Washington State University Assistant Director of Enrollment Services in Pullman, Washington

Position Details

Summary of Duties

Provide leadership and overall management of registrar and enrollment services.

Responsible for development, implementation, and dissemination of policy/procedures, conducting department assessment and evaluation, participation in strategic planning, development of reports related to student data.

Responsible for implementation and management of registration functions at WSU Spokane within the PeopleSoft student information system.

Collaborates with Institutional Research to develop and validate official University reports including census, admission, enrollment, and advising reports.

Direct the publication and maintenance of the online WSU Spokane academic catalog and the production of each term’s schedule and classroom assignments in conjunction with Pullman Registrar’s Office and Graduate School, Faculty Senate, and Colleges of Nursing, Medical Sciences and Pharmacy.

Directs the use of all General University Classroom space, common areas and auditoria.

Responsible for planning, implementing and evaluating student and faculty portion of commencement ceremony.

Additional Information

Registrar Services – 40% Manages campus registration, drop, add, change of enrollment, and cancellation of enrollment for Spokane and Yakima students. Provides guidance to students, staff, and faculty on procedures for these processes. Ensures that university and campus policies are followed in canceling student enrollments, processing refunds, and notating records.

Responsible for the planning, implementation and evaluation of WSU Spokane (including Yakima) student enrollment processes.

Supervises the change of campus process for current WSU students.

Oversees the integrity, accuracy, and security of electronic and hard copy student records at WSU Spokane.

Maintains transcripts for Spokane and Yakima students, ensures that grades, courses, and degrees are accurately reflected. Follows all university and campus policies on notating repeats, grade changes, incompletes, and various other transcript actions.

Oversees processes for request for academic transcripts and enrollment verification for all current or inactive students and alumni. Uses technology effectively in providing these services, including the use of the National Student Clearinghouse.

Provides colleges, departments, individual faculty advisors, and appropriate staff with student data in compliance with the Family Education Rights and Privacy Act of 1974 (FERPA).

Trains campus community on the institutional policies relative to FERPA.

Oversees fee waiver programs, including tuition waivers and the faculty/staff tuition fees, are communicated and followed for campus students and employees.

Provides leadership and overall planning of WSU Spokane Commencement Ceremony. Chairs the Commencement Committee and manages all logistics and communications related to the ceremony.

Serves in a leadership role with academic programs and departments, creates best practices for program maintenance and business processes.

Provides guidance and expertise to academic programs regarding curricular change process. Serves on the Health Sciences Curriculum Committee and Academic Affairs Committee.

Manages the annual publication and maintenance of the WSU Spokane academic catalog, schedules of classes, final examination schedules, and related Web pages in conjunction with Pullman Registrar’s Office and Graduate School, Faculty Senate, and Colleges of Nursing, Medical Sciences, and Pharmacy.

Manages course inventory and curricular changes.

Fulfills a key role in student recruitment and retention by developing, implementing, and evaluating reports for various admissions, registration, orientation, and advising strategies and processes.

Creates tools, reference documents and communication plans to assist students as they navigate the university’s various systems and processes.

Scheduling Oversight and Supervision – 30% Supervises room scheduling for all academic classes for WSU and EWU as well as campus meetings and events.

Supervises Scheduling team in room scheduling for all WSU Spokane and EWU Spokane classes as well as all event scheduling on campus.

Participates in the selection process for hiring staff members, conducts training, assigns and prioritizes work, acts upon leave requests, conducts quarterly and annual reviews/performance evaluations and recommends corrective actions as necessary.

Assumes leadership role in 25Live room scheduling system training, use and maintenance. Develops business processes and procedures for scheduling academics and events.

Creates and enforces scheduling procedures ensuring efficient use of space and adherence to meeting patterns. Collaborates with EWU to revise meeting pattern as needed.

Responds to needs and requests for furniture changes from academic programs and departments. Makes recommendations for changes to space and or furniture to the Space Planning Committee.

Collaborates with Information Technology Services to explore active learning classroom technology and make recommendations for classroom improvements.

Collaborates with Space Analyst to determine best use of space and improve space utilization.

Creates business processes for non-academic space requests, ensures RCW and WAC code enforcement. Has delegated authority to approve or reject the use of campus facilities.

Recommends changes or updates to facility use agreement, fee schedule and other scheduling procedures.

Provides training and instruction to campus members on use of space and scheduling system.

Ensures all general use space is utilized appropriately and effectively.

Leadership – 15% Develops and supports a vision for the campus registrar’s office that effectively and collaboratively utilizes technology while ensuring high-quality, effective service to all constituents.

Provides leadership and collaboration as a member of the Student Affairs Leadership Team in all areas of enrollment management, strategic plan, and development/refinement of policies and procedures.

Represents the Registrar’s Office and act as liaison to the WSU Spokane faculty and staff through service on various campus wide committees and task forces.

Serves in a similar relationship with colleagues in Pullman and the other campuses by participating in groups to develop and implement enrollment strategies, policies and procedures.

Represents WSU Spokane through membership and participation in related state and regional professional organizations.

