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Admissions and Information Program Coordinator (Program Coordinator)

Job description

Position Summary

The mission of Pierce College District is to create quality educational opportunities for a diverse community of learners to thrive in an evolving world.

The Admissions and Information Program Coordinator serves as a primary contact in the area of Admissions and Information at Pierce College. Pierce College is an innovative and equity-focused community college dedicated to helping all students achieve their academic and professional goals. The Admissions and Information Program Coordinator position requires exceptional customer service skills placing a high priority on professional excellence in a diverse environment. Responsibilities include assisting students and visitors in-person, responding to inquiries (phone/email, etc.), processing admissions and acceptance packets, uploading/downloading data, data entry and data accuracy audits, and performing residency determinations for tuition paying purposes. The successful incumbent must possess a high level of attention to detail, systematic thinking, advanced computer skills, an understanding of confidentiality, and knowledge of the Family Education Rights and Privacy Act (FERPA).

Essential Functions

Coordinate Admissions and Information:

  • Actively support and engage in Pierce College's goals for equity and inclusion in order to provide access and support for our diverse community of learners.
  • Coordinate the services and activities of Admissions and the Information Window.
  • Serve as a primary contact in the areas of admissions, residency and general information.
  • Communicate with students, potential students and visitors in-person, via email and by phone regarding admissions and information in order to provide assistance and support, to respond to inquiries and to assist students matriculate to the College.
  • Problem solve day-to-day issues and concerns; offer recommendations/alternative solutions; make referrals to appropriate resources.
  • Follow and interpret guidelines, regulations, policies and procedures in order to process admissions, make residency determinations, determine course equivalencies, etc.
  • Provide information and assistance regarding the College, programs, services and activities.
  • Follow Family Educational Rights and Privacy Act (FERPA) guidelines to maintain confidentiality.
  • Independently prioritize complex program tasks and activities; complete tasks in a timely manner in order to meet student and program needs/deadlines.
  • Receive and process forms, petitions, documents, etc.; review for completeness; ensure appropriate supporting documentation is collected.
  • Process admissions applications utilizing database management systems; enter blocks, override codes and comments in student database; communicate with students to clarify discrepant or missing information on applications.
  • Audit admitted students' data/records; review work for accuracy and initiate corrections; ensure documentation is complete.
  • Run computer processes and send Admissions acceptance packets.
  • Organize and maintain an up-to-date procedure manual, share drive folders and pertinent information.
  • Log in and scan official transcript; enter course equivalencies in student database.
  • Alphabetize, proof and maintain forms.
  • Follow State and College guidelines for records and retention.

Residency Reviews:
  • Conduct residency reviews; follow State laws and guidelines in order to make determinations; notify students of decision.
  • Assist students with the residency process; interpret guidelines and answer questions.
  • Maintain residency files.
  • Follow State and College guidelines for records and retention.
  • Serve as a notary public for residency related documents.

Enrollment Services Support:
  • Contribute to the overall goals, services and activities of Enrollment Services.
  • Provide backup assistance for Enrollment Services departments, staff, services, and activities.
  • Confer with co-workers across the district to ensure procedures, services, and activities are consistent.
  • Attend meetings or trainings as a representative of Enrollment Services programs, services and activities; cross-train others.
  • Ensure communications, correspondence and program materials contain accurate and up-to-date information.
  • Stock brochure racks and maintain adequate supplies of forms and program materials.
  • Pick up and distribute mail.
  • Other duties as assigned.
Qualifications

Required Qualifications:

  • Associate's degree.
  • One (1) or more years' experience providing direct customer service in a high touch and diverse environment.
  • Advanced computer skills to manage data and to utilize database programs in order to upload, download and merge data.
  • File management; documenting and updating information in written and electronic formats to maintain accurate and complete records.
  • An ability to understand, apply and communicate complex information.
  • Previous experience requiring critical and systematic thinking.
  • A high level of accuracy and attention to detail.
Special Requirements:
  • This position requires a notary public license within 60 days of hire.

Required Knowledge, Skills, and Abilities:

Customer Service:
  • Treat people with a high level of respect and professionalism demonstrating excellent customer service and sensitivity in a highly diverse environment.
  • Addresses customer needs as a priority with a sincere desire to be helpful.
  • Ability to repeat information multiple times.

Attention to Detail and Accuracy:
  • Perform work accurately with attention to detail in a high volume environment with frequent interruptions.
  • Review work and make timely corrections.

Communication:
  • Excellent oral and written communication skills.
  • Calmly interact with others.
  • Actively listen and convey information clearly and patiently.

