Program Coordinator Admissions
The mission of Pierce College is to create quality educational opportunities for a diverse community of learners to thrive in an evolving world.
Recognized by the Aspen Institute as one of the top 10 community colleges in the nation (2021), Pierce College is an innovative, mission-driven, data-informed, and equity minded community college dedicated to helping all students achieve their academic and professional goals, with a focus on racial and social equity and justice.
The Program Coordinator position for Admissions and Evaluations position plays an integral role in assisting our diverse community of students in successfully navigating initial contact with Pierce College through completion of the student’s education path. The Admissions and Evaluations Program Coordinator is a primary point of contact for Pierce College and provides excellent customer service to students, the college community and the public to advance the equity centered mission of Pierce College through focus on serving systemically non-dominant students, particularly African American/Black male identified individuals. Responsibilities include processing admissions applications, data entry and data audits, navigating multiple databases and spreadsheets, processing official transcripts and performing residency determinations. The work requires high attention to detail, advanced computer skills, people-centered soft skills and extreme confidentiality. This position reports to the Admissions and Evaluations Program Manager. This position actively supports and engages in Pierce College’s goals for equity and inclusion in order to provide access and support for our diverse community of learners and our goal of becoming an anti-racist institution.
About the District:
Pierce College enjoys a strong presence in the community and participates in innumerable partnerships with business, community, government, and educational organizations. Want a feel for our District. Take a peek with aerial campus views!
Pierce College Fort Steilacoom
Located on a beautiful 140-acre site adjacent to a 340-acre community, recreational park, and Waughop Lake.
Pierce College Puyallup
Located on a luscious site with 125-acres of wooded land with beautiful hideaways.
Pierce College at JBLM
Located at the Joint Base Lewis-McChord military sites, serving many of our military and active-duty families that are serving our country.
The Program Coordinator will be responsible for the following, but not limited to:Admissions
- 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.
- Coordinate the services and activities of Admissions and Evaluations. Serve as a primary contact in the areas of admissions, residency, evaluations and general information.
- Communicate in-person, via email and by phone regarding admissions and information in a culturally affirming manner in order to provide assistance and support, to respond to inquiries and to assist students matriculate to the College.
- Problem solve day-to-day issues and concerns; offer recommendations/alternative solutions; make referrals to appropriate resources.
- Follow and interpret guidelines, regulations, policies and procedures in order to process admissions, make residency determinations, determine course equivalencies, etc., and to provide information and assistance regarding the College, programs, services and activities.
- Follow Family Educational Rights and Privacy Act (FERPA) guidelines to maintain confidentiality.
- Independently prioritize complex program tasks and activities. Complete tasks in a timely manner in order to meet student and program needs/deadlines.
- Receive and process forms, petitions, documents, etc.; review for completeness.
- Process admissions applications utilizing database management systems. Communicate with students to clarify discrepant or missing information on applications. Enter blocks, override codes and comments in student database.
- Audit admitted students’ data/records. Review work for accuracy and initiate corrections. Ensure documentation is complete.
- Run computer processes and send Admissions acceptance letters.
- Receive and process forms, petitions, documents, etc.; review for completeness. Ensure appropriate supporting documentation and attachments are collected. Organize and maintain an up-to-date procedure manual, share drive folders and pertinent information.
- Alphabetize, proof and maintain forms. Follow State and College guidelines for records and retention.
- Compile all cohort application information for program review.
- Answer general questions about the Veterinary Technology application process.
- Process letters of acceptance and denial to the program.
- Collaborate with the Veterinary Technology program to manage changes.
- Other support as needed and assigned.
- Conduct residency reviews; follow State laws and guidelines in order to make determinations; notify students of decision.
- Assist students with the residency process; interpret guidelines and answer questions.
- Conduct residency reviews. Update notation and changes to residency status in student database system; notify students of decision
- Maintain residency files. Follow State and College guidelines for records and retention.
- Contribute to the overall goals, services and activities of Student Services. Provide backup assistance for Enrollment Services departments, staff, services, and activities.
- Confer with co-workers across the district to ensure procedures, services, and activities are consistent.
- Attend meetings, trainings, professional development, district events, etc., as a representative of Student Services programs, services and activities.
- Ensure communications, correspondence and program materials contain accurate and up-to-date information.
- Other duties as assigned.
- Associate's degree from an accredited college or university OR High School Diploma/GED and one year (1) in records management and/or customer service.
- One (1) or more years of experience providing direct customer service in a high touch and diverse environment with a high desire or experience working to advance racial equity.
- Demonstrated ability to understand, apply and communicate complex information.
- A high level of accuracy and attention to detail.
- Demonstrated experience in critical and systematic thinking.
- Advanced computer skills to manage data and to utilize database programs in order to upload, download and merge data.
- File management; documenting and updating information in written and electronic formats to maintain accurate and complete records.
- Diversity, Equity and Inclusion: Ability to set aside one’s own beliefs to center another’s experience and create a welcoming environment that is inclusive and conducive to success for a diverse student body through methods, examples, language, and support. Value diversity & possess an understanding of cultural humility and vulnerability. Value organizational diversity; treat others with respect; promote cooperation; effectively manage relationships. Understand the differences in and respond appropriately to others in the workplace. Ability to work effectively and positively with individuals of diverse cultural and socioeconomic backgrounds and educationally diverse populations, demonstrating trust in, sensitivity to, and mutual respect of others. Understand the uniqueness of self and others and demonstrate openness toward diverse points of view.
- Customer Service: Treat people with a high level of respect and professionalism demonstrating excellent customer service and sensitivity in a highly diverse environment. Addresses customer needs as a priority with a sincere desire to be helpful. Ability to repeat information multiple times. Ability to be kind and empathetic to students, parents, staff, faculty and coworkers.
- Attention to Detail and Accuracy: Perform work accurately with attention to detail in a high volume environment with frequent interruptions. Review work and make timely corrections.
- Communication: Effectively communicate by actively listening and sharing relevant information with coworkers, supervisor, students and other constituents to anticipate problems and ensure program effectiveness; communicate clearly and effectively both verbally and in writing. Notices and accurately interprets what others are feeling based on their choice of words, tone of voice, expressions, and other nonverbal cues (e.g., eye contact, expressions, gestures, posture, spatial proximity, physical contact, physical reactions such as blushing). Listens attentively to people’s ideas and concerns. Makes others feel comfortable by responding in ways that convey interest in what they have to say.
- Problem Resolution Skills: Work with people who are upset, confused, demanding or otherwise difficult in a calm, non-strident manner. Problem solve issues in a constructive manner and make appropriate recommendations or offer alternate solutions.
- Personal Responsibility and Accountability: Demonstrate responsible personal and professional conduct, which contributes to the overall morale, well-being, mission and goals of Pierce College. Accept personal responsibility for quality of work and for using work time efficiently and effectively. Act in a manner perceived as positive, responsible, reliable and trustworthy. Establish consistent and regular attendance. Manage work, records and files in an organized and efficient manner. Organize competing priorities to meet deadlines. Remain calm under stress.
- Team Work and Rapport: Work effectively and cooperatively with others; participate and foster teamwork, build rapport and act as a positive influence to the team.Ethical Behavior: Adhere to high standards of integrity and honesty with students, coworkers and state resources. Comply with laws, rules, policies and procedures. Follow guidelines of Family Educational Rights and Privacy Act (FERPA) and maintain confidentiality.Systematic and Critical Thinking: Ability to think in a systematic manner in order to perform tasks. Critical, creative, and reflective thinking skills needed to independently identify problems, analyze and evaluate various solutions, implement solutions and monitor their effectiveness. Knowledge of guidelines, policies and processes related to one’s position and responsibilities.
- Change Management: Embrace change as a primary function in today’s workplace as an effective employee; be willing to adopt new work methods; think and act with a growth mindset; remain optimistic during change.
- Strong Computer Skills: Use word processing software, such as Microsoft Word. Compose, send, and respond to electronic mail. Utilize e-mail program functions such as calendars, mail merge emails, and meeting requests. Navigate the internet to find and download information. Use spreadsheet software, such as Microsoft Excel, to create, modify, print, and format spreadsheets, find and replace data, and work with basic formulas and functions. Use database software to enter data into an established database. Run reports, download and upload information.
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. At Pierce College, we value culturally competent and compassionate individuals who bridge diverse backgrounds and perspectives in support of academic equity and excellence. In your cover letter, please address how you will support the mission of Pierce College to create quality educational opportunities for a diverse community of learners to thrive in an evolving world. Please include in your response how your previous education and/or professional experience contribute to your effectiveness in promoting a climate of student success for a diverse community of learners. (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: www.naces.org/members.html (Unofficial transcripts acceptable for application process; official transcripts required upon hire). (Transcripts)
- Upload (attach) a list of at least two professional references with names, addresses, telephone numbers, and e-mail addresses. Letters of recommendation will not be accepted. (References)
Provide a response to the following question (Supplemental Question):
- How does your own identity/identities impact your work with a diverse staff and student body?
Special Note: To ensure consideration, application materials should be received no later than 5:00 p.m. on the closing date.
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 Fort Steilacoom 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.
Salary & Benefits:
The starting salary of this position is $3,401 with periodic increments up to $4,117 monthly (dependent upon qualifications). 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.
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.
Conditions of Employment:
Pierce College is a “fully vaccinated campus” under the state’s higher education guidance, which means that COVID-19 vaccination (or allowable exemption) will be required for all employees and students. More information can be found here: Vaccination Requirements.
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.
This position has been designated as a bargaining unit position represented by the Washington Public Employee Association (WPEA).