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Program Coordinator-Admissions/Registration

Big Bend Community College
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Position Summary
Big Bend Community college invites applications for a Program Coordinator in the college's Admissions & Registration Office. Under general direction, this position coordinates the college’s admissions application process, including reviewing all incoming applications for validity, processing them in an accurate and timely manner, and working with potential students on resolving application errors and correcting biographic information required to create a new record and for accurate state reporting. This position works closely with the Washington State Board for Community and Technical Colleges to identify and reject scam or phishing applications and with other BBCC departments to facilitate admission of students into special programs (e.g. Commercial Pilot, Commercial Driver’s License, Running Start, Bachelor of Applied Science program, etc.). 
 
This position is responsible to coordinate the department’s records maintenance system, including archiving and properly disposing of records according to the General Retention Schedule for Washington’s Community and Technical College System, as approved by the State Records Committee. This includes developing a detailed timeline and tracking system for retaining appropriate records for the required amount of time before disposing of them, archiving required records with the regional branch of the State Archives, and properly storing records essential for the continuity of operations after a disaster.
 
This position exercises independent judgement in the application of knowledge of college and state policies and procedures to handling inquiries, transactions, updating records, coding updates, document processing, cross-departmental student issues, and customer service questions related to: admissions, registration, advising, counseling, disability support services, testing, and basic financial aid, student employment, and veteran benefits. 
 
This position reports to the Director of Enrollment Services & Registrar and works collaboratively with others in a team environment in an effort to facilitate resolutions for students and college departments, considering circumstances involved. Admissions/Registration is part of the larger Student Administrative Support Services (SASS) area which also includes Financial Aid, Student Employment, Counseling, Advising, Testing, and Disability Support Services. 

Big Bend Community College (BBCC) is a comprehensive public community college serving a large, rural district in central Washington State. BBCC’s main campus is located in the City of Moses Lake (pop. 24,009) in Grant County, situated on the former Larson Air Force Base. In addition to the central campus, BBCC has learning centers in seven outlying communities that provide adult basic education, high school completion, and English Language Learning programs as gateways to college. We are accredited by the Northwest Commission on Colleges and Universities and we serve approximately 4,000 students, with an annualized FTE of approximately 2,000.
 
Big Bend Community College strives for excellence in teaching and learning. We are a student-centered and innovative college that is committed to fostering a community that supports and recognizes the value of diversity; 42% of our student-body is Hispanic. Big Bend is a designated Hispanic Serving Institution (HSI). Our student body consists of 75% first-generation college students and 71% of our students receive some form of financial assistance.
 
Our college seeks candidates who have a deep commitment to and understanding of the rewards and challenges of working with students. We particularly welcome those who will be active participants in our small but thriving college community.
 
This position closes on January 15, 2021 at 12:00pm. Big Bend Community College reserves the right to offer this position to a qualified candidate at any time, so a prompt response is encouraged. 

Essential Job Duties
Primary essential duties and responsibilities include but will not be limited to the following:
 
