Program Specialist 3 - Student Records
About The Position
Columbia Basin College seeks a Program Specialist 3 to coordinate and provide specialized technical support for student admissions and related Student Records processes. The role promotes accurate, efficient, and equitable access to educational opportunities by interpreting and applying policies and procedures, resolving complex processing issues, and collaborating with Student Records staff and campus partners to develop, implement, and improve workflows. The position reports to the Director for Enrollment Services. This full-time, overtime-eligible classified staff position is available immediately. Typical hours are Monday through Thursday, 7:00 a.m. to 4:30 p.m., and Friday, 7:00 a.m. to 12:00 p.m.; the employee must be available to work a flexible schedule with prior notice. The position is based in an office environment and involves travel between campus buildings. Employment is contingent on a background check. Applicants must be authorized to work in the United States for any employer without sponsorship and must make the required declaration regarding substantiated findings or investigations of sexual misconduct. The position is represented by the Washington Public Employees Association (WPEA).
Requirements
- Bachelor's degree from an institutionally accredited college or university, or an equivalent combination of education, training, and experience.
- Two years of full-time clerical experience.
- Analytical skills, including synthesizing complex information, researching data, and designing workflows and procedures.
- Ability to adapt to changing circumstances, ambiguity, and shifting priorities.
- Technology proficiency with office productivity software, learning management systems, and relevant educational technologies.
- Commitment to providing professional, responsive customer service.
- Effective interpersonal and written communication skills.
- Professionalism, tact, respect, composure under pressure, accountability, and follow-through.
- Ability to collaborate with and support coworkers and supervisors and accept constructive feedback.
- Support for diversity, equity, and inclusion, including open-mindedness, compassion, sensitivity, and respect for differing viewpoints.
Nice To Haves
- Two or more years of experience working in higher education.
- Experience with a student information system (SIS) and databases.
- Intermediate to advanced computer experience and proficiency in Microsoft Office and learning management systems.
- Experience interpreting and following policies, procedures, and federal and state regulations.
- Bilingual and biliterate in English and Spanish.
Responsibilities
- Independently oversee and perform the processing of admissions applications for new, returning, and transfer students; manage admissions queries and databases, facilitate batch admissions, and resolve complex processing issues.
- Manage suspended and potentially fraudulent admissions records by reviewing discrepancies and supporting documentation, completing identity verification checks, tracking outcomes, and coordinating case resolution or escalation through technical support tickets with SBCTC.
- Communicate with students about application status, outstanding requirements, documentation discrepancies, and actions needed to complete admissions, providing guidance on complex inquiries.
- Coordinate with Student Records and program staff to process admissions applications and registration for specialized programs, including College in the High School and apprenticeship programs; troubleshoot issues and facilitate resolution.
- Review, evaluate, and process admissions, registration, state employee and CBC employee tuition waiver, and other Student Records documentation in the Student Management System; interpret requirements and provide technical guidance.
- Review and determine outcomes for Exception to Application Deadline requests by applying established policies and procedures and exercising independent judgment.
- Provide customer service and problem-solving assistance by phone, email, and in person on admissions, registration, transcript requests, transfer-in processes, and other Student Records inquiries, including drop-in services.
- Monitor Student Records processes and procedures for alignment with goals and applicable federal, state, and college policies; recommend and coordinate procedural improvements and training.
- Train and provide technical guidance to full-time, hourly, and student employees on Student Records processes and procedures.
- Back up other department staff as needed by performing required program functions and processes to maintain continuity of operations.
- Perform other related duties as assigned.
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What This Job Offers
Job Type
Full-time
