Program Coordinator, Whitworth Online

Whitworth University; Washington; Hybrid; USD 45,000 - 65,000; Full time

Job summary

The Program Coordinator, Whitworth Online, serves as the primary contact for prospective students through the admissions process, responding to inquiries and guiding applicants from inquiry to enrollment. The role works closely with enrollment advisors to ensure a seamless, student-centered experience and accurate records.

This position supports engagement, document processing, and workflow coordination in a hybrid environment, with on-campus and remote work aligned to Whitworth University’s

Qualifications

• Experience in customer service, admissions, or enrollment services.
• Ability to manage multi-step processes and maintain accurate records.
• Strong written and verbal communication.
• Higher education experience preferred.

Responsibilities

• Monitor admissions channels and respond promptly to inquiries.
• Build relationships with prospective students through outreach and follow-up.
• Support inquiry-to-application and application-to-admit conversion.
• Provide accurate information about admissions procedures and programs.
• Schedule appointments with enrollment advisors.
• Maintain applicant records across university systems.
• Audit records and resolve data discrepancies.

Skills

Customer service

Administrative support

Admissions

Enrollment services

Student services

Communication

CRM systems

Microsoft 365

Tools

CRM system

Student Information System

Microsoft 365

Job description

The Program Coordinator, Whitworth Online serves as a primary point of contact for prospective students throughout the admissions process. The coordinator responds to inquiries, builds relationships with prospective students, maintains accurate admissions records, coordinates applicant documentation, and supports application workflows from initial inquiry through admission and enrollment. Working closely with enrollment advisors and university partners, this position provides responsive, student-centered service that supports enrollment goals and an exceptional prospective student experience.

Prospective Student Engagement and Enrollment Support | 40%

• Monitor admissions communication channels and respond promptly to prospective student inquiries.
• Build relationships with prospective students through timely, personalized outreach and consistent follow-up throughout the admissions process.
• Support inquiry-to-application and application-to-admit conversion by encouraging completion of admissions requirements and re‑engaging inactive applicants.
• Provide accurate information about admissions requirements, application procedures, academic programs, and enrollment processes.
• Help prospective students navigate the admissions process, identify barriers to enrollment, and connect them with enrollment advisors or other university resources when specialized support is needed.
• Schedule appointments between prospective students and enrollment advisors.
• Deliver exceptional service that reflects Whitworth University’s commitment to student care, support, and belonging.

Applicant Records and Document Processing | 30%

• Create, maintain, and synchronize applicant records across university systems.
• Document communication attempts, student interactions, and outcomes in a timely and accurate manner.
• Assist prospective students with requesting official transcripts and other required admissions documents.
• Receive, review, process, and track transcripts and supporting documentation; maintain complete application files and route materials appropriately.
• Confirm application materials are complete and ready for admission review.
• Audit applicant records and resolve data discrepancies across enrollment and student information systems.
• Handle admissions records and applicant information in accordance with university policies and applicable privacy requirements.

Application Workflow and Admission Support | 15%

• Coordinate applicant progression through established admissions workflows and timelines.
• Coordinate application review processes in accordance with institutional policies and admissions requirements.
• Monitor applicant status, identify incomplete or delayed applications, and initiate appropriate follow‑up.
• Communicate admission decisions in a timely, professional, and student‑centered manner.
• Guide admitted students through next steps and collaborate with enrollment advisors and university offices to support a seamless transition to enrollment.

Team Support and Other Responsibilities | 15%

• Maintain working knowledge of enrollment systems, operational procedures, and institutional processes.
• Share feedback regarding prospective student questions, enrollment barriers, and process‑improvement opportunities.
• Participate in team meetings, training, and professional development, and collaborate with university departments to support prospective and newly admitted students.
• Assist with enrollment events, outreach initiatives, and special projects that support enrollment and student success.
• Cross‑train with the Associate Director of Enrollment Operations and provide backup support to ensure continuity of admissions and enrollment processes.
• Other duties as assigned.

• Whitworth considers candidates with a wide range of educational backgrounds. We value the skills and knowledge candidates bring to Whitworth, regardless of the paths they have taken to acquire them.
• One or more years of experience in customer service, administrative support, admissions, enrollment services, student services, sales, or another related setting. Relevant education, training, volunteer service, or other transferable experience may be considered.
• Experience communicating with customers, students, clients, or community members by phone, email, text, virtual platforms, or in person.
• Experience organizing information, maintaining records, coordinating details, or supporting multi‑step processes.
• Proficiency with Microsoft 365 applications.
• Proficiency with common workplace technology and the ability to learn new systems and applications.
• Ability to work a hybrid schedule and adjust work hours as needed to support institutional activities and special events.
• Personal commitment to the Christian faith and to the integration of faith and learning.
• Commitment to the educational mission of Whitworth as a Christian liberal arts university affiliated with the Presbyterian Church.

Core Competencies

• Builds positive relationships and provides responsive, helpful, and respectful support throughout the prospective student experience.
• Communicates clearly and professionally with varied audiences through phone, text, email, virtual meetings, and in‑person interactions.
• Manages multiple priorities, follows established processes, maintains accurate records, and completes work within expected timelines.
• Works effectively across teams, contributes to shared goals, and connects prospective students with appropriate partners and resources.
• Identifies barriers, uses sound judgment, and takes appropriate action to move work forward.
• Learns new systems and processes, responds constructively to changing priorities, and seeks opportunities to improve service and operations.
• Handles sensitive information appropriately and demonstrates integrity, reliability, and sound professional judgment.

Preferred

• Experience in higher education, admissions, enrollment services, student services, customer service, sales, or a related environment.
• Experience using a customer relationship management system, student information system, or comparable database.
• Experience supporting prospective students, adult learners, online learners, or individuals navigating a multi‑step application or enrollment process.

Schedule

Full‑time (1.0 FTE) | 12 months | 40 hours per week

Whitworth Online utilizes a hybrid work model and shared office space arrangement. Team members typically work on campus two days per week and remotely three days per week. Work schedules may be adjusted based on institutional needs, team responsibilities, and special events.

Whitworth University is a Christian liberal arts university. Our shared mission is to provide our diverse students with an education of mind and heart, equipping them to honor God, follow Christ, and serve humanity. We seek candidates who are willing to engage with the university’s mission and integrate their Christian faith into their work.

A background check and sexual misconduct check will be required of the successful candidate.

Applicants must be legally authorized to work in the United States at the time of hire and maintain valid work authorization throughout the duration of employment, including those on OPT. Whitworth University does not offer visa sponsorship for this position.