Reporting & Withdrawal Specialist (Program Specialist 2)

Location:Spokane Falls Main Campus Spokane

Department:SFCC Admissions/Registration

Salary Range: $3752 - $5011

Starting salary for this position is: $3752 (Monthly)

Employees hired at the entry step of this range receive salary step advancement after six months and every 12 months thereafter. An employee hired at anything higher than the entry step of the range will have salary step advancement after 12 months and every 12 months thereafter until they reach the top of the salary range. Each salary step advancement will be approximately a 5% increase.

About Us

Spokane Falls Community College part of Spokane Colleges serves 6000 students with liberal arts/transfer and professional technical programs across a 12302 square mile region in Eastern Washington.

Applications will be accepted until 4:00 p.m. PST on 06/21/2026. The application process will not be available after this time. To ensure consideration make sure your application is completed and submitted as soon as possible. Applications will only be accepted prior to 4:00 p.m. on the closing date.

About theReporting & Withdrawal Specialist (Program Specialist 2)

JOB SUMMARY

Reporting to the Associate Registrar this position serves as a technical expert within the admissions and registration department to meet the needs of our students staff faculty and community to ensure educational opportunities are accessible to the diverse populations we serve at Spokane Falls Community College (SFCC).

This position will be immersed in the intricacies of National Student Clearinghouse reporting following up on reports of possible fraudulent enrollment unpaid account processing processing program change requests processing student withdrawals and managing the waitlist process.

A successful candidate will demonstrate the qualities of:

• Excellent attention to detail.
• Outstanding communication and time management skills.
• Sound judgment and decision-making skills.

In addition to these core strengths the ideal candidate will thrive in a backline role that is highly independent and data-entry intensivedemonstrating focus consistency and a self-driven work ethic in a behind-the-scenes environment.

DUTIES AND RESPONSIBILITIES

• Manage the National Student Clearinghouse (NSC) enrollment reporting process including Degree Verify reporting enrollment reporting error resolution student status change report (SSCR) and data transmission scheduling processes. Serve as the NSC point of contact and account user management. *
• Create and maintain a desktop manual for all functions pertaining to the role. Participate in WA State Board of Community and Technical Colleges (SBCTC) trainings and recommend process updates and efficiencies to department leadership. *
• Provide technical support for unpaid tuition. Notify students with overdue balances and connect them to campus funding resources. Coordinate drop schedules communication and deferments with other campus departments. Process drops for non-payment.
• Run multi-level processes reports queries and analyze data associated to waitlist management unpaid account processing instructor-initiated drop processing withdrawals/term withdrawal enrollment reporting compliance and incomplete contracts. *
• Manage waitlists by coordinating with registration and instructional departments to identify exceptions move students into available seats and provide input if additional sections may be needed. Actively communicate with students who need to take action in order to move on the waitlist. *
• Regularly run queries and coordinate with Financial Aid to monitor for any enrolled students suspected of fraudulent activities. Follow-up in accordance to college and state board guidelines. Provide documentation to various departments and agencies as needed for confirmed cases of fraud.
• Maintain the departments list of important dates on the website utilizing 25Live event software.
• Conduct the quarterly prerequisite verification process (PERC) notify students and academic departments of any prerequisite deficiencies and process course drops as necessary. Additionally this position assists with reviewing and processing prerequisite override requests.
• Maintain a high level of knowledge of college programs of study and the intricacies of how they are maintained in ctcLink as part of the students record. Process program of study change requests. *
• Maintain refine and schedule online forms for instructor-initiated drops for nonparticipation and unmet prerequisites. Process drops communicate with faculty staff and students and maintain quarterly statistics. *
• Monitor and process drop requests and official withdrawal online forms. Compile all withdrawal exception request packets and forward all completed packets to the supervisor for review. *
• Maintain monitor and process all independent study contract forms submitted. *
• Crosstrain with the Grading & Enrollment Specialist to serve as their backup as well as cross-training with them to serve as the backup to this position. *
• May direct the work of part-time and student work-study employees. *
• Support customer relations manager (CRM) implementation and maintenance efforts as assigned. *
• Support department events such as commencement and new student orientation. May assist in other areas/efforts within student affairs as needed.
• Model professional decorum and mutual respect in all personal interactions. *
• Comply with district policies procedures and directives state and federal regulations orders and statutes and collective bargaining agreements. *
• Support and advance the Spokane Colleges strategic plan and perform other duties as assigned. *

* Indicates this is an essential duty.

