Pierce College
Enrollment Services Specialist (Program Specialist 2)
SALARY
$3,999.00 - $4,865.00 Monthly
$47,988.00 - $58,380.00 Annually
LOCATION
Lakewood, WA
JOB TYPE
Full Time
JOB NUMBER
C2522
DIVISION
Learning & Student Success - FS
Pierce College is recruiting to fill two (2) vacancies.
The Enrollment Services Specialist (Program Specialist 2) works in the Enrollment Services department, performing a variety of complex admissions, registration, and record functions, to include, but not limited to, processing admissions applications and managing other student records. A key focus of this role is to support students from systematically non-dominant backgrounds throughout their admissions journey to enrollment, ensuring equitable access and successful educational outcomes. This position requires a strong emphasis on customer service, attention to detail, proficiency in advanced computer skills and commitment to maintaining high level confidentiality. The position reports directly to the Director of Enrollment Opportunities and Outcomes.
Essential Functions
The Enrollment Services Specialist (Program Specialist 2) will be responsible for the following, but not limited to:
Direct Student Support
Provide holistic and culturally sustainable support services to new, continuing and returning students.
Coordinate the services and activities of Enrollment Services; serve as a primary contact in the areas of admissions, residency, enrollment, records and general information.
Provide culturally appropriate support and services to advance the engagement and success of marginalized and minoritized students.
Actively guide applicants through the admissions and enrollment process in a culturally responsive manner, providing Getting Started steps and sharing support resource information to affirm, empower, and value applicants and students.
Systematically communicate with students through various methods, including district-approved technology and social media platforms, reaching out to applicants who do not complete the admissions process to identify barriers and provide support and encouragement for completion.
Process admissions applications utilizing database management systems, sequential reasoning, and high attention to detail; communicate with students to clarify discrepant or missing information on applications; communicate admission policies and processes to prospective students, staff and community members.
Conduct residency reviews following state laws and guidelines in order to make determinations; notify students of decision.
Engage with new students and provide encouragement and assistance with tools that help them prepare for their initial academic advising session.
Communicate with newly admitted students to support their intake journey; support students in completion of New Student Guide and the Intake Survey; assist students in using and understanding class catalogs, class schedules, and navigating the Pierce College website.
Maintain working knowledge about funding resources such as Financial Aid, Tuition waivers, and veteran education benefit resources.
Maintain knowledge about programs and courses offered by Pierce College.
Interpret and follow guidelines, regulations, policies and procedures in order to process enrollment tasks and provide information and assistance regarding programs, services and activities.
Process incoming student forms, documents, and petitions, ensuring collection of supporting documentation and attachments; upload attachments and forward the documents to the correct department.
Process enrollment requests, to include CampusCE, such as adds, drops and withdrawals and milestones utilizing database management systems; apply enrollment request details, such as action reason, overrides, grade changes, etc., and resolve enrollment errors.
Process enrollment corrections including co-requisite course cleanups, swapping classes, repeats, cancelled class drops.
Run processes, report queries and ctcLink actions such as unofficial transcripts, class rosters, repeat jobs, waitlist processes and grades.
Assist with data reviews and data clean up, such as data record verification.
Collect and process release forms, student personal data changes, request forms, petitions, documents, etc.; review for completeness; ensure appropriate supporting documentation is collected or viewed and note as verified accordingly.
Problem solve day-to-day issues and concerns; offer recommendations/alternative solutions; make referrals to appropriate resources.
Support to Customer Service and Engagement
Actively support, engage in, and work to advance Pierce College's goals for equity and commitment to antiracism in order to provide access and support for our diverse community of learners.
Communicate in-person, via zoom rooms, email, phone, etc., in order to provide assistance and support in a culturally affirming manner; respond to inquiries and assist students with enrollment and information.
Support other team members during peak cycles; partner with other colleagues to address complex student issues.
Compile data on application attrition and identify emerging trends; engage in discussion with Director of Enrollment Services on improving processes and removing institutional barriers.
Through the Director of Enrollment, assist with providing college community with current cultural issues and concerns impacting students.
Serve as a point of contact for applicants, responding to questions, gathering information to respond to students, and making referrals as needed.
Participate in external engagement efforts such as community open house events.
Department Support
Contribute to the overall goals, services and activities of Student Services.
Provide back up support for Enrollment Services areas, staff, services, and activities.
Confer with colleagues across the district to ensure materials, procedures, services and activities are consistent.
Participate in district shared governance through committee participation and/or other engagement.
Attend meetings, trainings, professional development, district events, etc., as a representative of Enrollment Services programs, services and activities; train others.
Ensure communications, correspondence and program materials contain accurate and up-to-date information.
Maintain an up-to-date procedure manual and share drive folders.
Consistent, regular, and punctual attendance at work.
Other duties as assigned.
Qualifications
Education Required
> Some college level coursework.
Experience Required
> One (1) year of experience working in an educational environment providing direct student support OR one (1) year of experience in an agency or school setting managing a client caseload.
> Progressively responsible experience in an office or administrative support role requiring close attention to detail, data entry and the ability to perform mathematical computations.
> Demonstrated experience providing culturally responsive services and assistance.
> Experience interpreting and explaining policies and procedures.
> Experience providing high touch customer service over the phone, via email and in person.
> Experience working with electronic information management systems/database software.
> Demonstrated commitment to advancing equity, diversity, and inclusion in higher education, and serving students who have been historically marginalized.
Special Requirements
> The successful candidate must consent to and pass a criminal background check after a conditional offer of employment.
Required Competencies
> Values human diversity, recognizes individual and collective capacity for learning, and promotes mutual engagement and learning for all stakeholders.
> Acts as a student advocate and agent of change, treating others with respect, honor, and grace while promoting inclusivity and interrupting dominant narratives.
> Builds collaborative, transformative relationships, understanding the uniqueness of self and others, and creating space for diverse points of view.
> Ability to assist individuals in problem solving, identifying needs, and exploring options.
> Ability to identify and use data from a variety of sources for decision making and recommendations, using tools and contexts while adapting to changing technologies.
> Strong follow through and time management skills.
> Strong computer skills related to database software, MS Word, MS Excel, Outlook, PowerPoint or comparable presentation software, and Internet navigation.
> Strong written and oral communications skills with ability to clearly and effectively communicate with individuals and groups within and outside the College.
> Exceptional customer service skills with the ability to place a high priority on professional excellence.
> Responds positively to change, embraces and uses new practices or values to accomplish goals and solve problems while operating effectively in a high volume/ moderate paced environment.
> Values organizational diversity, promotes cooperation, anticipates and understands students' needs and expectations, and maintains an open, approachable manner while treating others fairly and respectfully.
> Ability to work cooperatively with others on a team, demonstrating personal and professional conduct which contributes to the overall mission and goals of the organization.
Application Process
Application Requirements
To be considered for this position, applicants must:
> Meet the required qualifications as outlined in this announcement.
> Complete the online application profile at: https://www.pierce.ctc.edu/hr.
> Apply for the specific job opening.
> Upload (attach) a cover letter that addresses how you meet the required qualifications as outlined in this announcement. (Cover Letter)
> Upload (attach) detailed résumé of all educational and professional experience.
(Résumé)
> Transcripts are not required in order to apply for this position; however, if you are selected for an interview, you will be asked to bring copies of unofficial transcripts showing completion of the required level of education. Please upload current copies of your transcripts, if available. Unofficial copies of all college and university transcripts must include degree received and conferral date. International transcripts must include a foreign transcript evaluation. For a list of approved credential evaluation services visit: https://www.naces.org/members. (Transcripts)
Please note: Certain positions require specific levels of educational attainment such as a post-secondary degree, licensures or certifications. In order to evaluate applicant materials to determine if the minimum qualifications are met, information regarding your education and experience should be included in your application materials.
Applications without transcripts attached, may receive notification that their application materials are incomplete. If you receive a notice and information has been provided elsewhere in your applications materials, please disregard. (Unofficial transcripts acceptable for application process; official transcripts required upon hire).
> Upload (attach) a list of at least three (3) professional references with names, telephone numbers, and e-mail addresses. One of which must be your current or most recent supervisor. Letters of recommendation will not be accepted. (References)
> Provide a response to the following question. (Supplemental Question)
The College's goal is to support all students and to achieve racial and social equity in pursuit of mission. If you were selected for this position, how would you contribute to and support this goal? Please limit your response to a maximum of 500 words.
Special Note
To ensure consideration, application materials should be received no later than 5:00 p.m. on the closing date.
All correspondence regarding your application status will be sent to the email address associated with your NeoEd account. Please make sure to check your spam folder periodically, in the case of an automated, incorrect delivery.
Terms of Employment
This is a full-time (40 hours per week) classified, overtime-eligible position with Pierce College District. This position is permanent after serving a 6-month probationary period. The primary work location will be at Pierce College, Fort Steilacoom campus. Occasional travel to Pierce College campuses or sites may occur. Work hours are between 8:00 a.m. and 5:00 p.m., Monday through Friday, with occasional evenings and weekend work. This position may be subject to reassignment between campuses or sites. This position requires regular and consistent attendance.
Salary & Benefits
The starting salary range of this position is $3,999.00 a month dependent upon qualifications, with annual periodic increments up to $4,865.00 monthly. However, your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance. Life and long-term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided. For more information, please visit our Benefits and Leave website at: https://www.pierce.ctc.edu/hr- benefits.
Physical Work Environment
This position is required to work indoors in an open office environment, which requires visual concentration on detail, dexterity, precision, and is subject to frequent noise and interruptions.
Reasonable Accommodation
Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the District Human Resources Office by calling 253-964-7342. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.
Screening & Interview Process
Only those candidates who have complied with the application process and meet the required qualifications will be considered. Following the review of application materials, the most qualified candidates will be contacted for an interview. Check the email account you used for the application process for communication regarding the status of your application. Application materials submitted to Pierce College are the property of the College and will not be returned.
Please Note
This is a competitive selection process. Your application materials will be reviewed and evaluated based on the minimum qualifications listed for the position. Applicants whose qualifications most closely correspond to the district’s needs will be eligible for further consideration.
Notification of application status normally occurs 4 to 6 weeks after the closing date. Short notice may be given to applicants to participate in further selection processes which may include written, oral and performance examinations, and final interviews.
Conditions of Employment
Pierce College is a “fully vaccinated campus” under the state’s higher education guidance, which means that COVID-19vaccination is highly encouraged for all employees and students.
Prior to the start of employment, finalist(s) for this position will be subject to a pre-employment background check as a condition of employment. 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.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington State Law RCW 28B.112.080.
An offer of employment will not carry with it any responsibility or obligation on the part of the district to sponsor an H-1Bvisa. In compliance with the Immigration Reform and Control Act of 1986, proof of authorization to work in the United States will be required at the time of hire.
Pierce College has adopted a Drug Free Workplace policy. As a condition of employment, employees must agree to abide by the requirements established in that policy.
Bargaining Unit
This position has been designated as a bargaining unit position represented by the Washington Public Employee Association (WPEA).
Equal Opportunity
The Pierce College District is an equal opportunity employer. The Board of Trustees and Pierce College District are committed to providing equal opportunity and will not discriminate in terms and conditions of employment and personnel practices. Decisions are made without regard to race, color, national origin, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal.
For more information about this position or assistance regarding your application, please contact Human Resources at (253) 964-7342.
Questions regarding equal employment opportunities or discrimination may be directed to the following:
Sean Cooke - Title IX Coordinator
(253) 840-8472
Davi Kallman - ADACO/Section 504 Coordinator
(253) 912-3715
Deena Forsythe - Interim Vice President for Human Resources
(253) 964-6586
Paula Henson-Williams - District Affirmative Action Officer
(253) 864-3229
Agency
Pierce College
Address
9401 Farwest Drive SW
Lakewood, Washington, 98498
Phone
253.964.7342
Website
https://www.pierce.ctc.edu/hr
Enrollment Services Specialist (Program Specialist 2) Supplemental Questionnaire
QUESTION 1
The College's goal is to support all students and to achieve racial and social equity in pursuit of mission. If you were selected for this position, how would you contribute to and support this goal? Please limit your response to a maximum of 500 words.
Required Question
