Reporting & Withdrawal Specialist (Program Specialist 2)

CCS Spokane • Spokane, WA

3d • Onsite

About The Position

Reporting to the Associate Registrar, this position serves as a technical expert within the admissions and registration department to meet the needs of our students, staff, faculty, and community to ensure educational opportunities are accessible to the diverse populations we serve at Spokane Falls Community College (SFCC). This position will be immersed in the intricacies of National Student Clearinghouse reporting, following up on reports of possible fraudulent enrollment, unpaid account processing, processing program change requests, processing student withdrawals, and managing the waitlist process. A successful candidate will demonstrate the qualities of: Excellent attention to detail. Outstanding communication and time management skills. Sound judgment and decision-making skills. In addition to these core strengths, the ideal candidate will thrive in a backline role that is highly independent and data-entry intensive—demonstrating focus, consistency, and a self-driven work ethic in a behind-the-scenes environment.

Requirements

• Associate degree from an accredited institution, or an equivalent mix of education and experience that demonstrates the candidate meets all competency requirements for this position.
• Experience effectively organizing multiple work assignments, involving competing priorities, to produce work products that are accurate, of high quality and meet deadlines.
• Attention to detail regarding record maintenance, reporting data, and data input.
• Excellent written and oral communication skills.
• Demonstrated ability to tailor messaging to different audiences.
• A demonstrated understanding and value for the contributions that equity, diversity, and inclusion can make to the success of the organization and the students we serve.

Nice To Haves

• Bachelor’s degree or higher from an accredited institution.
• Experience with admissions and registration rules and regulations, such as Family Educational Rights & Privacy Act (FERPA), enrollment reporting, or transcript processing.
• Experience using a student management system (e.g., PeopleSoft, Ellucian, Jenzabar, Workday, etc.)
• Familiarity with federal, state, Spokane Colleges (Spokane Colleges) and Spokane Falls Community College (SFCC) policies and procedures.

Responsibilities

• Manage the National Student Clearinghouse (NSC) enrollment reporting process including Degree Verify reporting, enrollment reporting error resolution, student status change report (SSCR) and data transmission scheduling processes.
• Serve as the NSC point of contact and account user management.
• Create and maintain a desktop manual for all functions pertaining to the role.
• Participate in WA State Board of Community and Technical Colleges (SBCTC) trainings and recommend process updates and efficiencies to department leadership.
• Provide technical support for unpaid tuition. Notify students with overdue balances and connect them to campus funding resources.
• Coordinate drop schedules, communication, and deferments with other campus departments. Process drops for non-payment.
• Run multi-level processes, reports, queries, and analyze data associated to waitlist management, unpaid account processing, instructor-initiated drop processing, withdrawals/term withdrawal, enrollment reporting compliance, and incomplete contracts.
• Manage waitlists by coordinating with registration and instructional departments to identify exceptions, move students into available seats, and provide input if additional sections may be needed. Actively communicate with students who need to take action in order to move on the waitlist.
• Regularly run queries and coordinate with Financial Aid to monitor for any enrolled students suspected of fraudulent activities. Follow-up in accordance to college and state board guidelines. Provide documentation to various departments and agencies as needed for confirmed cases of fraud.
• Maintain the department’s list of “important dates” on the website utilizing 25Live event software.
• Conduct the quarterly prerequisite verification process (PERC), notify students and academic departments of any prerequisite deficiencies, and process course drops as necessary. Additionally, this position assists with reviewing and processing prerequisite override requests.
• Maintain a high level of knowledge of college programs of study and the intricacies of how they are maintained in ctcLink as part of the student’s record. Process program of study change requests.
• Maintain, refine, and schedule online forms for instructor-initiated drops for nonparticipation and unmet prerequisites. Process drops, communicate with faculty, staff, and students, and maintain quarterly statistics.
• Monitor and process drop requests and official withdrawal online forms. Compile all withdrawal exception request packets and forward all completed packets to the supervisor for review.
• Maintain, monitor and process all independent study contract forms submitted.
• Crosstrain with the Grading & Enrollment Specialist to serve as their backup as well as cross-training with them to serve as the backup to this position.
• May direct the work of part-time and student work-study employees.
• Support customer relations manager (CRM) implementation and maintenance efforts as assigned.
• Support department events such as commencement and new student orientation.
• May assist in other areas/efforts within student affairs as needed.
• Model professional decorum and mutual respect in all personal interactions.
• Comply with district policies, procedures and directives, state and federal regulations, orders and statutes and collective bargaining agreements.
• Support and advance the Spokane Colleges strategic plan, and perform other duties as assigned.

Benefits

• Medical, dental, life and long term disability insurance benefits are provided as currently administered under Public Employees Benefits Board
• WA State Retirement Plan
• vacation and sick leave begin to accrue at the rate of 11.33 hours vacation and 8 hours sick leave per month, upon employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree