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 is typically between $68,016.00 - $71,388.00 (Steps E‑G). Application and required materials must be submitted no later than the first review date. Opportunity is open until filled; 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 of 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 related to student and academic records, and involves overseeing and managing application processing, class registration, records maintenance, system coding, and enrollment services. It also collaborates with on‑campus and district partners to support prospective and current students in navigating admissions and registration processes for successful enrollment. The position works in a multi‑tasking environment and corresponds with instructional departments, academic advisors, students, staff, and faculty, and may support other Enrollment Services functions as needed. This position is typically scheduled to work Monday through Friday, in alignment with the operational hours of Student Services Division, but may vary depending on program needs. It may require evenings and weekends as needed and may involve a hybrid schedule of both remote and on‑site work. 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 troubleshoot 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 regarding grade rosters; provide quarterly explanations of class rosters, grading, and incompletes. Oversee admissions processes for the 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. Act as a liaison for student and program contact, admissions processing, registration, and troubleshooting enrollment issues for one or more distinct programs or student cohorts. Independently troubleshoot questions, concerns, and complaints within college policies and procedures while collaborating with leadership and college personnel as needed. Create and maintain reports with computer software technology and/or Student Management System (ctcLink) to ensure effective 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. Prioritize responsibilities based on deadlines and department, college, and district needs. Perform special projects and related duties as assigned. 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 stakeholders on information related to registration, records, and admissions processes; develop communication strategies and modalities for effectiveness. Respond to student, internal, and external requests for educational records by determining legitimacy and meeting strict guidelines for federal student confidentiality laws. Utilize computer software and technology, including but not limited to 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, name changes, enrollment verifications, and more. Develop and provide a quarterly list of important registration dates. Foster and maintain relationships with college and community partners that support student grading and 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 ongoing 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 ensure 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. Lead, implement, or assist with special projects and related duties as assigned. May supervise one or more part‑time staff members and/or student workers. What you bring as a candidate Bachelor’s degree in any field. At least two years of experience in higher education or a 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 and troubleshoot academic and system issues. Experience enforcing policies, rules, and regulations as they relate to the position. Evidence of ability to work independently within a multitask 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. Exhibits 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. For applicants requesting accommodation, please contact Human Resources. Office Setting Ability to work in an office environment and use computer, telephone, and other office equipment as needed. 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. Equal Opportunity Employer Seattle Colleges is committed to equal opportunity for all students, employees, and applicants in education, employment, services and contracts. The institution does not discriminate on the basis of race, color, age, hair texture or protective hairstyles, national origin, religion, creed, marital status, sex, pregnancy, gender, gender identity, sexual orientation, status as a veteran or disabled veteran, military status, political affiliation or belief, citizenship status, or presence of any physical, sensory, or mental disability. Reasonable accommodations will be made for known physical or mental limitations for all otherwise qualified persons with disabilities. Seattle Colleges is committed to ensuring that all employees and students work and learn in an environment that fosters mutual respect and professionalism, free from all forms of bullying, including cyber bullying. Background Check 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 for the position. Candidates will also complete a Sexual Misconduct Disclosure Form WA HB 2327 as required. #J-18808-Ljbffr