Admissions and Enrollment Specialist (Program Specialist 3)

Admissions and Enrollment Specialist (Program Specialist 3) Full salary range for this position is $61,512.00 - $78,864.00 annually. Initial salary placement typically between $68,016.00 - $71,388.00 (Steps E‑G). First review of materials will begin June 15, 2026. Overview Are you passionate about student success? Have you contributed to systems and processes resulting in the success of student enrollment and retention? If these questions resonate with you, then we invite you to consider joining our team, an equity-focused open-access college dedicated to helping all students achieve their academic and professional goals. Under the supervision of the Associate Director of Enrollment Services, the Program Specialist III position supports the work of the Admissions and Registration team. This position is responsible for accurate data entry as it relates to student and academic records. This position involves overseeing and managing the functions of application processing, class registration, records maintenance, system coding, and enrollment services. Additionally, this role collaborates with on-campus and district partners to support prospective and current students in navigating admissions and registration processes for successful enrollment. This position will be working in a multi-tasking environment and correspond with instructional departments, academic advisors, students, staff, and faculty. This position may support other Enrollment Services functions as needed to ensure smooth departmental operations. This position is typically scheduled to work Monday through Friday, in alignment with the operational hours of Student Services Division. The schedule may vary depending on program needs. May be required to work evenings and weekends as needed. This position may work a hybrid schedule of both remote and on-site work depending on department and division needs. This position is governed by a collective bargaining agreement with representation by WFSE and subject to union shop provisions. About Us We are a district of three distinct colleges - North Seattle College, Seattle Central College, and South Seattle College - and five specialty training centers. Which makes us the largest and most diverse community college district in the state of Washington, we are leaders in change and innovation. Seattle Colleges is committed to recruiting dedicated faculty and employees who together create a welcoming academic climate that reflects the diverse backgrounds of our community, including ethnicity, national origin, religion, race, gender, gender identity, age, status as a veteran or disabled veteran, disability, political status, and sexual orientation. As a Seattle Colleges employee, you will gain access to a great benefits package including: Competitive Pay Rates Promotional Opportunities Great Medical, Dental, and Retirement plans Paid Sick and Vacation Leave Transportation benefits Tuition Waivers PEBB Wellness Plan Washington State Employee Assistance Programs (EAP) Seattle Colleges staff and faculty also enjoy professional development opportunities and enrichment experiences in areas of their choice, including committee, workgroup, and affinity group opportunities. Application Procedures Attach current Resume Attach cover letter addressing how your background intersects with the job Required application materials must be completed and submitted online. Please note that Seattle Colleges has moved to holding interviews virtually using video conference options such as Zoom or Teams. As such, if you are selected for an interview, please be prepared to hold your interview virtually. Applicants must be currently authorized to work in the United States on a regular basis. The employer will not sponsor applicants for work visas. Seattle Colleges is unable to extend post‑completion optional practical training (OPT) to F‑1 students who receive STEM degrees. Program Specialist Responsibilities Primary responsibility for two or more of the following activities: Lead and manage the quarterly drop for nonpayment process, including communication with students, Student Services departments, faculty, and funding sources. Manage the quarterly waitlist and troubleshoots waitlist enrollment issues. Manage and process National Student Clearinghouse enrollment reports and verifications in a timely manner. Communicate directly with National Student Clearinghouse representatives for information, inquiries, and issues. Manage and correct Quality Assurance Reports (QARs). Communicate, train, and resolve issues with faculty and instructional Deans as it pertains to grade rosters. Communicate with faculty and instructional Deans on a quarterly basis to provide detailed explanation of class rosters, grading, and incompletes. Oversee admissions processes for Admissions & Registration team and specialized programs such as Justice Involved Students, Home and Family Life, CTE Dual Credit, Basic & Transitional Studies, etc. Oversee batch registration processes and PeoplePages registration requests. Oversee and manage the residency reclassification process, and timely communication with students. Acts as a liaison for student and program contact, admissions processing, registration, and troubleshooting enrollment issues for one or more distinct programs and/or student cohorts: CareerLink, Running Start, Justice Involved Students, Home and Family Life, Apprenticeship Programs, Basic & Transitional Studies, etc. Independently troubleshoots questions, concerns, and complaints within college policies and procedures while collaborating with leadership and college personnel as needed. Keeps supervisor(s) and program staff informed of issues as needed. Create and maintain reports with computer software technology and/or Student Management System (ctcLink) to maintain effective and productive daily operations of Admissions & Registration functions. Evaluate programming, assess, and respond to evolving needs. Provide data and assessment reports and summaries as required (monthly and annual) highlighting program accomplishments, challenges, and opportunities. Set up Student Management System (ctcLink) data jobs and system configuration as needed. Effectively prioritizes responsibilities based on deadlines and needs of the department, college, and/or district. Perform special projects and related duties as assigned. Enrollment Services Team Support Provide exceptional customer service via email, phone, video calls, and in-person for students, staff, and faculty inquiries. Support Admissions and Registration customer services operations and drop‑in support for students. Advise students, staff, faculty, and