Enrollment & Billing Manager jobs in Tacoma, WA

Position Summary

Essential Functions

• Provide leadership and direct departmental activities related to admissions, residency, registrations, registration cycle, grades, transcripts, student coding, and student personal records.
• Advise Dean and District departments, staff and faculty on program matters.
• Independently plan, coordinate, and implement program functions to ensure consistent approaches, policies, and procedures that support student success.
• Ensure compliance with Washington State, federal and college policies and requirements.
• Review and evaluate processes and procedures, recommend changes to improve services and efficiencies, and develop and implement new policies, procedures, and practices.
• Identify and implement technology solutions to facilitate student access and improved workflow; prepare and maintain reports and records to facilitate program activities/functions.
• Coordinate and work closely with other district departments such as Financial Aid, the Business Office and Student Success to maintain and implement processes/procedures that impact enrollment services functions.
• Work closely with District-wide students, staff and faculty to troubleshoot and resolve enrollment services issues.
• Facilitate beginning and end of term processes in ctcLink to include but not limited to term activation, student enrollment appointments, non-payment drops and grade processes.
• Serve as a liaison and respond to inquiries between students, faculty, district departments, external agencies and community members.
• Ensure web pages related to enrollment services are up to date.
• Maintain permanent student records, archive and purge non-permanent records as established by records retention plan, review schedules for compliance with legal requirements and organizational standards, and coordinate transfer, storage, retention, disposition, and archiving of records.
• Ensure security of all records/documents, tracking of documents and document retention.
• Manage data maintenance in the Student Management System, to include verifying and tracking accuracy of records.
• Collaborate with the Director to work with external partners, such as Parchment.
• Manage and oversee CampusCE registration processes, including interfacing with the third-party vendor to align processes, managing updates and implementation of changes, and providing training for staff processing CampusCE enrollments.
• Collaborate with Community and Continuing Education Director to ensure program operations.
• Conduct orientations, training and/or workshops regarding enrollment services processes and procedures in order to ensure consistency and efficiency across district offices.

• Manage the daily activities of the district enrollment services staff, prioritize work, establish timelines and ensure timelines are met.
• Train, coach and mentor staff to develop personal goals; provide leadership that encourages and empowers staff and cultivates a cohesive team.
• Participate in personnel decisions for classified and student employees, recommend hiring, training, disciplinary actions, and conduct annual performance evaluations.
• Schedule work hours, approve time and leave reporting, and establish and implement work priorities.
• Generate budget requests and coordinate annual budget with director and dean.

• Coordinate with the Director of Enrollment Opportunity and Outcomes to support Acalog for the Districts including assigning user permissions.
• Attend training sessions with Curriculog Administrator and Modern Campus technical/customer support.
• Input updates/changes in Acalog as approved by Learning Council.
• Support annual catalog updates; ensure deadlines are met; track College Catalog emails to respond.
• Review/proof read catalog content for accuracy before publication; work with Director for corrections.
• Support the preparation of documentation for the Ongoing Articulation Review Report.

• Participate as a Student Services representative in college governance and committees.
• Attend workshops, training sessions and conferences related to departments to keep current on changes and advancements in technology, regulations and laws, and policies and procedures.
• Actively support and engage in Pierce College’s goals for equity and inclusion in order to provide access and support for our diverse community of learners.
• Demonstrate a knowledge of and value for organizational diversity, open mindedness, inclusion, multicultural perspectives and multiple ways of knowing, thinking and being; treats others with respect and recognizes the value of cultural, ethnic, gender, and other differences; promotes cooperation; effectively manages relationships and responds appropriately to others.
• Other duties as assigned.

Qualifications

• Bachelor’s degree from an accredited college or university in Education, Liberal Arts, or related field.

• Demonstrated progressively responsible experience in a higher education environment which includes management, student records, supervision and personnel management.
• Demonstrated experience with automated student management systems, computer software and/or databases and a customer services environment.
• Demonstrated experience with program management and staff supervision.
• Demonstrated experience in facilitating the success of individuals representing a broad range of academic, cultural, socioeconomic, ability and ethnic backgrounds.

• The successful candidate must consent to and pass a criminal background check after a conditional offer of employment.
• Must have documentation required to access Joint Base Lewis-McChord (i.e., Washington Enhanced Driver’s License or Passport).

