Location: Spokane Falls Main Campus Spokane

Department: SFCC Admissions/Registration

Salary Range: $3,643 - $4,865

Starting salary for this position is: $3,643 (Monthly)

Employees hired at the entry step of this range receive salary step advancement after six months and every 12 months thereafter. An employee hired at anything higher than the entry step of the range will have salary step advancement after 12 months and every 12 months thereafter until they reach the top of the salary range. Each salary step advancement will be approximately a 5% increase.

About Us 

Spokane Falls Community College (SFCC) is a beautiful campus located in the inland Pacific Northwest, on the ancestral home of the Spokane Tribe, near the Spokane River. Our campus is not far from the urban center of Spokane, a mid-sized city with a high quality of life and quick access to the outdoors.

SFCC is one of two accredited community colleges that comprise the Community Colleges of Spokane (CCS). Serving about 6,000 students, SFCC endeavors to be an educational leader and a responsive partner with the community and region, offering access to relevant programs of the highest quality. We offer a large liberal arts/transfer program (approximately 75% of total enrollment) as well as state-of-the-art professional technical programs (about 25%). In addition to serving the urban and suburban population in greater Spokane, CCS provides educational services to rural communities throughout a 12,302 square mile region in Eastern Washington. This region includes all of Spokane, Stevens, Whitman, Ferry, and Pend Oreille Counties as well as portions of Lincoln County.

SFCC’s mission is to provide all students with an excellent education that transforms lives and expands their opportunities. We fulfill this mission by embracing Guided Pathways, whereby all students discover and engage their passions and get on the path to achieve their educational goals in a cost-effective and focused way. We foster equity and inclusion by addressing every student’s unique needs. We celebrate the opportunity to meet individual students where they are and provide them with excellent education and holistic support to reach their full potential.

Applications will be accepted until 4:00 p.m. PST on11/26/2024. The application process will not be available after this time. To ensure consideration make sure your application is completed and submitted as soon as possible. Applications will only be accepted prior to 4:00 p.m. on the closing date.

About the Reporting & Withdrawal Specialist - Program Specialist 2

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.

CHARACTERISTIC DUTIES AND 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.
• 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 CCS strategic plan, and perform other duties as assigned. *

* Indicates this is an essential duty.

COMPETENCIES

• Manages Complexity
• Decision Quality
• Action Oriented
• Plans & Aligns
• Ensures Accountability
• Drives Results
• Collaborates
• Instills Trust
• Demonstrates Self-Awareness
• Self-Development
• Nimble Learning
• Situational Adaptability

Learn more about our competencies.

MINIMUM QUALIFICATIONS

• 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.

DESIRED QUALIFICATIONS

• 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, Community Colleges of Spokane (CCS) and Spokane Falls Community College (SFCC) policies and procedures.

PHYSICAL REQUIREMENTS

• Work is performed in a normal, temperature-controlled office environment.
• Work is sedentary in nature.
• Frequent use of computer and exposure to terminal screens.
• Visual focus and strain.
• Work involves constant interruptions and requirement to answer on demand questions by phone, in person, or electronically.
• Frequent repetitive hand/wrist motions and finger manipulation.
• Frequent oral and auditory communication with others.

CONDITIONS OF EMPLOYMENT

• Full-time schedule (12 months, 40 hours a week).
• 6-month probationary period.
• This position is overtime eligible.
• Requires local or regional travel. If using personal vehicle proof of driver's license and car insurance required.
• Criminal background check required.
• This position is covered under a collective bargaining agreement. Membership is optional.

Person hired must be able to provide acceptable documentation of U.S. Citizenship or lawful authorization to work in the United States. This is an absolute condition of employment. An offer of employment will not carry with it any responsibility or obligation on the part of the district to sponsor an H1-B visa. In addition, the Community Colleges of Spokane maintains a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment.  

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position. Once an applicant is chosen for a position, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

Benefits Information

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 one (1) day per month, upon employment. (For positions that are less than full time, leave accruals will be prorated to the percentage of the position.) This position is designated a bargaining unit position and union membership is not a condition of employment. Leave accruals and usage are governed by the WFSE collective bargaining agreement.

Public Employees Benefits Board

Additional benefits information

Required Application Materials

To qualify for consideration, applicants must meet required competencies and submit a complete application packet, which includes the following:

• Cover letter - addressing your qualifications relevant to the responsibilities of this position.
  
• Resume.
  
• References – the names, addresses, and phone numbers of three professional references.

For questions regarding a job application or the hiring process, or if you require an accommodation during the application or interview process, please contact HR at CCS.Recruiter@ccs.spokane.edu.

Community Colleges of Spokane (CCS) Equity Statement

CCS believes that access to high-quality education in a safe and inclusive environment is the right of all individuals and imperative for the continued advancement of a strong democracy and workforce. We also believe higher education institutions have an obligation to work toward and demonstrate progress in ensuring equity amongst their students, faculty, and staff. Equity is grounded in the principle of fairness. In higher education, equity refers to ensuring that each student receives what they need to be successful through the intentional design of the college experience.

Native Land Acknowledgement

We are honored to acknowledge that the Community Colleges of Spokane, and our main campuses for Spokane Falls and Spokane Community College, are located on the traditional and sacred homelands of the Spokane Tribe. We also provide services in a region that includes the traditional and sacred homelands of the Coeur d’Alene Tribe, Confederated Tribes of the Colville Reservation, Kalispel Tribe and Nez Perce Tribe.
 
We pay our respect to tribal elders both past and present as well as to all Indigenous people today. This land holds their cultural DNA, and we are honored and grateful to be here on their traditional lands. We give thanks to the legacy of the original people and their descendants and pledge to honor their stewardship and values.

Equal Opportunity Institution

Community Colleges of Spokane does not discriminate in its programs, activities and employment on the basis of race, creed, color, religion, national or ethnic origin, age, sex, marital status, pregnancy, pregnancy related conditions, parental status or families with children, status as a mother breastfeeding their child, AIDS/HIV or hepatitis C, honorably discharged veteran status, sexual orientation, gender identity or expression, disability, use of a trained guide dog or service animal by a person with a disability, genetic information, or any other legally protected category. 

Direct all inquiries or grievances regarding access, Title IX, ADA, equal opportunity compliance, and/or grievances to:
Fred Davis | Chief Human Resources Officer
Community Colleges of Spokane
P.O. Box 6000, MS1004
Spokane, WA. 99217-6000
509-434-5040