PT Enrollment Specialist – Continuing Education

Enrollment Specialist – Continuing Education

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.

Receive direction from the Director of Student Services, North Campus. Does not exercise direct supervision.

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Retrieve and reconcile complex information across multiple systems (e.g., Colleague, Fund Five, 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 Fund Five, 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.

Qualifications:

Knowledge of:

• FERPA Law
• Microsoft Office software including Word and Excel.
• Student Information System (SIS)
• Principles and procedures of record keeping.
• Excellent spelling, grammar and punctuation skills.
• 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
• 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…