Enrollment & Scheduling Specialist

Position Description

DEFINITION:
The Enrollment & Scheduling Specialist plays a key role in supporting the operational functions of the Enrollment Operations Department. This position is responsible for curriculum and continuing education course building, classroom and space management, instructor contract processing support, enrollment monitoring, reporting, student outreach initiatives, and administrative support functions.

SUPERVISION RECEIVED AND EXERCISED:

• Receives direct supervision from the Assistant Director of Enrollment Operations.
• Exercises no supervisory duties.

ESSENTIAL FUNCTIONS:

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

• Build and maintain assigned course sections in Advansys, Ad-Astra, and Ellucian Colleague.
• Manage classroom assignments and schedule updates in Ad Astra and other scheduling systems
• Initiate and process instructional contracts related to new, canceled, combined, or adjusted course sections.
• Daily report processing and distribution as assigned.
• Work collaboratively with advising, academic departments, and the section-building team to ensure accurate section data and optimal course availability.

Administrative & Operational Support:

• Assist in the preparation and processing of adjunct and overload contracts for Curriculum and Continuing Education (Economic and Workforce Development), including Academic and Career Readiness.
• Assist in monitoring and tracking contract completion.
• Maintain accurate documentation and records for contracts, registrations, and other assigned tasks.
• Assist in the reconciliation of room conflicts between Curriculum and Continuing Education (Economic and Workforce Development) classes, events, and meetings.
• Review and prepare daily and weekly enrollment-related reports to inform planning and decision-making as assigned.
• Support data entry and tracking needs for department initiatives, including outreach campaigns, enrollment trends, and course demand analytics as assigned.

Outreach & Student Engagement:

• Participate in student outreach campaigns to support key enrollment milestones, including but not limited to payment reminders and enrollment verification completion.
• Assist with additional departmental outreach campaigns aligned with enrollment goals and student success initiatives.

Cross-Training & Departmental Support:

• Participate in ongoing training to support the accurate building of course sections and understanding of department systems and workflows.
• Serve as a resource for system and scheduling-related inquiries.
• Maintain effective communication with internal stakeholders and support scheduling needs across departments.
• Provide administrative support for enrollment campaigns, departmental communications, and special projects.
• Contribute to the ongoing improvement of workflow processes, documentation, and student-centered procedures.
• Support the Virtual Learning Community (VLC) and other department initiatives as assigned.

Other Duties:

• Participate in relevant committees and working groups
• Engage in professional development and training opportunities
• Perform other related duties as assigned

QUALIFICATIONS:

Knowledge of:

• College enrollment and registration procedures.
• Student services practices and workflow coordination.
• Basic principles of data review and reporting.
• Effective communication and customer service practices.
• Recordkeeping and office management systems.

Ability to:

• Receive direction and interpret and apply the policies and procedures of the function to which assigned.
• Perform general administrative support activities, including the maintenance of appropriate files and compiling information for reports.
• Type and process words at a speed and accuracy necessary for successful job performance.
• Respond to routine inquiries and requests for information.
• Communicate clearly and openly in a collaborative working environment.
• Work independently in the absence of supervision.
• Establish and maintain cooperative working relationships with those contacted in the course of work.
• Interpret and apply CFCC goals, objectives, policies, procedures, rules,…