Program Specialist 3 - Student Records

Columbia Basin College; Pasco (WA); On-site; USD 42,000 - 56,000; Full time

Job summary

Columbia Basin College (CBC) seeks a Program Specialist 3 to coordinate specialized technical support for student admissions and related Student Records processes. The role interprets policies, resolves complex issues, and collaborates with campus partners to improve workflows.

The position reports to the Director for Enrollment Services. It requires a Bachelor’s degree and 2 years of clerical experience, with a focus on accurate, equitable access to education.

Qualifications

• Bachelor's degree or equivalent combination of education/training/experience.
• Two years of full-time clerical experience.

Responsibilities

• Oversee processing of admissions applications for new, returning and transfer students.
• Manage suspended and potentially fraudulent admissions records and verify identity.
• Communicate with students regarding application status and requirements.
• Coordinate processing for CiHS and apprenticeship programs.
• Review documentation and determine outcomes for deadlines and regulations.
• Provide training and guidance to staff on Student Records processes.
• Back-up other department functions to maintain operations.

Skills

Analytical skills

Adaptability

Technology proficiency

Customer service

Communication skills

Professionalism

Bilingual (English/Spanish)

Education

Bachelor's degree

Tools

SIS experience

Database experience

MS Office

Learning Management System (LMS)

Job description

Description

Columbia Basin College ("CBC" or the "College") seeks a ProgramSpecialist 3 to coordinate and provide specialized technicalsupport for student admissions and related Student Recordsprocesses, promoting accurate, efficient, and equitable access toeducational opportunities. This position interprets and appliesapplicable policies and procedures, resolves complex processingissues, and collaborates with Student Records staff and campuspartners to develop, implement, and improve workflows in responseto evolving institutional needs. This position reports to theDirector for Enrollment Services.

Closing Date

This position closes on November 15, 2026 @ 11:59 PM Pacific Time.

Primary Responsibilities

• Independently oversee and perform all functions pertaining tothe processing of admissions applications for new, returning andtransfer students; manage admissions queries and databases,facilitate the batch admissions process and identify and resolvecomplex processing issues;
• Manage and maintain suspended and potentially fraudulentadmissions records by reviewing discrepancies and supportingdocumentation, completing identity verification checks, trackingstatus and outcomes, and coordinating case resolution andescalation through technical support tickets with SBCTC;
• Communicate with students regarding application status,outstanding requirements, documentation discrepancies, and actionsneeded to complete the admissions process while providing guidanceto support timely resolution of complex inquiries;
• Coordinate with Student Records and program staff to facilitatethe processing of admissions applications and registration forspecialized programs, including College in the High School (CiHS)and apprenticeship programs; provide support in troubleshootingprocessing issues and facilitating timely resolution incorporatingapplicable changes to the process;
• Critically review, evaluate, and process documentation relatedto admissions, registration, state employee and CBC employeetuition waivers, and other Student Records procedures in theStudent Management System (SMS); interpret requirements, providetechnical consultation and guidance regarding applicabledocumentation and processing requirements;
• Review, evaluate, and determine outcomes for Exception toApplication Deadline requests by applying established policies andprocedures and exercising independent judgement;
• Provide high-level customer service and problem-solvingassistance to students, staff, and the public via phone, email, andin-person regarding admissions, registration, transcript requests,transfer-in processes, and other Student Records-related inquiries,including drop-in services;
• Monitor Student Records’ processes and procedures to ensurealignment with established goals and applicable federal, state, andcollege policies; recommend and coordinate procedural improvementsand training opportunities within Student Records and otherdepartments to enhance efficiency and service delivery;
• Provide training and technical guidance to full-time, hourly,and student employees on Student Records processes and proceduresto serve as a specialized resource;
• Serve as back-up, as needed, to other department staff byback-filling all required program functions and processes tomaintain continuity of operations; and
• Perform other related duties as assigned.

Required Qualifications

• Bachelor's degree from an institutionally accredited college oruniversity, or equivalent combination ofeducation/training/experience; and
• Two (2) years of full-time clerical experience.

Preferred Qualifications

• Two (2) or more years of experience working in highereducation;
• Experience in a student information system (SIS) anddatabases;
• Intermediate to advanced computer experience and proficiency inMicrosoft Office and learning management systems;
• Experience interpreting and following policies, procedures andfederal and state regulations; and
• Bilingual and biliterate in English and Spanish.