Systematic and Critical Thinking:
  • Ability to think in a systematic manner in order to perform tasks.
  • Critical, creative, and reflective thinking skills needed to independently identify problems, analyze and evaluate various solutions, implement solutions and monitor their effectiveness.

Problem Resolution Skills:
  • Work with people who are upset, confused, demanding or otherwise difficult in a calm, non-strident manner.
  • Problem solve issues in a constructive manner and makes appropriate recommendations or offer alternate solutions.

Team Work and Rapport:
  • Work effectively and cooperatively with others; participate and foster teamwork, build rapport and act as a positive influence to the team.

Job Management:
  • Follow procedures.
  • Manage work, records and files in an organized and efficient manner.
  • Follow retention guidelines.
  • Organize competing priorities and meet deadlines.
  • Remain calm under stress.

Equity, Diversity, and Inclusion:
  • Values organizational diversity and promotes cooperation
  • treats other with respect and recognizes the value of cultural, ethnic, gender and other differences.
  • Effectively manages relationships and responds appropriately to others.

Ethical Behavior:
  • Adhere to high standards of integrity and honesty.
  • Comply with laws, rules, policies and procedures.
  • Follow guidelines of Family Educational Rights and Privacy Act (FERPA) and maintain confidentiality.

Job Knowledge:
  • Knowledge of guidelines, policies and processes related to one's position and responsibilities.

Adaptability and Flexibility:
  • Show willingness to learn new methods, procedures, or techniques, resulting from departmental or College-wide change.

Strong Computer Skills including:
  • Use word processing software, such as Microsoft Word.
    • Create, format, edit, preview, print, and save documents. Use standard functions to select, edit, copy, paste, format, and spell check text.
    • Create bulleted and numbered lists, indent and align paragraphs, and use bordering and shading features.
    • Create, format, and edit tables, columns, and charts. Import data, sort table data, and perform calculations in tables. Insert and format sections, create headers and footers, and work with pictures and draw objects. Insert hyperlinks.
    • Create forms using templates, work with form fields, and format and enhance forms. Use mail merge to create form letters, modify merged documents, and merge envelopes and labels.
  • Compose, send, and respond to electronic mail. Utilize e-mail program functions such as calendars, mail merge emails, and meeting requests. Navigate the internet to find and download information.
  • Use spreadsheet software, such as Microsoft Excel, to create, modify, print, and format spreadsheets, find and replace data, and work with basic formulas and functions. Use templates, styles, AutoFormats, and multiple worksheets. May manipulate large or complex spreadsheets, use complex mathematical formulas to calculate data, and link worksheets. Import data from other sources, filter lists, and create and format charts and graphs.
  • Use database software to enter data into an established database. Run reports, download and upload information.
  • 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 http://www.pierce.ctc.edu/dist/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. At Pierce College, we value culturally competent and compassionate individuals who bridge diverse backgrounds and perspectives in support of academic equity and excellence. In your cover letter, please address how you will support the mission of Pierce College to create quality educational opportunities for a diverse community of learners to thrive in an evolving world. Please include in your response how your previous education and/or professional experience contribute to your effectiveness in promoting a climate of student success for a diverse community of learners. (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 confer date. International transcripts must include a foreign transcript evaluation. For a list of approved credential evaluation services visit: www.naces.org/members.htm (Unofficial transcripts acceptable for application process; official transcripts required upon hire). (Transcripts)
    • Upload (attach) a list of at least two professional references with names, addresses, telephone numbers, and e-mail addresses. Letters of recommendation will not be accepted. (References)
    • Special Note: To ensure consideration, application materials should be received no later than 5:00 p.m. on the closing date.
    Terms of Employment:This is a full-time (40 hours per week) classified, overtime-eligible position with Pierce College. The primary work location will be at Pierce College Puyallup campus but 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, and occasional travel as required. This position may be subject to reassignment between campuses or sites.

    Salary & Benefits:
    The starting salary range of this position is $2,707.00 - $3,115.00 per month (dependent upon qualifications), with annual periodic increments up to $3,505.00. 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 office environment.
    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.
    Conditions of Employment:
    • An offer of employment will not carry with it any responsibility or obligation on the part of the District to sponsor an H-1B visa. 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, contact Human Resources at: [email protected].

    Questions regarding equal employment opportunities or discrimination may be directed to the following:

    Holly Gorski, Vice President for Human Resources/Title IX Coordinator
    9401 Farwest Drive SW
    Lakewood, Washington 98498
    (253) 964-6519

    Paula Henson-Williams, District Affirmative Action Officer
    (253) 864-3229

     

     

     

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    Job No:
    Posted: 8/24/2018
    Application Due: 11/9/2018
    Work Type:
    Salary: