PT Enrollment Specialist – Continuing Education

Cape Fear Community College•Castle Hayne - North Campus, NC

1d•Onsite

About The Position

The Enrollment Specialist – Continuing Education provides enrollment and operational support for Continuing Education programs, ensuring processes run smoothly and in compliance with college policies. This role manages the full lifecycle of course administration, including creating, reviewing, and closing compliance class packets, maintaining student records in Colleague (including CCP), processing refunds and payment verification, and coordinating registration adjustments, section transfers, and agency vouchers with the Registrar and Business Office. The position also updates departmental forms, class files, rosters, and documentation, and develops and executes communication plans related to enrollment processes. Additional responsibilities include assisting with operational efficiency and compliance, communicating with students using the CRM software system to process admissions applications, participating in professional development and committee work, and ensuring accurate recordkeeping and reporting.

Requirements

Knowledge of FERPA Law
Knowledge of Microsoft Office software including Word and Excel.
Knowledge of Student Information System (SIS) Principles and procedures of record keeping.
Excellent spelling, grammar and punctuation skills.
Knowledge of Modern office procedures, methods and computer equipment
Ability to maintain effective audio-visual discrimination and perception needed for: Making observations, Reading and writing, Communicating with others, Operating assigned equipment, Handling varied tasks simultaneously
Ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following: Standing or sitting for extended periods of time, Operating assigned equipment, Handling varied tasks simultaneously, Bending, stooping, climbing, or lifting up to 50 pounds
Ability to maintain mental capacity, which allow the capability of: Making sound decisions, Responding to questions, Demonstrating intellectual capabilities
Associate degree or one year of experience in Student Services or related field.
Excellent written, verbal and interpersonal communication skills.
Excellent computer and technical skills.

Nice To Haves

Experience working in post-secondary student services preferred.
Document imaging and Ellucian Colleague experience is highly preferred.

Responsibilities

Retrieve and reconcile complex information across multiple systems (e.g., Colleague, FundFive, CRM) and departments to maintain complete and accurate student and class records.
Review registration forms and required documentation for accuracy, completeness, and compliance with college and state policies.
Coordinate with program directors, Enrollment Operations, Registrar, and Business Office to resolve issues related to section creation, billing discrepancies, or documentation requirements.
Manage the preparation and submission of FTE class packets, ensuring accuracy and timely completion in accordance with pre-audit and state compliance standards.
Apply critical thinking and problem-solving skills to identify, investigate, and correct discrepancies in registration, documentation, or compliance data.
Understand and interpret college, state, and federal policies to ensure all enrollment and recordkeeping practices meet audit and reporting requirements.
Maintain and update the class packet log, ensuring efficient tracking and limited follow-up required by internal auditing teams.
Understand and support related processes such as attendance and grading entry, instructor contracts, and documentation for full-time, part-time, and third-party instructional staff.
Maintain and update class schedules, student records, rosters, and documentation; communicate cancellations, changes, and waitlist updates to students.
Develop and execute communication plans related to enrollment processes via FundFive, Colleague, Informer, and CRM, including missing documents, parking passes, welcome emails, and end-of-class surveys.
Process and document student refund and section transfer requests, ensuring supporting materials are included in class packets.
Verify and document multiple payment types and registration sources (online, in-person, sponsored, or third-party) to ensure accurate reconciliation with the Business Office.
Assist with responding to inquiries and supporting prospective students.
Support operational efficiency by managing office equipment, participating in college-wide events, professional development, and committee work.
Facilitate collaboration through discussion and training.
Effective time management.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain cooperative working relationships with internal staff as well as external community partners.
Respond to internal and external customer requests via phone, e-mail, and in-person.
Provide coverage for North Campus Student Services at front counters as needed.
Participate actively in departmental staff meetings.
Perform related duties and responsibilities as required.