the public on information related to registration, records, and admissions processes. Develop communication strategies and modality for effectiveness. Respond to student, internal, and external requests for educational records by determining legitimacy and meet strict guidelines for Federal student confidentiality laws. Utilize computer software and technology including but not limited to a Student Management System (ctcLink), online application systems, Microsoft Office, OnBase, Seattle Colleges systems, and National Student Clearinghouse to complete functions in admissions, registration, and enrollment services. Process and support general admissions, registration, and records functions, such as processing applications, special student admissions, grade change and late grade requests, class registration requests, student term activation, enrollment transactions, record subpoena requests, transcript requests, program plan changes, student record updates, residency updates, names changes, enrollment verifications, and more. Develop and provide students, staff, and faculty a quarterly list of important registration dates. Foster and maintain relationships with college and community partners who provide services that support student grading and student registration activities. Prepare and review training materials and procedures related to the position's essential functions for Peoplesoft as directed by the Enrollment Services Leadership Team. Provide continual cross‑training to other team members. Maintain and update web editing support for Admissions and Registration related webpages. Maintain and update departmental forms in printed and electronic formats. Maintain student records according to Federal, State, and institutional laws and policies including retention, data privacy and appropriate disposal of hard copy documents. Serve as a state records custodian, advising college staff on records retention schedules data integrity and proper destruction of documents. Administer and interpret policies that provide the effective operations of Enrollment Services in compliance with federal, state, and institutional regulations. Support Student Services Division in activities, events, and programming that support student enrollment, retention, and graduation. May require weekend, evening, work as needed. Leads, implements, or assists with special projects and related duties as assigned. May supervise one or more part‑time staff members and/or student workers. This description is not intended to cover every aspect of this job. We are a team that works together to meet the needs of those we serve, and every member of the team is expected to contribute, even beyond the specific responsibilities listed in this posting. What You Bring As a Candidate Bachelor¿s degree in any field. At least two years of experience in higher education or working in high volume customer service environment. Demonstrated commitment, ability and experience working with persons from diverse ethnic, economic and academic backgrounds. Demonstrated ability to research and investigate academic issues that relate to student registration, records, and credentials. Evidence of ability to interpret detailed information, trouble‑shoot academic and systems issues. Experience enforcing policies, rules, and regulations as it relates to the position. Evidence of ability to work independently within a multi‑task environment. Confidence in communicating effectively with individuals at all organizational levels. Strong verbal and written communication skills across various platforms (in‑person, email, phone, and written correspondence). High attention to detail, excellent problem‑solving skills, and the ability to work collaboratively with unit team members and all areas of the college. Exhibit strong problem‑solving skills and experience, including identifying and resolving problems and implementing solutions. Demonstrated proficiency and comfort utilizing computer software programs and technology including but not limited to student management systems and Microsoft Office. Physical Demands and Disability Accommodation Persons with disabilities have the right to reasonable accommodation in all aspects of employment with Seattle Colleges. This includes, but is not limited to, recruitment, application, interviewing, hiring, training, termination, conditions of employment, and any other employer‑supported activities. Applicants requesting accommodation should contact Human Resources. Office Setting Ability to work in an office environment and use a computer, telephone, and other office equipment as needed to perform duties. Ability to encounter and navigate frequent interruptions throughout the workday. Ability to read and verify data and prepare various materials. Ability to provide one‑on‑one support, present to small groups, and work at a computer exercising repetitive hand motion with or without reasonable accommodation. Ability to perform range of physical motions, exerting up to 25 pounds; lifting and carrying up to 25 pounds; standing, walking, sitting for long periods of time, kneeling, squatting, and stooping; and traversing up and down stairs. Notice of Non‑Discrimination Statement Seattle Colleges is committed to the concept and practice of equal opportunity for all its students, employees, and applicants in education, employment, services and contracts, and does not discriminate on the basis of race or ethnicity, color, age, hair texture or protective hairstyles, national origin, religion, creed, marital status, sex, pregnancy, gender, gender identity, sexual orientation, gender expression, status as an honorably discharged veteran or disabled veteran or military status, political affiliation or belief, citizenship/status as a lawfully admitted immigrant authorized to work in the United States, or presence of any physical, sensory, or mental disability. In addition, reasonable accommodations will be made for known physical or mental limitations for all otherwise qualified persons with disabilities. Further, Seattle Colleges is committed to ensure that all employees and students work and learn in an environment that fosters mutual respect and professionalism, free from all forms of bullying behaviors, including cyber bullying. Students, employees, and applicants at Seattle Colleges can reach the Title IX Coordinator or ADA/Section 504 Coordinator for questions about discrimination, harassment or grievance procedures. Background Check Statement Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. In addition to the background check, candidates will complete Sexual Misconduct Disclosure Form WA HB 2327 as required. #J-18808-Ljbffr Seattle Colleges