fast track....must be hungry, hard working and have your performance shine above all else!!
   Starting on Monday, October 31st
   ****MUST reside in Central Florida and have a Bachelor's Degree**** Starting pay rate is $17/hr. If you are promoted into the Enrollment Counselor position, the pay bumps up to $40K and you start receiving their ROBUST benefits package!!
   
   Are you a new grad seeking fulfilling work in the higher education space? HYBRID / REMOTE opportunity to learn the ropes, advance quickly, and reap the benefits of working for a global organization with big company PERKS!

   We are seeking a reliable, dedicated, individual with strong attention to detail needed to:

   -Communicate in a professional manner via telephone, email, text, and other mediums responding to individuals who have expressed an interest in the course curriculum.

   -Provide accurate documentation using department technology and MS Office.

   Education/Skills/Abilities/Experience needed:

   • Knowledge of MS Office: Word, Excel, Outlook
   • Excellent written and verbal communication skills
   • Excellent phone skills
   • Experience handling a high volume of calls preferred (this is NOT a sales role)
   • Positive, Professional attitude
   • Intelligent, able to absorb information quickly
   • Eager to learn and grow with the company
   • Some college required

   Benefits: Comprehensive benefit package that includes 11 paid holidays, PTO, matching 401(k), and Health insurance including dental and vision!

   Operating Hours for this position:

   Scheduled start/end time is between 8a – 9p (8 hours a day), with 1 Saturday a month (or every 6 weeks) working a 4-hour shift.
   
   OR
   
   Monday-Thursday 10:30am-9pm. No Saturday work required.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right student services representative for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your student services representative job on Zippia to find and recruit student services representative candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting student services representatives requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new student services representative

   Once you've found the student services representative candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   It's also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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