  • Coordinate the admissions application process, including working with other departments on special admissions programs and communicating admissions policies and processes to prospective students, college staff, and other patrons.
  • Determine residency, citizenship status, and intent/program coding for prospective students. 
  • Coordinate student athletic coding for accurate tuition and/or fees calculation and reporting purposes; prepare and submit all required Northwest Athletic Conference athletic eligibility reports; and respond to inquiries concerning athletic enrollments and eligibility.
  • Coordinate with the Athletic Director, Athletic Coaches, Business Office, Financial Aid, and the NWAC to ensure all student athletes are ready to attend college courses and play. 
  • Creates and runs queries to extract data from Legacy and PeopleSoft systems to support first- and second-year student experience and retention efforts and to determine the effectiveness of interventions provided.
  • Ensures quarterly unpaid tuition and refunds processing occurs and provides reports to the director. 
  • Communicate the Getting Started Next Steps and other important information to newly admitted students and connect them with resources to facilitate a successful start at the college.
  • Report accurate quarterly enrollment information to the National Student Clearinghouse by the required deadlines for student verification to loan companies, employers, etc.
  • Ensure accurate and timely coding of student records; including, but not limited to: Running Start coding, coding of workforce education students to prevent overpayment of tuition, athletic-related coding, residency coding, intent and program coding, and tuition waivers. 
  • Receive, verify, and process applications for the State Employee Tuition Waiver each quarter in accordance with published procedures and state law.
  • Accurately maintain, archive, and dispose of department records according to the General Retention Schedule for Washington’s Community and Technical College System. 
  • Provide professional, courteous, empathetic and problem-solving customer service in advising students, college staff, and other patrons regarding information and interpretation of college policies and processes related, but not limited, to: admissions, registration, course offerings, tuition, fees, basic financial aid policies and procedures, important deadlines, and general college questions.
  • Handle complex, cross-departmental student issues and work to facilitate resolution for students and staff within established guidelines, including recognition of when to refer an issue to others to maintain continued and successful problem solving.
  • Ensure confidentiality of customer information following the federal Family Education Rights and Privacy Act (FERPA), financial aid guidelines, and state and college regulations.
  • Schedule student appointments with counselors, advisors, the Disability Support Services Coordinator, and the Dean of Student Services.
  • Serve as a secondary point-of-contact for students and other patrons and provide general back up during high volume times or when coworkers are out of the office.
 OTHER WORK RESPONSIBILITIES:
 
  • Maintain professional growth and development through seminars, workshops and professional affiliations to keep abreast of latest trends in field of expertise.
  • Ensure no injuries to self or others by following safe work practices and policies. This includes, but is not limited to security and safety, understanding of SDS, equipment, infection control, fire, disaster, safe lifting and body mechanics. 
  • Ensure compliance with college policies and procedures and state and federal regulations. 
  • Conduct self in a professional manner and ensures the interaction with team members and other support groups is conducted in a courteous and efficient manner conducive to the college’s values.
  • Perform related duties and other responsibilities as may be required. 

DUTIES OF THE POSITION REQUIRE EXPERIENCE AND KNOWLEDGE IN:
 
  • Experience providing services to and working with the public.
  • Experience applying laws, regulations, policies, and procedures to different situations to reach a decision. 
  • Experience using computers, spreadsheets, data entry and retrieval systems, and word processing software including Excel, Word, and Outlook to accomplish daily work.
  • Experience entering and extracting data from database applications.
  • Experience with including prioritizing tasks, keeping track of information or work in progress, ensuring accuracy, multi-tasking, handling interruptions effectively, meeting competing deadlines. 
DUTIES OF THE POSITION REQUIRE THE ABILITY TO:
 
  • Think critically, problem solve, and utilize sound judgment to make independent decisions. 
  • Learn new processes and applications.
  • Exercise independent judgement in the application of knowledge of laws, regulations, policies, and procedures to a variety of situations.    
  • Communicate effectively orally and in writing, including the ability to engage in one-on-one conversations with students, parents, and the public.    
  • Maintain a high level of confidentiality.
  • Work independently and reliably. Regular and consistent attendance is expected.
  • Multi-task in a fast-paced environment; prioritize multiple tasks and projects to meet deadlines.
  • Demonstrate competency in ability to provide service in a multicultural environment. 
REQUIRED WORK SCHEDULE AND WORK ENVIRONMENT:
 
Work is sedentary in nature with frequent repetitive hand and wrist motions. Frequent use of computer and exposure to terminal screens in performing work assignments. Frequent need for oral and auditory communications. Occasionally kneel, stoop, crouch, crawl, reach, and lift and carry up to 25 lbs., unassisted. 
 
Ability to communicate using verbal and/or written skills for accurate exchange of information with faculty, staff, professionals, students, and the public.
 
Basic work schedule is 7:30 am to 4:30 pm, Monday through Thursday and 7:30 am to 2:00 pm on Friday. Ability to work flexible hours, including weekends and evenings. Hours may be adjusted to meet the needs of the department.  

