Enrollment Services Specialist

Everett Community College; Everett (WA); Hybrid; USD 42,000 - 52,000; Full time

Job summary

Everett Community College is seeking an Enrollment Services Specialist to ensure accurate, policy-compliant enrollment processes and to serve as the front-line contact for students and staff. This role supports registration, residency determinations, and records management, while coordinating with Admissions, Testing Center, and high school partnerships.

It requires strong customer service and familiarity with student information systems.

Qualifications

• Associate's degree or equivalent experience.
• Two years of experience in student services or similar responsibilities.
• Knowledge of residency and enrollment policies.
• Proficiency with student information systems (e.g., ctcLink).

Responsibilities

• Process residency cases according to state criteria and policies.
• Assist with enrollment transactions including registration and changes.
• Handle enrollment forms and FERPA-compliant records.
• Provide front-counter service for in-person inquiries.
• Coordinate with Admissions, Testing Center, Recruitment, and High School Partnerships.
• Maintain filing systems and ensure data accuracy.

Skills

Customer service

Multitasking

Policy interpretation

Communication (in-person & digital)

Education

Associate's degree or equivalent experience

Bachelor's degree preferred

Tools

ctcLink

Document management systems

Job description

SUMMARY:

The Enrollment Services Specialist ensures students and staff have access to accurate, efficient, and policy-compliant enrollment processes. Serving as a primary point of contact at the front counter, this position plays a critical role in supporting students at key points in their educational journey by applying specialized knowledge to facilitate enrollment transactions. The position contributes to a seamless and supportive enrollment experience.

TITLE: Enrollment Services Specialist

CLASSIFICATION: Program Specialist 2

SALARY: Range 42

WORKLOAD:40 hours/week

SCHEDULE: Fall term to Spring Term: Monday through Thursday 9:00am – 6:00pm. Fridays 8:00am – 5:00pm, with occasional evenings and weekends, Summer term: (4) 10 hour shifts Monday to Thursday

UNION: WFSE

DEPARTMENT: Enrollment Services

REPORTS TO: Associate Director of Student Experience 45

POSITION NUMBER:00011893

This position may be eligible for hybrid work, per Everett Community College’s Telework Policy

Program Coordination

• Process undetermined residency cases, ensuring compliance with state criteria and institutional policies.
• Evaluate complex or non-standard residency applications and enrollment requests within delegated authority, escalating unusual problems with recommended solutions to leadership.
• Process and triage incoming enrollment services forms, such as enrollment verification requests and releases of information, ensuring accuracy and compliance with FERPA regulations.
• Assist with enrollment transactions, such as registration, course drops, and program changes.
• Provide information on tuition rates, waivers, and classifications, ensuring accurate coding and application.
• Act as a support and liaison for High School Partnerships, Testing Center, Recruitment, Admissions, and campus staff on enrollment-related processes.

Front Counter Operations and Customer Service

• Greet visitors and manage front-counter flow, serving as the primary point of contact for in-person enrollment, registration, and residency inquiries.
• Provide excellent customer service via multiple communication channels, including in-person, text, email, and phone.
• Liaise with multiple departments to resolve student issues, troubleshoot registration challenges, and provide actionable solutions.
• Guide students through complex enrollment processes, offering alternative courses of action and explaining the implications of decisions.
• Assist with workflow coordination and provide support for data entry during peak operational periods.

Records Management & Policy Compliance

• Perform document processing tasks, including scanning, indexing, verifying, and archiving student records and forms into electronic document management systems.
• Maintain organized physical and electronic filing systems in accordance with institutional practices and state record retention protocols.
• Interpret and apply state, federal, and institutional policies, ensuring adherence to residency guidelines and FERPA regulations across all processes.
• Communicate procedural updates to staff and assist in revising forms, web content, and program materials to align with compliance requirements.
• Ensure proper distribution, accurate completion, and maintenance of all departmental forms

General Duties

• Participate in departmental initiatives to improve operations and student support.
• Support the goals and operations of the department, division, and College.
• Perform other duties as assigned to support departmental operations and campus needs.

Required Education and Experience (or equivalent combination of):

• Associate's degree with coursework in business, education, or a related field, or equivalent experience.
• Two (2) years of experience in student services, program support, or similar responsibilities.

Required Knowledge, Skills, and Abilities:

• Knowledge of state and federal policies related to residency and enrollment.
• Proficiency in navigating and troubleshooting student information systems, such as ctcLink.
• Skills in providing high-quality customer service to diverse populations.
• Ability to interpret and apply policies and regulations accurately.
• Ability to manage and prioritize multiple tasks with attention to detail.
• Strong in-person and electronic communication skills.

Preferred

• Bachelor's degree in business, education, or a related field.
• Experience working in a higher education setting.
• Fluency in a second language to support multilingual populations.

Everett Community College follows the Americans with Disabilities Act (ADA) and provides the following information as a guideline for applicants:

Physical Requirements

• Ability to operate office equipment, including computers and telecommunication devices.
• Ability to observe, analyze, and interpret data from various sources.
• Ability to prepare and present detailed reports, both in written and audible formats.
• Ability to exchange information with others.
• Ability to sit or stand for extended periods while performing routine tasks.
• Ability to lift and carry objects weighing up to 25 pounds.
• Ability to navigate the environments, conditions, and hazards typical of this role.

Terms of Employment

• Overtime eligible – FLSA non-exempt
• Position is subject to Everett Community College policies and procedures.
• Performance will be evaluated after a six (6) month probationary period and annually.