COMPETENCIES

• Manages Complexity
• Decision Quality
• Action Oriented
• Plans & Aligns
• Ensures Accountability
• Drives Results
• Collaborates
• Instills Trust
• Demonstrates Self-Awareness
• Self-Development
• Nimble Learning
• Situational Adaptability

Learn more about our competencies.

MINIMUM QUALIFICATIONS

• Associate degree from an accredited institution or an equivalent mix of education and experience that demonstrates the candidate meets all competency requirements for this position.
• Experience effectively organizing multiple work assignments involving competing priorities to produce work products that are accurate of high quality and meet deadlines.
• Attention to detail regarding record maintenance reporting data and data input.
• Excellent written and oral communication skills. Demonstrated ability to tailor messaging to different audiences.
• A demonstrated understanding and value for the contributions that equity diversity and inclusion can make to the success of the organization and the students we serve.

DESIRED QUALIFICATIONS

• Bachelors degree or higher from an accredited institution.
• Experience with admissions and registration rules and regulations such as Family Educational Rights & Privacy Act (FERPA) enrollment reporting or transcript processing.
• Experience using a student management system (e.g. PeopleSoft Ellucian Jenzabar Workday etc.)
• Familiarity with federal state Spokane Colleges (Spokane Colleges) and Spokane Falls Community College (SFCC) policies and procedures.

PHYSICAL REQUIREMENTS

• Work is performed in a normal temperature-controlled office environment.
• Work is sedentary in nature.
• Frequent use of computer and exposure to terminal screens.
• Visual focus and strain.
• Work involves constant interruptions and requirement to answer on demand questions by phone in person or electronically.
• Frequent repetitive hand/wrist motions and finger manipulation.
• Frequent oral and auditory communication with others.

CONDITIONS OF EMPLOYMENT

• Full-time schedule (12 months 40 hours a week).
• 6-month probationary period.
• This position is overtime eligible.
• Requires local or regional travel.
• Criminal background check required.
• This position is covered under a collective bargaining agreement. Membership is optional.

Person hired must be able to provide acceptable documentation of U.S. Citizenship or lawful authorization to work in the United States. This is an absolute condition of employment. An offer of employment will not carry with it any responsibility or obligation on the part of the district to sponsor an H1-B addition the Spokane Colleges maintain a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment.

Prior to a new hire a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicants suitability and competence to perform in the an applicant is chosen for a position they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

Benefits Information

Medical dental life and long term disability insurance benefits are provided as currently administered under Public Employees Benefits Board; WA State Retirement Plan; vacation and sick leave begin to accrue at the rate of 11.33 hours vacation and 8 hours sick leave per month upon employment. (For positions that are less than full time leave accruals will be prorated to the percentage of the position.) This position is designated a bargaining unit position and union membership is not a condition of employment. Leave accruals and usage are governed by the WFSE collective bargaining agreement.

Public Employees Benefits Board

Additional benefits information

Required Application Materials

To qualify for consideration applicants must meet required competencies and submit a complete application packet which includes the following:

• Cover letter - addressing your qualifications relevant to the responsibilities of this position.
  
• Resume.
  
• References the names addresses and phone numbers of three professional references.

For questions regarding a job application or the hiring process or if you require an accommodation during the application or interview process please contact HR at .

Equal Opportunity Institution

Spokane Colleges provides equal opportunity in education and employment and does not discriminate on the basis of race color creed religion national origin citizenship or immigration status age sex pregnancy or related conditions sexual orientation gender identity or expression marital status genetic information disability veteran or military status or use of a trained guide dog or service animal. Spokane Colleges complies with applicable federal and state civil rights laws including Titles VI and VII of the Civil Rights Act of 1964 Title IX of the Education Amendments of 1972 Section 504 of the Rehabilitation Act of 1973 the Age Discrimination Act of 1975 the Americans with Disabilities Act and Washington state nondiscrimination laws.

Direct all inquiries or grievances regarding access Title IX ADA equal opportunity compliance and/or grievances to:
Frederick Davis MA
Chief Human Resources Officer
Spokane Colleges
P.O. Box 6000 MS1004
Spokane WA. 99217-6000
/ .