Program Specialist 3 - Student Records

Program Specialist 3

Columbia Basin College ("CBC" or the "College") seeks a Program Specialist 3 to coordinate and provide specialized technical support for student admissions and related Student Records processes, promoting accurate, efficient, and equitable access to educational opportunities. This position interprets and applies applicable policies and procedures, resolves complex processing issues, and collaborates with Student Records staff and campus partners to develop, implement, and improve workflows in response to evolving institutional needs. This position reports to the Director for Enrollment Services.

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

If you have questions or need assistance during the application or search process, please contact the recruiter for this position, Denise Cook at View email address on click.appcast.io or View phone number on click.appcast.io.

Primary Responsibilities

• Independently oversee and perform all functions pertaining to the processing of admissions applications for new, returning and transfer students; manage admissions queries and databases, facilitate the batch admissions process and identify and resolve complex processing issues;
• Manage and maintain suspended and potentially fraudulent admissions records by reviewing discrepancies and supporting documentation, completing identity verification checks, tracking status and outcomes, and coordinating case resolution and escalation through technical support tickets with SBCTC;
• Communicate with students regarding application status, outstanding requirements, documentation discrepancies, and actions needed to complete the admissions process while providing guidance to support timely resolution of complex inquiries;
• Coordinate with Student Records and program staff to facilitate the processing of admissions applications and registration for specialized programs, including College in the High School (CiHS) and apprenticeship programs; provide support in troubleshooting processing issues and facilitating timely resolution incorporating applicable changes to the process;
• Critically review, evaluate, and process documentation related to admissions, registration, state employee and CBC employee tuition waivers, and other Student Records procedures in the Student Management System (SMS); interpret requirements, provide technical consultation and guidance regarding applicable documentation and processing requirements;
• Review, evaluate, and determine outcomes for Exception to Application Deadline requests by applying established policies and procedures and exercising independent judgement;
• Provide high-level customer service and problem-solving assistance to students, staff, and the public via phone, email, and in-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 ensure alignment with established goals and applicable federal, state, and college policies; recommend and coordinate procedural improvements and training opportunities within Student Records and other departments to enhance efficiency and service delivery;
• Provide training and technical guidance to full-time, hourly, and student employees on Student Records processes and procedures to serve as a specialized resource;
• Serve as back-up, as needed, to other department staff by back-filling all required program functions and processes to maintain continuity of operations; and
• Perform other related duties as assigned.

Required Qualifications

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

Preferred Qualifications:

• Two (2) or more years of experience working in higher education;
• Experience in 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; and
• Bilingual and biliterate in English and Spanish.

Skills and Abilities

Analytical Skills : Synthesize complex or diverse information; collect and research data; use intuition and experience to complement data; design work flows and procedures;

Adaptability/Flexibility : Ability to adapt to changing circumstances, handle ambiguity, and adjust priorities as necessary in response to evolving institutional needs or external factors;

Technology Proficiency : Proficient in utilizing various technologies, including office productivity software, learning management systems, and other educational technologies relevant to the position;

Customer Service : Commitment to providing exceptional customer service to students, faculty, staff, and external constituents, ensuring their needs are met with professionalism and responsiveness;

Communication Skills : Effective interpersonal and written communication abilities to convey information clearly and concisely to students, faculty, staff, and external stakeholders;

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

CBC Shared Commitments : Demonstrates a willingness to work with and support others in completing assignments, accepts constructive feedback, and cooperates with coworkers and supervisors; Shows alignment with CBC Shared Commitments by treating others with respect, communicating and collaborating effectively, pursuing growth and learning, valuing and celebrating contributions, prioritizing wellness, and holding self and others accountable; and

Support for Diversity, Equity & Inclusion : Reflecting CBC's mission, vision and values, support initiatives that expand the human qualities that differentiate our workplace and educational setting; demonstrate and advocate an understanding of differences, open mindedness, compassion, sensitivity and interest in differing viewpoints given the diverse population and show a deep commitment to the involvement of colleagues, students and community members to student experience and success honoring freedom of expression as fundamental to personal, professional and organizational growth.

Terms of Employment

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

Process Note

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

Additionally, pursuant to RCW 28B.112.080, applicants must declare whether they are the subject of any substantiated findings of sexual misconduct in any current or former employment or are currently being investigated for, or have left a position during an investigation into, a violation of any sexual misconduct policy at the applicant's current or past employer. By law, post-secondary education institutions cannot hire an applicant who refuses to declare the existence or non-existence of an investigation or findings subject to this statute.

Conditions of Employment In the interest of providing a healthy, safe and secure educational and work environment and in order to meet the requirements of federal legislation, it is the policy of Columbia Basin College to maintain an alcohol and drug-free workplace for our employees and students.

If you are hired, you will need to provide proof of identity and documentation of U.S. citizenship or appropriate authorization to work in this position as required by the Immigration Reform Control Act of 1986. Columbia Basin College is unable to sponsor or assume sponsorship of employment visas (e.g., H-1B) at this time. Applicants must be authorized to work in the United States for any employer without sponsorship. CBC is an equal opportunity employer and complies with the letter and spirit of all federal and state laws. CBC encourages applications from qualified candidates regardless of race, color, religion, sex, national origin, age, disability, or other legal protected characteristics. Candidates who need any accommodation in the application process or in employment should contact the Office of Human Resources.

Other Job Elements The physical demands and work environment characteristics described below are representative of those that must be met and may be encountered by an incumbent when performing the essential functions of the position. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions. Physical Demands

While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility including having the ability to move materials on a regular basis such as files, books, office equipment, etc. and travel between buildings on campus. Manual dexterity and coordination are required to operate equipment such as computer keyboard, calculator, and standard office equipment.

Working Conditions

Usual office working conditions. The noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises.

Union Clause This is a bargaining unit position represented by