Provides interpretation of university, state, and federal regulations to administrators, faculty, staff, student records, student accounts, and other university policies.

Data and Research Support – 10% Provides regular reports on enrollment, majors, credit hour generation, and other pertinent information to campus administration using commercial software, the university data warehouse, student information system, and other data sources. Provides data and reports as requested to support overall campus and university goals.

Oversees the production of the enrollment headcount and FTE reports each semester used by the WSU Spokane administration to effectively manage enrollment strategies.

Responds to student and staff requests about use of the PeopleSoft student information system and acts as liaison with Pullman registrar’s office regarding system issues.

Other – 5% Other duties as assigned.

The University Founded as the people’s university in 1890, Washington State University fulfills that commitment by transforming lives through education, research, and community outreach. In 2015, the University celebrated 125 years of delivering life-changing knowledge and discoveries to citizens across the state, region, nation, and around the world. The state’s only land-grant institution and one of two public research universities, WSU provides a world-class education to nearly 30,000 students through its multi-campus, statewide locations and online. The University strives to ensure that higher education is accessible at an affordable cost—a decades-long WSU commitment to the state’s citizens. The University offers more than 200 undergraduate fields of study and 127 graduate and professional degree programs. Many academic programs win recognition nationally for excellence. WSU is one of just 108 public and private universities in the United States—out of more than 4,500—singled out for its “very high research activity” by the Carnegie Foundation for the Advancement of Teaching. The University’s research agenda is focused on addressing challenges in health, sustainability, smart systems, national security, and opportunity and equity. WSU is a major driver of Washington’s economy, partnering with many of the state’s leading industries, including agribusiness, aerospace, health care, software, and construction. The University is responsible for nearly 20,600 jobs statewide and generates an overall economic impact of more than $3.3 billion annually. The institution’s operating budget expenditures total nearly $2 billion annually.

The Campus Located in the University District along the riverfront in downtown Spokane, WSU Spokane is the University’s health sciences education and research campus. The campus is home to the Elson S. Floyd College of Medicine, scheduled to welcome its charter class in August 2017. The University has relocated all of its health sciences disciplines and built new facilities on the campus in recent years. Among the new construction: an $80 million Pharmaceutical and Biomedical Sciences Building and a $34.6 million Nursing Building. Nearly 1,500 undergraduate, professional, and graduate students pursue degrees at the 48-acre campus, which also houses programs offered by Eastern Washington University and is located just across the Spokane River from Gonzaga University.

Spokane is the second largest city in Washington State and the largest city between Seattle and Minneapolis. Complete with a rich cultural scene, historic neighborhoods, urban appeal, and easy access to four-season outdoor recreation, Spokane supplies a high quality of life for the nearly half million residents who live in the region.

Benefits Competitive benefits available hrs.wsu.edu/benefits

WSU Health Sciences | Spokane is a tobacco free campus.

Position Qualifications

Required Qualifications

Positions require a Bachelor’s degree and four (4) years of professional work experience in student services or related education/experience. One (1) or more years of experience leading or directing the work of others. A Master’s degree in a related field may substitute for one (1) year of professional work experience. Any combination of relevant education and professional experience may be substituted for the educational requirement on a year‐for‐year basis.

Additional Requirements

Four years of experience providing and/or overseeing activities related to student services in higher education such as student registration, enrollment management, admissions, financial aid, outreach, recruitment, and/or retention.

Demonstrated knowledge of FERPA regulations and ability to interpret and apply other federal, state, local, and institutional rules and regulations.

Demonstrated leadership skills and abilities with a record of collaborative involvement with administration, faculty, staff, and students.

Demonstrated experience in employee supervision and development.

Experience scheduling and prioritizing workload, including the workload of others.

Advanced proficiency in computer software skills, including the ability to use office and online software such as databases, spreadsheets, and word processing, including MS Office Suite.

Occasional travel is required.

Preferred Qualifications

Master’s degree in a related field.

Advanced proficiency in query design and analysis and reporting tools.

Experience working in a multi-campus environment.

Will this position require a background check?

This position has been designated by the department to require a background check

Posting Detail Information

Special Instructions to Applicants

At the time of application, please be prepared to submit a cover letter, resume, and reference contact information for at least three (3) professional references. Application materials should clearly communicate how the applicant meets the required qualifications and additional requirements.

EEO Statement

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veterans, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521(v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or hrs@wsu.edu.

Employee Type: AP-Administrative Professional

University Title: Student Services Coordinator/Advisor 3

Working Title: Assistant Director of Enrollment Services

College/Area: WSU Spokane

Department Link: Student Affairs, Registrar – Enrollment Services

Position Number: 71867

Hiring Unit: Division of Student Affairs

Work Location: Spokane

This position is in a Bargaining Unit: No

Appointment Status: Permanent

Job Appointment (FTE%): 100%

Position Term in Months: 12

Monthly Salary: DOQ

Open Until Filled: No

Posting Number: 20133543P

Open Date: 07/17/2017

Close Date: 08/06/2017

Department: WSUS Administration