Entry Services Coordinator (Program Coordinator)

Position Summary

The Opportunity: The Entry Services Coordinator in Enrollment Services position serves as a primary point of contact for new students, managing the admissions process using Student Management System (PeopleSoft) and providing essential customer support for students. In addition, the position supports daily operations on the Mount Vernon campus and is a liaison to Whidbey Island Campus and the San Juan enrollment services team. The job is a 100% full-time, classified position working 40 hours per week with a flexible schedule to accommodate limited evening hours. The Entry Services Program Coordinator reports to the Director of Entry Services.

The Entry Services Coordinator works in an environment where technology must be infused into all enrollment services processes while ensuring confidentiality and the utmost professional service delivery. This position will be responsible for the direct supervision of student support staff in the performance of duties associated with the Enrollment Services Office, coordinating the operation of the Information Desk, and the A-Team.

This position will work in the Enrollment Services Office located in the Mount Vernon Campus with occasional travel to the Whidbey Island Campus as required.

• 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

Coordinate the admissions and intake process.

• Interact with future and current students and handle inquiries and complaints in a timely manner;
• Ensure accurate coding and records in admissions, registration, and throughout enrollment processes;
• Provide front counter support and backup for staff as needed and during high traffic days prior to and just after the start of each quarter;
• Coordinate Entry services phones and assign individuals to the hunt group as needed;
• Provide comprehensive customer service to students navigating through admissions, registration, and placement;
• Manage Information desk schedule to ensure proper staffing;
• Review, maintain, and update Entry Services phone messages quarterly;
• Respond to in-person, telephone or email inquires related to admissions and registration and provide referrals as necessary;
• Assist students with enrollment, add and drop, and scheduling processes and review for accuracy;
• Process or redirect admissions forms for entry services and registration;
• Monitor the Enrollment Services email inbox daily as assigned.

• Identify and process admissions applications with inconsistencies to identify potential fraudulent applications;
• Collect and file necessary documentation to resolve fraudulent cases;
• Schedule in-person or ZOOM interviews for the Director of Entry Services as needed to verify the student’s identity;
• Provide comprehensive customer service to students navigating through admissions, registration, and placement;
• Process admissions and registration forms for programs with special entry requirements.

• Coordinate placement for college applicants;
• Notify students via email or in person of placement results;
• Process high school transcripts, including receiving, evaluating, placing appropriate milestones on students’ accounts, and uploading transcripts into CRM;
• Collaborate with the credential’s evaluators for college transcript processing;
• Represent the department at various meetings, campus events, and conferences as assigned;
• Assist in planning and attending Student Orientation as an Enrollment Services representative.

• Oversee hiring and training of student work-study and student hourly employees;
• Create and manage weekly schedules for front counter staff;
• Coordinate A-Team and hourly work-study weekly work schedule;
• Train student workers and student hourly employees to perform duties related to front desk duties and other duties as assigned.

Qualifications

Minimum Qualifications

• High school completion/diploma, GED or equivalent;
• One (1) year of experience providing clerical support that includes data entry, phone, and email management, and the ability to manage multiple priorities;
• Two (2) years of experience in providing excellent customer service to a diverse clientele in Student Services, Enrollment Services, Admissions, Registration, Financial Aid, or related area or in a program specialty that provides similar services to a specific population;
• Multilingual, including the ability to read, write, and speak at an advanced/fluent speaker level.

• Associate degree or higher;
• Multilingual in English and Spanish, including the ability to read, write, and speak at an advanced/fluent speaker 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.