Program Coordinator-Admissions/Registration (Spanish Bilingual)

Big Bend Community College, nestled in the heart of the beautiful Columbia Basin in Central Washington, is calling for dynamic customer-service, administrative/clerical professionals to apply for an exciting opportunity.  Are you passionate about making a difference in people’s lives? Ready to be part of a dynamic and supportive team that helps guide students through their educational journey? If so, we want you to join us as our next Spanish/English bilingual Program Coordinator in the Admissions/Registration Office!

In this exciting role, you will be responsible for coordinating key admissions and enrollment activities that ensure students are set up for success in both their coursework and campus activities. These include coordinating:  the returning student process, special cohort enrollment events in outlying communities, and athletic eligibility. As a valued member of our Student Services team, you will collaborate with a variety of departments – including Financial Aid, Athletics, and Advising – to contribute to an environment where students thrive. Provide critical support in English and Spanish to students through professional, empathetic, and solution-oriented customer service, and assisting students in navigating college processes and successfully reaching their educational goals. You will use you bilingual skills to support students in other ways such as developing and updating forms in Spanish, translating for staff and students in other departments, and helping to build and maintain our culture of belonging. Your work will help shape smooth and effective enrollment processes and encourage meaningful cross-department collaboration that enhances the student experience.

This position reports to the Director of Enrollment Services and Registrar and is over-time eligible.

If you're detail-oriented, proactive, and excited about impacting students' college journeys, we want to hear from you! Join us at Big Bend Community College and help make a lasting difference in our students' lives.

Why BBCC?

BBCC isn’t just a college – it’s a community, a movement. We are a place where small-scale efforts result in BIG outcomes that empower both our students and employees. We’re passionate about providing accessible, inclusive higher education, and fostering an environment where everyone can grow personally and professionally.

Our mission is clear: we serve as a bridge, stand as a leader, and provide the support for success. We are committed to honoring our role as a Hispanic-Serving Institution, equity, inclusion, and diversity in everything we do, and we live our guiding principles daily – advocating for all, embracing innovation, and modeling integrity.  We are here to educate all!

If you share our vision, mission, guiding principles, and values, come be a part of our transformative work at Big Bend Community College. Together, we’ll make a lasting impact on our students and our communities!

This position closes on April 13, 2025 at 12:00am.   Big Bend Community College reserves the right to offer this position to a qualified candidate at any time, so a prompt response is encouraged.

Primary essential duties and responsibilities include but will not be limited to the following:

Coordinate Specialized Programs

In this role, you will coordinate student athletic eligibility reporting requirements to meet required Northwest Athletic Conference (NWAC) deadlines and ensure eligible student athletes can participate in their respective sport. This includes coordinating account coding to ensure tuition and fees calculate correctly, reporting, preparing and submitting all required Northwest Athletic Conference (NWAC) athletic eligibility reports, and being the point-of-contact for responding to inquiries related to athletic enrollments and eligibility, including for international student athletes. You will coordinate with the Athletic Director, coaches, Business Office, Financial Aid, and NWAC to ensure all student athletes are fully prepared for both college courses and sports participation. 

Additionally, you will manage the returning student process, serving as the primary point of contact for returning students, addressing their questions and concerns, troubleshooting issues, and collaborating with various departments to ensure a smooth enrollment process. You will also keep college staff updated on any changes to the process and propose areas for improvement based on data trends amongst the returning student population. 

You will also oversee the New Student Enrollment sign-up process, coordinating with the Advising Department to communicate key information to new students (following a pre-determined communication plan), communicating with students about their NSE date and time, coordinating with the Credentials Evaluator and Prior Learning & Testing Services Specialist to track transfer credit and placement information for all new students, answering new student questions, assisting staff with understanding the new student enrollment process, and managing attendee check-ins at NSE sessions.

Process Management & Improvement

In this role, you will set up, schedule, and monitor the quarterly waitlist process in ctcLink, taking the lead in troubleshooting waitlist enrollment issues and collaborating with instruction to enroll students from waitlists when necessary. Additionally, you will ensure the accurate and timely coding of student records, including tuition waivers, athletic-related coding, residency coding, and program intent coding. A critical part of the role is ensuring the confidentiality of customer information in compliance with the federal Family Education Rights and Privacy Act (FERPA), financial aid guidelines, and state and college regulations. You will also be responsible for maintaining, updating, and translating Admissions/Registration webpage content, forms, and messaging in both English and Spanish as needed.

In all areas of responsibility, you will contribute ideas for continuous improvement to ensure processes run as effectively and efficiently as possible, with maximum positive impact on students. You will continually develop and improve ways to communicate admissions and enrollment information to students to keep them informed and engaged throughout their time at the college. 

Student Support

In this role, you will provide professional, courteous, and empathetic customer service by advising students, staff, and other patrons on college policies and processes, including admissions, registration, course offerings, tuition, fees, basic financial aid policies, important deadlines, and general college-related inquiries. You will handle complex, inter-departmental student issues, working to facilitate resolutions within established guidelines and knowing when to refer issues to others for continued problem solving. Additionally, you will serve as a primary point of contact for providing English/Spanish translation to help students navigate college processes. During high-volume periods or when colleagues are unavailable, you will serve as a secondary point of contact for students, staff, external partners, and the public, troubleshooting admissions and enrollment issues and offering general support via email, phone, and in-person customer service inquiries. You will also assist the Dean of Student Services with student appointments, documentation, researching student trends, and other tasks, as needed.

OTHER WORK ACTIVITIES:

• 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 responsibilities as may be required.  

DUTIES OF THE POSITION REQUIRE EXPERIENCE AND KNOWLEDGE IN:

• Providing services to and working with the public in a fast-paced, teamwork office.
• Applying laws, regulations, policies, and procedures to different situations to reach a decision.
• Using computers, spreadsheets, data entry/retrieval systems, word processing software, scheduling software, and electronic forms of communication.
• Entering and extracting data from database applications.
• Time management skills, including prioritizing tasks, keeping track of information or work in progress, ensuring accurate data and records, multi-tasking, handling interruptions effectively, and meeting competing deadlines.

DUTIES OF THE POSITION REQUIRE THE ABILITY TO:

• Think critically, problem solve, and use informed judgement 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 and convey complex information effectively, 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.
• Adhere to and reinforce Family Educational Rights and Privacy Act (FERPA) laws related to the confidentiality and security of student information and records.
• Demonstrate competency in the ability to provide service in a multicultural and diverse environment.

REQUIRED WORK SCHEDULE AND WORK ENVIRONMENT:

Work is sedentary in nature with frequent repetitive hand and wrist motions. Frequent use of computers and exposure to computer screens in performing work assignments. Frequent need for oral and written communications and ability to successfully monitor in-person and online testing for compliance with outside agencies’ regulations. Occasional need to kneel, stoop, crouch, crawl, reach, and lift (up to) 25 lbs. in an office environment. 

Basic work schedule is 7:30am to 4:30pm, Monday through Thursday and 7:30am to 2:00pm on Friday. Hours may be adjusted to meet the needs of the department, college, and various events.

Minimum Qualifications
At the time of application, all candidates must possess the following:

• High School diploma or equivalent and two (2) years of professional work experience in an administrative and clerical support position with experience providing services to and working with the public OR Equivalent education/relevant work experience (determined at discretion by the college).
• Must have the ability to read, write, translate, and converse with fluency in both Spanish and English.  Bilingual jobs include a 5% salary increase for dual language responsibilities.  (The candidate selected for position must successfully pass a Spanish Language Proficiency Test consisting of reading, writing, and speaking components.)
• Direct experience providing quality customer service to internal and external customers.
• Experience using customer records and database systems.
• Working knowledge of office software and technology including the Microsoft Office suite (specifically Word, Excel, PowerPoint, Outlook, and Teams) and Zoom.

Desirable Qualifications

• Knowledge of the Family Education Rights and Privacy Act (FERPA) and experience working with student records.
• Experience with student information systems such as PeopleSoft.

This position closes on April 13, 2025 at 12:00am.  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.*  Supplemental questions are designed to address the Additional Desirable qualifications list in the job posting. 
5. Unofficial transcripts documenting undergraduate and graduate course work and degrees.  Official transcripts required upon employment.*

NOTE: You must complete the online application in full and respond to the required supplemental questions.  Failure to provide this information or responses of "See Resume" may eliminate you from consideration for this position. 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.

This posting does not reflect the entire job description and may be changed and/or modified, at any time, without notice.  

If you have difficulty logging into your account, attaching documents, submitting your application, etc., please contact NEOGOV Customer Service at 1-855-524-5627.

CONDITIONS OF EMPLOYMENT:

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.  

Prior to employment, 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 the position.  

An offer of employment will not carry with it any responsibility or obligation on the part of Big Bend Community College to sponsor an H-1B visa.   In compliance with the Immigration Reform and Control Act of 1986, proof of authorization to work in the United States will be required at the time of hire.  

Official transcripts must be provided to the college upon hire. 

REASONABLE ACCOMMODATION:  

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; 509-793-2026 or via email at hroffice@bigbend.edu.  

DRUG AND ALCOHOL-FREE CAMPUS:

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 ANNUAL SECURITY REPORT:

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.

EQUAL OPPORTUNITY:

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.  

Salary : $41,742 - $55,584