Enrollment Systems Administrator

Job Details

Enrollment Systems Administrator
Department: Enrollment Services
Type: Full-time
Location: Remote
Pay: $21.63 per hour
Applicants must be legally authorized to work in the United States; visa sponsorship is not available for this position.

Job Summary: 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.