Skills and Abilities

Analytical Skills

Synthesize complex or diverseinformation; collect and research data; use intuition andexperience to complement data; design work flows andprocedures;

Adaptability/Flexibility

Ability to adapt to changingcircumstances, handle ambiguity, and adjust priorities as necessaryin response to evolving institutional needs or external factors;

Technology Proficiency

Proficient in utilizing varioustechnologies, including office productivity software, learningmanagement systems, and other educational technologies relevant to the position;

Customer Service

Commitment to providing exceptionalcustomer service to students, faculty, staff, and externalconstituents, ensuring their needs are met with professionalism andresponsiveness;

Communication Skills

Effective interpersonal and writtencommunication abilities to convey information clearly and conciselyto students, faculty, staff, and external stakeholders;

Professionalism

Demonstrates tact and respect wheninteracting with others, maintaining composure under pressure.Treats all individuals with consideration, regardless of their status or position. Takes responsibility for actions andconsistently follows through on commitments;

CBC Shared Commitments

Demonstrates a willingness to workwith and support others in completing assignments, acceptsconstructive feedback, and cooperates with coworkers andsupervisors; Shows alignment with CBC Shared Commitments bytreating others with respect, communicating and collaboratingeffectively, pursuing growth and learning, valuing and celebratingcontributions, prioritizing wellness, and holding self and othersaccountable; and

Support for Diversity, Equity & Inclusion

ReflectingCBC's mission, vision and values, support initiatives that expandthe human qualities that differentiate our workplace andeducational setting; demonstrate and advocate an understanding ofdifferences, open mindedness, compassion, sensitivity and interestin differing viewpoints given the diverse population and show adeep commitment to the involvement of colleagues, students andcommunity members to student experience and success honoringfreedom of expression as fundamental to personal, professional andorganizational growth.

Terms of Employment

This position is a full-time, overtime eligible classified staffposition. The typical work hours for this position are Mondaythrough Thursday from 7:00 a.m. to 4:30 p.m. and Friday from 7:00a.m. to 12:00 p. m., however, must be available to work a flexibleschedule when prior notice is given by the College. This positionis available immediately.

Process Note

Prior to a new hire, a background check including criminal recordhistory will be conducted. Information from the background checkwill not necessarily preclude employment but will be considered indetermining the applicant's suitability and competence to performin the position. Additionally, pursuant to RCW 28B.112.080, applicants must declarewhether they are the subject of any substantiated findings ofsexual misconduct in any current or former employment or arecurrently being investigated for, or have left a position during aninvestigation into, a violation of any sexual misconduct policy atthe applicant’s current or past employer. By law, post-secondaryeducation institutions cannot hire an applicant who refuses todeclare the existence or non-existence of an investigation orfindings subject to this statute.

Conditions of Employment

In the interest of providing a healthy, safe and secure educationaland work environment and in order to meet the requirements offederal legislation, it is the policy of Columbia Basin College tomaintain an alcohol and drug-free workplace for our employees andstudents. If you are hired, you will need to provide proof of identity anddocumentation of U.S. citizenship or appropriate authorization towork in this position as required by the Immigration Reform ControlAct of 1986. Columbia Basin College is unable to sponsor or assumesponsorship of employment visas (e.g., H-1B) at this time.Applicants must be authorized to work in the United States for anyemployer without sponsorship. CBC is an equal opportunity employer and complies with the letterand spirit of all federal and state laws. CBC encouragesapplications from qualified candidates regardless of race, color,religion, sex, national origin, age, disability, or other legalprotected characteristics. Candidates who need any accommodation inthe application process or in employment should contact the Officeof Human Resources.

Other Job Elements

The physical demands and work environment characteristicsdescribed below are representative of those that must be met andmay be encountered by an incumbent when performing the essentialfunctions of the position. Reasonable accommodations may be made toenable individuals with qualified disabilities to perform theessential functions.

Physical Demands

While performing the duties of this position, the employee isfrequently required to sit, stand, bend, kneel, stoop, communicate,reach and manipulate objects. The position requires mobilityincluding having the ability to move materials on a regular basissuch as files, books, office equipment, etc. and travel betweenbuildings on campus. Manual dexterity and coordination are requiredto operate equipment such as computer keyboard, calculator, andstandard office equipment.

Working Conditions

Usual office working conditions. The noise level in the work areais typical of most office environments with telephones, personalinterruptions, and background noises.

Union Clause

This is a bargaining unit position represented by the WashingtonPublic Employees Association (WPEA). Internal promotional, transferand voluntary demotion applicants who have skills and abilities toperform the duties of the position will be considered prior toconsideration of other applicants.