Enrollment Systems Administrator

The Enrollment Systems Administrator serves as an application administrator within the CRM Operations team, supporting the configuration, maintenance, and effective use of the college’s Customer Relationship Management (CRM) platform, Salesforce/TargetX, and related enrollment systems. This role ensures data accuracy, system reliability, and user satisfaction by managing CRM functionality, executing system updates, building reports and automation, and supporting end users across the student lifecycle. Reporting to the Associate Director of CRM Operations. the Enrollment Systems Administrator collaborates with colleagues in Admissions, Marketing, Technology Services, and Student Success to ensure that CRM tools and processes effectively advance institutional recruitment, communication, and engagement goals.

Essential Functions:

• Perform job duties in accordance with Columbia College’s vision, mission, and values, and contributes to the development of the CRM Operations.
• Configure and maintain CRM applications (Salesforce/TargetX), including fields, workflows, page layouts, automation, user permissions, and data integrations.
• Perform system testing, quality assurance, and troubleshooting for new functionality, integrations, and upgrades.
• Develop and maintain reports, dashboards, and queries to support recruitment, marketing, and enrollment initiatives.
• Execute routine maintenance tasks such as data uploads, de-duplication, user provisioning, and permissions management.
• Collaborate with the Associate Director and CRM Operations team to develop and maintain system documentation, configuration change logs, and process guides that support team knowledge and operational consistency.
• Take individual ownership of CRM documentation, including troubleshooting guides, data integration workbooks, and process materials, ensuring accurate and accessible resources for business continuity.
• Provide front-line CRM user support through tickets, email, and virtual channels (e.g., Teams).
• Identify and escalate complex issues to senior staff or vendor support as appropriate.
• Support user onboarding, system access, and training documentation.
• Deliver training and hands-on guidance to end users, fostering adoption and effective use of CRM and related systems.
• Monitor data integrity across CRM and connected systems (e.g., HubSpot, Colleague, Snowflake, OnBase, etc).
• Assist with routine data audits and coordinate with TS to resolve integration errors or sync failures.
• Follow data governance policies to ensure compliance with institutional and privacy standards.
• Collaborate with Admissions, Marketing, and Enrollment Services staff to identify process enhancements and system efficiencies.
• Participate in project meetings and contribute feedback on functional requirements and testing outcomes.
• Support institutional initiatives by implementing CRM-driven solutions that enhance student engagement and operational efficiency.
• Stay informed about other systems and applications used across the college to help identify when the CRM is the appropriate tool and when another system may better support a specific process or need.
• Build and maintain departmental relationships, providing hands-on support for staff using the CRM to ensure effective day-to-day use.
• Provide practical guidance and recommendations on the most effective tools and approaches for CRM and related systems, balancing usability, compliance, and system capabilities to support day-to-day operations.
• Identify and evaluate solution options, define process flows, and develop business and technical requirements, including integrations.
• Investigate and resolve cross-system issues, collaborating with technical teams and vendors to ensure data integrity and seamless system integration.
• Research and implement practical solutions to system issues, ensuring effective day-to-day operations and user satisfaction.
• Take ownership of assigned projects within CRM Operations, dedicating time to carefully plan and build project plans with detailed tactical steps.
• Track progress, provide regular updates, and address issues to ensure successful completion and clear communication with stakeholders.
• Monitor process and solution effectiveness using analytics, feedback and routine task performance, and coordinate with technical and vendor teams to resolve issues.
• Triage, evaluate, and prioritize user requests and system enhancements, ensuring timely resolution and alignment with operational needs and institutional priorities.
• Understand various system options at Columbia College and help develop solutions that best utilize the systems for efficiency and student experience.
• Continually develop soft and technical skills through personal initiative and various training opportunities. Maintain a working knowledge of industry trends, best practices, and product roadmaps to help identify risks and opportunities that should be considered.
• Fulfill additional responsibilities as assigned.
• Display respect and civility to all constituencies in all communications.
• Attend work timely and on a regular basis during the established hours of operation; work additional hours as business necessitates.

Applicants must be legally authorized to work in the United States; visa sponsorship is not available for this position., * Demonstrated ability to configure and maintain CRM applications (Salesforce preferred).

• Proficiency with data management, reporting, and workflow automation.
• Strong problem-solving, analytical, and organizational skills.
• Ability to work both independently and collaboratively in a fast-paced, service-oriented environment.
• Excellent written and verbal communication skills.
• Experience providing technical support or training to system users.
• Proficiency with Microsoft Office, especially Excel, Teams, and Outlook.
• Ability to fluently read, write, and understand the English language.
• Proficiency with the following, but not limited to: active listening; speaking; writing; critical thinking; judgment and decision making; monitoring; reading comprehension; time management; coordination; and management of personnel resources.
• Proficiency for using a variety of computer and technology-related software and equipment, including Microsoft Office products and database systems.
• Proficiency in using web-based technologies, including database systems.
• Ability to work independently and in a team environment, with or without direct supervision.
• Excellent communication, interpersonal, customer service, and organizational skills.

Minimum Qualifications:

• Bachelor’s degree or equivalent combination of education and experience
• One year of professional experience in CRM or database administration, technical support, or related area, * Experience in higher education
• Two or more years of Salesforce or TargetX administration experience
• Experience working in higher education, especially in admission, enrollment or student services
• Familiarity with Ellucian Colleague or other enterprise student information systems

Physical Requirements: The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Accommodations may be made to enable individuals with disabilities to perform essential functions. Individuals seeking accommodation should contact the Human Resources Department without delay. While performing the duties of this job, the employee is regularly required to sit for long periods of time, talk, and hear. The employee is required to use hands and fingers to handle or feel, reach with hands and arms, climb or balance, and stoop, kneel, or crawl. Employees must be able to type on a computer keyboard and use a computer monitor on a regular basis.

In compliance with the Higher Education Opportunity Act (HEOA) and the Jeanne Clery Campus Safety Act (Clery Act), the Department of Campus Safety for Columbia College has provided the Annual Security and Fire Safety Report and crime statistics for the main campus and venues nationwide.