Enrollment Specialist (Program Specialist 2)

Position Summary

The Opportunity: The enrollment specialist is responsible for supporting the Registrar’s office by providing high-quality enrollment support for faculty, staff, and students at Skagit Valley College. This includes managing student ctcLink records, maintaining data accuracy, answering registration and enrollment questions, and maintaining student privacy while fulfilling requests for information. The enrollment specialist will interact with faculty, deans, the registrar, department chairs, advisers, financial aid staff, dual-credit representatives, and students. They will provide training to and oversee transcript clerks and assist the evaluation team. The enrollment specialist also serves as a technical expert in student management system coding, record management/reporting, transcripts, and enrollment procedures.

The Location: Skagit Valley College is on the traditional and unceded territories of the Coast Salish People’s, especially on Swinomish Indian Tribal Community, Upper Skagit Indian Tribe, Samish Indian Nation, Nooksack Indian Tribe, and Sauk-Suiattle Indian Tribe. Located in a geographically diverse region between the dynamic metropolitan hubs of Seattle and Vancouver, BC, SVC is never far from world-class outdoor recreation, urban arts scenes, and local cultural events. SVC serves our local communities with a campus in Mount Vernon, Oak Harbor on Whidbey Island, and centers in Friday Harbor, a Marine Technology Center in Anacortes, and a Brewing Academy in Burlington.

Mission: Skagit Valley College cultivates student learning and achievement; contributes to the educational, personal, and economic success of students; and promotes equitable and thriving communities.

Vision: The primary focus of Skagit Valley College is student-centered teaching and learning. We are committed to:

• Equitable student outcomes in access, achievement, and community;
• Our Guiding Principles;
• Decisions based on strategy and evidence;
• The development of our employees;
• A diverse and inclusive college community where everyone belongs.

• An unrelenting focus on our mission to improve the lives of our students and to strengthen our diverse community.
• Support for innovative teaching, learning, and scholarship.
• Exciting opportunities for personal and career growth.
• Diverse cultural and environmental benefits of rural, suburban, and urban lifestyles.
• Friendly, supportive, and diverse work environments.
• Excellent benefits include competitive leave packages and an array of health, dental, vision, and retirement plans to meet your current and future needs.

Duties and Responsibilities

Enrollment Tasks and Customer Service

• Develop enrollment procedures in collaboration with other staff and complete enrollment tasks such as monitoring and managing complex enrollment and waitlist requests;
• Handle complex, cross-departmental enrollment issues and facilitate resolutions for students, staff, and departments within established policies and procedures;
• Assist the Enrollment Services team to provide excellent customer service to campus and community partners, including the Enrollment Services counter, campus events, and first-line communications via email, and phone;
• With delegated authority supervise, train, and assist the transcript clerk as needed to provide excellent customer service;
• Respond to enrollment issues and make appropriate referrals to the registrar or outside of Enrollment as required to reach a resolution;
• Develop clear and professional communications to employees, students, and community partners using a variety of formats including email, and real-time chat services.

Coding, Reporting, and Compliance

• Determine most appropriate and accurate coding to ensure students are correctly coded into records following state reporting guidelines and to accurately maintain full time equivalent (FTE) count;
• Review and correct student records based on established procedures to ensure accuracy;
• Train other Enrollment Services staff to accurately code students in ctcLink;
• Assist the evaluation team with graduation application coding in ctcLink;
• Review, check for accuracy, and interpret registration data housed in multiple management systems in order to provide problem resolution for students, the college, and the public;
• Submit enrollment data to National Student Clearinghouse and resolve data reporting errors;
• Process education verification requests;
• Understand and interpret all enrollment functions, rules, procedures, and policies for error correction and reporting.

Special Population Enrollment

• As needed, support the dual-credit team as they process Running Start enrollment/billing reports and communicate results to local high schools and districts;
• As needed, support the dual-credit team as they admit and transcribe CTE dual-credit enrollment;
• In collaboration with academic departments, process enrollments, apply waivers, and input grades for SVC special programs such as Apprenticeships, Family Life, IBEST, and Basic Education.

Qualifications

Minimum Qualifications:

• Associate’s degree, equivalent education, or higher;
• One (1) or more years of experience providing customer service in a post-secondary setting;
• One (1) or more years of experience providing clerical support that includes entry and extraction of data in a records management database;
• Proficiency in Microsoft Excel and Outlook or similar programs.

• High school completion/diploma, GED, or equivalent;
• Two (2) or more years of experience providing customer service in a post-secondary setting;
• Two (2) or more years of experience providing clerical support that includes entry and extraction of data in a records management database;
• Proficiency in Microsoft Excel and Outlook or similar programs.

• One (1) or more years of experience working in enrollment services, registration, or admissions in a community or technical college;
• Experience with SMS, ctcLink, and TargetX;
• Lead or supervision experience;
• Multi-lingual in English and Spanish, including ability to read, write, and speak in Spanish at an advanced/fluent level.

Salary, Benefits, Conditions of Employment, Application Procedure, About SVC

Salary and Benefits:

• Salary is based on Range 42, Step A, $3,643 per month with periodic increments to $4,740 per month. Starting salary may be dependent on education, qualifications, and experience. Salary and benefits are subject to change in accordance with legislative mandates and collective bargaining agreements.
• This position is eligible for overtime pay in accordance with the Fair Labor Standards Act and is dependent upon continued grant funding.
• This is a union-represented position subject to a collective bargaining agreement.
• Retirement, medical, and insurance benefits are provided in accordance with state regulations. Additional information on benefits can be found at https://fortress.wa.gov/hca/pebbhealthplan/compare.aspx.

• Meet the minimum qualifications and;
• Submit a complete application to the online recruitment system at www.skagit.eduthat includes the following:
  • The online application, which includes answers to all supplemental questions and contact information for at least three (3) professional references;
  • A current resume; (Attachment: Resume);
  • A letter of interest addressing the minimum, desired qualifications, and your education and experience as it supports the responsibilities of this position; (Attachment: Cover Letter).

• Prior to employment, 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.
  
  Additionally, pursuant to RCW 28B.112.080, applicants must declare whether they are the subject of any substantiated findings of sexual misconduct in any current or former employment or are currently being investigated for, or have left a position during an investigation into, a violation of any sexual misconduct policy at the applicant’s current or past employer. By law, post-secondary education institutions cannot hire an applicant who refuses to declare the existence or non-existence of an investigation or findings subject to this statute.

• In the interest of providing a healthy, safe, and secure educational and work environment, and in order to meet the requirements of federal legislation, it is the policy of Skagit Valley College to maintain an alcohol and drug-free workplace for our employees and students.
• If hired you will be required to provide proof of identity and documentation of U.S. Citizenship or appropriate authorization to work in this position as required by the Immigration Reform Control Act of 1986.
• This classification is included in the classified staff bargaining unit, represented by the Washington Public Employees Association, WPEA.