Program Coordinator - Student Services Center

Description

The Program Coordinator for the Student Services Center serves as the first contact for a diverse population of new and prospective students, coordinates a variety of front office functions, and provides outstanding customer service. The Program Coordinator provides detailed information regarding the college services and resources; interprets policies, procedures and functions related to Admissions and Enrollment. The ability to problem-solve with prospective students and their families in order to reduce or eliminate barriers to entering college, data entry, and attention to detail are key components of the position.

Grays Harbor College has an excellent benefits package to include medical, dental, vision, basic life insurance, primary and supplemental retirement programs and long-term disability insurance. Full-time employees will also receive 11.33 hours of vacation leave per month to start, 8 hours of sick leave per month, and 4 personal leave days a year. Washington state also observes 11 paid holidays per year.

Classified positions at Grays Harbor College have been designated as bargaining unit positions represented by the Washington Public Employees Association, Local 365. The union and the college have a collective bargaining agreement (referred to as the contract) that is posted on the GHC website. https://www.ghc.edu/hr/labor-relations

About the College .
Grays Harbor College serves the communities of Grays Harbor and Pacific counties on the Pacific coast of Washington. Located in Aberdeen, Washington at the base of the beautiful Olympic Peninsula, the College is less than an hour away from scenic Pacific Ocean beaches and close to both the Olympic and Mount Rainier National Parks. Grays Harbor provides the perfect landscape to enjoy the abundance of excellent outdoor activities such as camping, hiking, biking, fishing, clam digging, surfing, boating, and various kayak/canoe paddling opportunities. Grays Harbor College is located on the ancestral lands of the Chehalis, Chinook, Quinault and Shoalwater Bay Peoples. For more information about working for the college and living in Grays Harbor visit https://www.ghc.edu/hr

Grays Harbor is committed to providing excellent educational opportunities. We prioritize student learning, promote student and faculty success, foster an inclusive environment, manage our resources, and connect with the community. We strive to create a culturally relevant environment on campus and in the community by learning and practicing equity-mindedness and promoting faculty, staff, and student diversity.

Essential Duties and Responsibilities

Admissions Coordination

• Review and process admissions applications submitted through the Online Admissions Application Portal (OAAP) on a daily basis. Send out official Admissions/Welcome letters and keep students informed about their status within 48 hours of receipt.
• Keep all student application documents organized and up to date, including transcripts and references.
• Work closely with departments like Advising, Financial Aid, and Workforce Funding & Support Programs to connect students with the resources they need.
• Maintain tracking systems and provide weekly updates on enrollment progress to ensure goals are being met.

• Guide students through the full enrollment and registration lifecycle by clearly explaining admissions, enrollment, placement testing, and entry advising, while assisting with adds, drops, program changes, total withdrawals, and related processes to ensure a successful start and continued progress at Grays Harbor College.

• Serves as a contact for new or prospective students while explaining policies and procedures, solving students’ admissions issues while providing superior customer service.
• Transcripts – Processes incoming and outgoing transcript requests.
• Manages data uploaded into the college’s student information system.
• Ability to use a variety of technology tools and information systems as a method of communication with GHC students, staff, and community.
• Conduct phone calls with current and prospective students to ensure a smooth onboarding process.
• Manage assigned special projects, collaborating with and assisting the other student services staff and functional areas as directed by supervisor.
• Answer incoming telephone calls and provide information when requested, demonstrate excellent customer service skills, and professional telephone etiquette at all times.
• Support electronic document workflows using systems such as SignNow and Gravity Forms.
• Conduct EAB Navigate360 duties related to Admissions and Enrollment.
• Serve as a liaison within the Student Services Center, providing timely communication and support to students, faculty, and staff.
• Performs other job-related duties as assigned.

• Track student engagement and admissions progress using tools like EAB Navigate and ctcLink.
• Collect and report data on how many students were contacted, applied, and enrolled.

• Attend trainings and workshops to stay current with best practices in admissions, outreach, and student support.
• Learn new systems, tools, and strategies to serve students better and keep improving professionally.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Associate degree and a minimum of two years of experience working in higher education, student services, admissions, or outreach/recruitment — or an equivalent combination of education and relevant experience with facilitating workshops, presentations, or outreach events
• Demonstrated experience in providing services for prospective students, families, or community members.
• Strong project coordination skills, with the ability to manage multiple priorities, meet deadlines, and adapt to changing needs in a fast-paced environment.
• Proficiency in using technology tools, including student information systems, CRM platforms such as ctcLink/EAB Navigate 360, Microsoft Office Suite, and communication software to support outreach and admissions activities.
• Proven ability to work effectively with individuals from diverse backgrounds and lived experiences, including first-generation students, students of color, and those from underserved communities.
• Excellent communication and interpersonal skills, with the ability to establish trust and engage with prospective students, families, school counselors, and community partners.
• Strong organizational skills and attention to detail, particularly in managing student records, outreach tracking, and event logistics.
• Experience in data entry, tracking, and basic reporting, with an emphasis on accuracy and maintaining confidentiality.
• Demonstrated passion for educational access and equity, and a strong commitment to fostering a welcoming and inclusive college environment.

• Minimum of two years of experience coordinating recruitment events, admissions processes, or outreach activities within a higher education or student services environment.
• Comprehensive understanding of college entry processes, including admissions, financial aid, scholarship opportunities, placement, and wraparound student support services.
• Proven record of customer service excellence, with the ability to foster positive, student-centered interactions and maintain professionalism when engaging with prospective students, families, educators, and community partners.
• Ability to adapt outreach and communication strategies to effectively serve a wide range of student populations, including first-generation, underrepresented, non-traditional, and adult learners.
• Demonstrated ability to build and sustain collaborative partnerships with high schools, community-based organizations, workforce agencies, tribal communities, and other external stakeholders to support recruitment and college access initiatives.
• Strong foundation in strategic outreach and engagement practices aimed at promoting college awareness, increasing applications, and supporting enrollment growth.
• Experience working with diverse student populations, with a demonstrated commitment to equity, cultural responsiveness, and inclusion in all aspects of student engagement and recruitment.
• Bilingual proficiency in Spanish and English is highly desirable to support outreach efforts in multilingual communities.

Supplemental Information

In addition to the GHC online Application you will need to submit the following materials. Incomplete applications will not be accepted or considered.

• Letter of application addressing your qualifications for the position.
• Resume
• Contact information for 3 professional references.

Background checks - 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 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.

Grays Harbor College does not discriminate on the basis of race, color, national origin, sex, disability, sexual orientation, gender identity, creed, religion, marital status, veteran status, genetics, or age in its programs, activities, and employment. The following person has been designated to handle inquiries regarding the non-discrimination policies:

• Title II/Section 504 and Title IX Coordinator – Erin Tofte, Associate Vice President of Human Resources

For further information on notice of non-discrimination, visit https://ocrcas.ed.gov/contact-ocrfor the address and phone number of the office that serves your area, or call 1-800-421-3481.