• Demonstrated supervisory skills, including the ability to coach and mentor employees to support their professional development; ability to work collaboratively and cooperatively with others to foster teamwork, and establish, organize, and maintain office standards, policies, and procedures.
• Demonstrated exceptional customer service skills, with a focus on professional excellence, effectively and efficiently providing quality service to students, faculty, staff, and the public, and adherence to high standards of integrity, honesty, and confidentiality, and proficient stress management.
• Ability to explain complex or technical information regarding rules, rights, regulations, policies, procedures, programs, or services to answer questions, resolve problems, communicate decisions or actions; identify and assess alternatives to correct problems or address issues and resolve in constructive ways.
• Ability to recognize diverse perspectives and respond appropriately to others in the workplace, and provide strong leadership in a dynamic and highly regulated work environment; ability to effectively work with individuals of diverse cultural, socioeconomic, and educational backgrounds, demonstrating trust, sensitivity, and mutual respect of others.
• Strong written and oral communication skills with the ability to clearly and effectively communicate with individuals and groups within and outside the College; demonstrated expertise in writing and editing; edits and proofreads own work and work of others.
• Strong organization skills including prioritizing, keeping track of information or work in progress, ensuring accuracy, multi-tasking, and handling interruptions appropriately.
• Ability to effectively use various computer applications such as Word, Excel, Outlook, internet browsers, spreadsheets and databases.

Application Process

Application Requirements

To be considered for this position, applicants must:

• Meet the required qualifications as outlined in this announcement.
• Complete the online application profile at: https://www.pierce.ctc.edu/hr.
• Apply for the specific job opening.
• Upload (attach) a cover letter that addresses how you meet the required qualifications as outlined in this announcement. (Cover Letter)
• Upload (attach) detailed résumé of all educational and professional experience. (Résumé)
• Transcripts are not required in order to apply for this position; however, if you are selected for an interview, you will be asked to bring copies of unofficial transcripts showing completion of the required level of education. Please upload current copies of your transcripts, if available. Unofficial copies of all college and university transcripts must include degree received and conferral date. International transcripts must include a foreign transcript evaluation. For a list of approved credential evaluation services visit: https://www.naces.org/members (Unofficial transcripts acceptable for application process; official transcripts required upon hire). (Transcripts)
• Upload (attach) a list of at least three (3) professional references with names, telephone numbers, and e-mail addresses. One of which must be your current or most recent supervisor. Letters of recommendation will not be accepted. (References)
• Provide a response to the following question. (Supplemental Question)

Special Note

To ensure consideration, application materials should be received no later than 5:00 p.m. on the closing date.

All correspondence regarding your application status will be sent to the email address associated with your NeoEd account. Please make sure to check your spam folder periodically, in the case of an automated, incorrect delivery.

Terms of Employment

This is a full-time (40 hours per week) classified, overtime-eligible position with Pierce College District. This position is permanent after serving a 6-month probationary period. The primary work location will be at Pierce College, Puyallup campus. Occasional travel to Pierce College campuses or sites may occur. Work hours are between 8:00 a.m. and 5:00p.m. Monday through Friday with occasional evenings and weekend work, and occasional travel as required. This position may be subject to reassignment between campuses or sites. This position requires regular and consistent attendance.

Salary & Benefits

The starting salary of this position is $5,479.00 a month dependent upon qualifications, with periodic increments up to $6,676.00 monthly. However, your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance. Life and long-term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided. For more information, please visit our Benefits and Leave website at: https://www.pierce.ctc.edu/hr- benefits.

Physical Work Environment

This position is required to work indoors in an open office environment, which requires visual concentration on detail, dexterity, precision, and is subject to frequent noise and interruptions.

Reasonable Accommodation

Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the District Human Resources Office by calling 253-964-7342. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.

Screening & Interview Process

Only those candidates who have complied with the application process and meet the required qualifications will be considered. Following the review of application materials, the most qualified candidates will be contacted for an interview. Check the email account you used for the application process for communication regarding the status of your application. Application materials submitted to Pierce College are the property of the College and will not be returned.

Please Note

This is a competitive selection process. Your application materials will be reviewed and evaluated based on the minimum qualifications listed for the position. Applicants whose qualifications most closely correspond to the district’s needs will be eligible for further consideration. Notification of application status normally occurs 4 to 6 weeks after the closing date. Short notice may be given to applicants to participate in further selection processes which may include written, oral and performance examinations, and final interviews.

Conditions of Employment

Pierce College is a “fully vaccinated campus” under the state’s higher education guidance, which means that COVID-19 vaccination is highly encouraged for all employees and students.

Prior to the start of employment, finalist(s) for this position will be subject to a pre-employment background check as a condition of employment. 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.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington State Law RCW 28B.112.080.

An offer of employment will not carry with it any responsibility or obligation on the part of the district to sponsor an H-1B visa. In compliance with the Immigration Reform and Control Act of 1986, proof of authorization to work in the United States will be required at the time of hire.

Pierce College has adopted a Drug Free Workplace policy. As a condition of employment, employees must agree to abide by the requirements established in that policy.

Bargaining Unit

This position has been designated as a bargaining unit position represented by the Washington Public Employee Association (WPEA).

Equal Opportunity

The Pierce College District is an equal opportunity employer. The Board of Trustees and Pierce College District are committed to providing equal opportunity and will not discriminate in terms and conditions of employment and personnel practices. Decisions are made without regard to race, color, national origin, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal.

For more information about this position or assistance regarding your application, contact Human Resources at: jobs@pierce.ctc.edu or call (253) 964-7342.

Questions regarding equal employment opportunities or discrimination may be directed to the following: