Associate Director Of Admissions and Records

Highline College•Highline College 2400 S 240th St Des Moines, WA

1d•Hybrid

About The Position

The Associate Director of Admissions and Records provides strategic leadership, operational oversight, and continuous improvement for college admissions and student records management. The position leads initiatives to create a supportive application and entry experience by ensuring students receive accurate, timely information and are connected with appropriate resources throughout enrollment. It supervises Admissions staff and student employees and contributes to the Enrollment Services leadership team, collaborating with campus partners to improve processes and service delivery and support student access and success. The role also provides backup support for the Director of Enrollment Services and the Associate Director of Enrollment and Credentials. Admissions is responsible for general admissions, selective admissions for the Registered Nursing program, residency determination for tuition purposes, outgoing transcript processing, and maintaining accurate student records. The unit serves prospective and current students through email, Microsoft Teams, and phone, and works with Financial Aid, Advising, Running Start, Veterans Services, Continuing Education, and other units to coordinate services and resolve complex issues. Reporting to the Director of Enrollment Services and Registrar, the Associate Director oversees admissions processing, student records, residency determinations, transcript requests, and related procedures and communications. The position serves as the subject matter expert for the Online Admissions Application (OAAP) and related ctcLink processes, supervises and trains staff, monitors service and operational data, and advances culturally responsive, student-centered practices. This is an exempt, at-will, full-time position with a hybrid schedule that typically requires on-site presence four days per week. The schedule must be flexible and may include some evenings.

Requirements

Bachelor’s degree from a regionally accredited institution.
Two years of experience in enrollment services, new student entry services, advising, orientations, or admissions.
Two years of customer service experience.
Supervisory and/or administrative leadership experience.
Two years of experience using data management systems.
Ability to take initiative, identify areas for improvement, and implement solutions.
Ability to lead, manage, supervise, train, and mentor classified staff, hourly staff, and student workers.
Ability to facilitate a culturally responsive admissions team serving diverse, multicultural, first-generation, low-income, English-learning, and disabled students.
Strong organizational skills, attention to detail, and ability to manage timelines, interpret policy, and implement procedures.
Effective oral and written communication skills.
Ability to work in an environment that values equity, diversity, inclusion, access, and universal design.
Proficiency navigating electronic work environments, including Microsoft Office, Google Suite, and student data systems.
Knowledge of customer service principles and strategies, college admissions and residency policies, the community college mission, and supervisory and leadership principles.
Ability to work in an office environment, operate standard office equipment, participate in in-person or virtual meetings, exchange information through verbal, written, and digital channels, and review and produce written documents and reports.

Nice To Haves

Master’s degree from a regionally accredited institution.
Competence in a language or languages in addition to English.
Experience in a community college setting.
Experience working with PeopleSoft and developing reports.

Responsibilities

Develop, implement, and maintain admissions procedures; interpret and apply institutional, state, and federal policies; resolve complex issues; and coordinate daily operations.
Oversee timely and accurate processing of admissions applications in ctcLink and OAAP.
Maintain General Admissions and Registered Nursing Admissions webpages and ensure information is accurate, current, accessible, and clear.
Develop follow-up procedures for applicants who have not enrolled, including term changes and admission deferrals.
Manage online admissions application and term setup, including accurate program and plan options.
Develop and maintain standardized applicant communication templates.
Coordinate selective admissions for the Registered Nursing program with the Director of Enrollment Services and Nursing Faculty Coordinator.
Oversee the creation, maintenance, accuracy, and integrity of student records in compliance with applicable requirements.
Oversee residency determinations and maintain procedures, guidelines, and tools for consistent review of applications and documentation.
Develop outreach strategies to identify and inform students who may qualify for in-state tuition.
Maintain residency communication templates and the Residency webpage.
Monitor changes to state residency laws and guidance, assess their effects, and communicate updates and recommended procedural changes to the Dean and Director.
Provide guidance, technical assistance, and training on residency requirements, procedures, and documentation.
Research and resolve complex, unusual, or disputed residency cases by interpreting regulations and reviewing documentation.
Oversee student program and plan changes and maintain current options in the student information system, along with related procedures and templates.
Manage reconstruction and restoration of legacy student records.
Review and correct student data errors before reporting enrollment information to the National Student Clearinghouse.
Oversee verification of high school completion documentation and coordinate resolution of discrepancies.
Oversee timely, accurate, and secure processing of outgoing official transcript requests.
Serve as first-line supervisor for Admissions, providing direction and oversight of operations, staffing, service delivery, and continuous improvement.
Serve as the subject matter expert for OAAP and related ctcLink Admissions and Records processes.
Participate in screening committees and supervise and evaluate staff in accordance with college policies and in coordination with college leadership and Human Resources.
Coordinate student service options, including drop-in services and scheduled appointments offered electronically, through Microsoft Teams, and in person.
Foster a welcoming, inclusive, positive, and responsive service environment.
Develop staff schedules to ensure coverage for phone, email, front-counter, and other services during established operating hours.
Ensure staff are trained on college programs, services, and policies and can connect students with appropriate resources or enrollment next steps.
Respond to student, staff, faculty, and customer concerns and provide appropriate resources or intervention.
Participate in campus workgroups, activities, and initiatives focused on Guided Pathways, ctcLink, and Equity.
Report admissions activity, including applications received, processed, and matriculated.
Track operational data, assess operations, initiate continuous improvement, and seek feedback on customer service.
Participate in professional development and ensure cross-training with other Enrollment Services, Advising, Veterans, and Career functions.
Develop and deliver training on culturally competent, student-centered, efficient practices that comply with institutional, federal, and state guidelines.
Develop web-based guides to help students through the application process.
Identify barriers to enrollment and develop and propose solutions to streamline processes.
Coordinate regularly with ELCAP, Outreach, and Advising to ensure responsive services for all students.