Minimum & Desirable Qualifications
MINIMUM QUALIFICATIONS:
 
  • High school diploma or equivalent.
  • Two (2) years of full-time work experience in an administrative and clerical support position with experience providing services to and working with the public.
  • Experience with student/patient/customer records and database systems.
  • Experience using computers, spreadsheets, data entry and retrieval systems, and word processing software including Excel, Word, and Outlook to accomplish daily work.
  • Experience working directly with individuals from diverse ability, academic, age, religious, gender identity, socioeconomic, cultural, and ethnic backgrounds. 
  •  
DESIRABLE QUALIFICATIONS:
 
  • Associate’s degree or higher from a regionally accredited institution.
  • Experience working in higher education, specifically working with student records.
  • Experience with record maintenance, organization, and archival.
  • Bilingual English/Spanish proficiency.
  • Knowledge of the Family Education Rights and Privacy Act (FERPA).


Application Instructions
This position closes on January 15, 2021 at 12:00pm. Big Bend Community College reserves the right to offer this position to a qualified candidate at any time, so a prompt response is encouraged. 
 
To qualify for consideration, applicants must meet required qualifications and submit a complete application packet, which includes the following:
  1. BBCC Online application.
  2. Cover letter, addressing why you are interested in this position and how your qualifications make you the ideal candidate.*
  3. Comprehensive resume or CV.*
  4. Response(s) to the questions found in the Supplemental Questions Tab above.* 
  5. Unofficial transcripts documenting undergraduate and graduate course work and degrees.    Official transcripts required upon employment.*
NOTE: All of the above items are required to ensure your consideration for this position. The items marked with an asterisk are required to be included/uploaded with your online application prior to submission. The college reserves the right to remove documents, submitted but not requested, by BBCC as part of the application process. These documents include, but are not limited to statements of teaching philosophy, diversity statement, letters of recommendation, student evaluations, performance evaluations, etc. 
 
BBCC reserves the right to not fill this position, reject all applicants, reopen the position, or make a direct appointment. Applications received during this recruitment may be used to fill future vacancies at the College's discretion.
 
Persons hired will need to provide documentation verifying identity and employment authorization to work in the United States.
 
A background check including criminal record history will be conducted for new hires. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform the position.
 
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 employers. By law, post-secondary education institutions cannot hire an applicant who does not complete the questions. 
 
Official transcripts must be provided to the college within the first thirty (30) days of employment.
 
Big Bend Community College provides equal opportunity in education and employment and does not discriminate on the basis of race, sex, sexual orientation, gender identity/expression, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, use of a trained guide dog or service animal by a person with a disability, marital status, pregnancy status or families with children, a mother breastfeeding her child, AIDS/HIV or hepatitis C, genetic information, and/or status as a veteran or any other legally protected classification. 
 
Big Bend provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the American with Disabilities Act and Section 504 of the Federal Rehabilitation Act of 1973. Please direct all inquiries regarding compliance with access, equal opportunity, and/or grievances to the Vice President of Human Resources & Labor/Equal Opportunity Officer/Title IX Coordinator/Section 504 Coordinator, BBCC 7662 Chanute Street NE, Moses Lake, WA 98837; 509-793-2010 or via email at kimg@bigbend.edu.
 
In compliance with state and federal regulations, BBCC is committed to a safe and drug and alcohol-free campus. Employees are expected to comply with BBCC’s policy prohibiting illegal drug use or activity, including notifications of criminal drug convictions and the use of prescription drugs or over-the-counter medications that are likely to affect job safety. The complete policy and procedure are available to view on the policies page of the BBCC website. Printed copies of the policy and procedure are available by contacting the Human Resources Office at 509-793-2008.
 
BBCC strives to be a safe and secure campus for our students, employees, and community. Detailed information regarding campus security, crime statistics for the most recent-three year period, and other information is available on the Campus Safety and Security page of the BBCC website. If you have questions or would like a printed copy of the materials please contact Campus Safety and Security at 509-793-2286.
 
This posting does not reflect the entire job description and may be changed and/or modified, at any time, without notice. 

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Agency
Big Bend Community College
Address
7662 Chanute Street, NE
Moses Lake, Washington, 98837
Phone
509-793-2008
509-793-2009
Website