Department: Workforce, Professional and Community Education

Campus Location: Wichita, KS - WSU Metroplex

Hire Type: Full Time

Pay: Range begins at $20.48 per hour and may be adjusted based on experience

Work Schedule: M-F, 8:00 am - 5:00 pm, Occasional evening and weekends

Export Compliance Requirement: No export control requirement.

Job Story

Wichita State University’s Office of Workforce, Professional and Community Education (WPCE) is seeking a highly organized, proactive, and student-centered Specialist to support and manage the university’s Lifelong Learning and Microcredentials initiatives. This position is essential to the successful planning, delivery, and administration of non-credit and credit-bearing educational programs designed for senior learners and adult professionals across the region.

Job Summary

Plans, coordinates and participates in the establishment and operation of a specialized program and/or activity planning methods and developing systems in accordance with goals and objectives.

Essential Functions

Develops and implements systems in support of program activities and provides adequate reference of data, documentation of procedures and processes and evaluation of program results. Serves as liaison with appropriate faculty, staff and outside sources to obtain and provide pertinent information and to answer inquiries concerning program activities. Compiles and analyzes information in support of program activities; prepares and distributes reports and analyses setting forth progress, adverse trends and appropriate recommendations and conclusions. Assists with recruiting, enrollment, and support for students entering the program. Advises leadership on the status of current activities and additional or expanded program requirements; makes recommendations for solutions to problems identified.

Job Duties

The Planning & Scheduling responsibilities include identifying potential course offerings and recruiting qualified faculty to teach them. This involves coordinating with instructors to confirm their availability and partnering with local community centers, senior living facilities, and other host sites. Site visits are conducted to evaluate each location’s suitability for academic instruction. A comprehensive course schedule is developed by aligning instructor and facility availability. The specialist also works closely with academic departments and the Registrar’s Office to create courses in Banner and ensure CRNs are assigned. Additionally, instructional contracts are drafted and issued, and support is provided for syllabus and schedule development.

Registration Management duties involve creating and distributing paper registration forms and collecting them weekly from host sites in person due to the presence of sensitive information. The Specialist processes phone and mail-in registrations, verifies student history using the MYWSU system, and enters data into the registration system. All documents are scanned, and enrollment records are reconciled across Reporting Services, and physical forms. Any discrepancies are addressed, and coordination with Financial Aid and Financial Operations is necessary after the 20th day to resolve registration issues.

For On-Site Course Support, the Specialist prepares attendance sheets, handouts, and AV support before each class. On-site logistics are managed, including transporting materials such as tables, chairs, and AV equipment. Classes are attended in person to provide support to instructors and students, collect necessary paperwork, and handle any late registrations. At the final session, course evaluations are distributed and collected.

Post-Course Activities include entering and analyzing course evaluation data to guide future programming. The Specialist is also responsible for processing instructor payroll, invoicing Academic Affairs, and sending annual 1098T tax form notification letters to students.

In the Microcredentials Program, the Specialist monitors student interest forms submitted via Team Dynamix, updates task responsibilities, and sends email communications using established templates. Daily enrollment status is reviewed through Reporting Services, and enrolled students receive course access emails. The Specialist also assists with technical or registration issues by working with the Helpdesk, IT, or the Registrar’s Office.

As an Academic Liaison, the Specialist communicates semester start dates and enrollment reminders to badge instructors, ensures regular monitoring of enrollment, and coordinates with the Instructional Design and Access (IDA) team for Blackboard-related issues. Teaching commitments are confirmed each semester, and EPAFs are submitted for instructor payment.

Finally, in managing the Website & Course Updates, the specialist adds newly approved badge courses once approved, removes inactive listings, and ensures that course descriptions and information are up to date and consistent with current syllabi.

Required Education and Experience:

• Bachelor's degree in related field
• One (1) year of experience in academic programs or related field

Knowledge, Skills and Abilities:

• Knowledge of program development, implementation, and evaluation techniques to support efficient and effective delivery of program activities.
• Understanding of data collection, compilation, and analysis procedures to monitor program progress and identify trends or areas of concern.
• Familiarity with university systems, academic operations, and enrollment processes.
• Knowledge of student recruitment, support services, and best practices in educational program outreach.
• Understanding of internal and external communication practices to ensure effective liaison and stakeholder engagement.
• Strong organizational and project management skills with the ability to develop and maintain procedural systems that support program goals.
• Excellent analytical skills, including the ability to interpret data, identify patterns, and create clear and actionable reports.
• Proficient in the use of Microsoft Office Suite and data management tools (e.g., Excel, Word, student information systems, CRM platforms).
• Effective written and verbal communication skills to engage with faculty, staff, students, and external stakeholders.
• Skilled in identifying problems and proposing practical, evidence-based solutions.
• Ability to manage multiple tasks and deadlines in a fast-paced environment with high attention to detail.
• Ability to work independently and as part of a team while exercising sound judgment and initiative.
• Ability to interpret, synthesize, and present complex information clearly to a variety of audiences.
• Ability to provide responsive and supportive service to prospective and current students throughout the recruitment and enrollment cycle.
• Ability to advise leadership by assessing program needs, evaluating existing systems, and recommending enhancements or solutions.

Preferred Qualifications:

• Higher education enrollment experience

Physical Requirements:

Ability to remain in a stationary position. Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. Ability to communicate with others and accurately exchange information.