Program Specialist 2 - Admissions & Enrollment Specialist (Internal Opening Only)

Salary : $43,716.00 - $58,380.00 Annually

Location : Moses Lake, WA

Job Type : Full-Time

Job Number : 25-07

Division : Student Services

Department : Admissions / Registration

Opening Date : 02 / 25 / 2025

Closing Date : 3 / 5 / 2025 11 : 59 PM Pacific

Position Summary

You must be a current employee of Big Bend Community College in order to apply for this position as this is an Internal Position Opening only.

As the Admissions & Enrollment Specialist, you will implement and manage the college's day-to-day admissions process for all new students, including students entering specialized programs such as Running Start, College in the High School, and international admissions. This includes reviewing and processing incoming applications, working directly with applicants to ensure accuracy of information and data in student records, investigating and reporting fraudulent cases, and helping potential students resolve application issues. For continuing students in these specialized programs, you will also manage enrollment-related processes such as : qualification for participating in the program, monitoring and messaging students about unpaid balances, ensuring refunds are processed correctly, updating student records when students leave the program, and close and continual communication with external partners to ensure accurate enrollment and reporting for these groups. You will act as the college's point-of-contact for these populations and collaborate closely with departments across the college, the Washington State Board for Community and Technical Colleges (SBCTC), and external partners to ensure a smooth and secure admissions and enrollment experience for everyone.

You will independently apply your knowledge of college and state policies to handle admissions and enrollment inquiries and assist with various student services including Advising, Counseling, Financial Aid, and Veteran Benefits. You will prepare and present information on admissions and enrollment processes to both internal teams and external groups. Your role will involve collaborating with others in a team-oriented environment, fostering resolutions that benefit students, the college, and outside partners.

This position reports directly to the Director of Enrollment Services & Registrar and is part of our supportive Student Services team, which includes Financial Aid, Counseling, Advising, Disability Support Services, and others. This position supervises student employees in the department. This position is overtime eligible.

This position offers the opportunity to make a real difference in the lives of students and is vital in ensuring students feel supported throughout their journey at BBCC. If you love helping others and are passionate about providing exceptional customer service in a vibrant, team-oriented environment, we want to hear from you!

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 March 5, 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.

Essential Job Duties

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

Program Management & Coordination

In addition to managing the admissions process for all new students, you will also manage the admissions and enrollment processes for specialized programs like Running Start, College in the High School, and international admissions. You will be responsible for leading, organizing, and coordinating processes for these dynamic programs to ensure smooth operations and a seamless experience for all involved. Acting as the college's point-of-contact for these populations, you will serve as a liaison for students, staff, and external organizations, on everything from admissions and enrollment to resolving any issues that arise. Additionally, you will stay ahead of legislative developments, informing leadership of any new regulations or updates to current ones, and will lead efforts to implement changes that ensure these programs remain compliant with local, state, and national rules. You will also organize and implement processes related to temporary special initiatives for the Running Start program.

You will investigate potential fraudulent admissions applications, process any suspected applications per SBCTC guidelines, and report findings to the appropriate local and state authorities. This is critical in preventing fraudulent persons from enrolling in classes to receive unwarranted state and / or federal funding.

Finally, you will ensure timely and accurate monthly enrollment reporting to the Office of the Superintendent of Public Instruction (OSPI) and over 15 high school partners for the Running Start program. In addition, you are responsible for creating a detailed quarterly billing report for each high school to ensure BBCC receives accurate reimbursement for this multi-million dollar, highly enrolled program. Additionally, multiple quarterly enrollment reports for all enrolled students must be submitted to the National Student Clearinghouse accurately and on time to support federal financial aid work and student verifications that support students during and after their time at the college.

Problem-Solving & Process Improvement

In this role, you will independently address questions, concerns, and complaints, collaborating with college and SBCTC staff to find solutions within college and state policies and procedures. You'll keep everyone informed of important developments to ensure issues are resolved quickly and efficiently. Your role will also involve evaluating and adapting processes to meet the evolving needs of students, specialized programs, and the college, while providing insightful reports and summaries to leadership that highlight successes, challenges, and opportunities for growth. You will create and maintain detailed admissions and enrollment reports using the Student Management System (ctcLink) and other software, to monitor and streamline processes, increase efficiencies, and meet critical enrollment reporting deadlines. Using strong time management skills, you will independently prioritize tasks based on departmental and institutional needs and important deadlines to ensure all duties are completed accurately and on time.

Communication & Relationship Building

As the Admissions & Enrollment Specialist, you will advocate for students in specialized programs by advising them, along with staff, faculty, and the public, on admissions, enrollment, and records processes. You will develop clear communication strategies to ensure everyone is informed and empowered to make the best decisions. You will also build meaningful partnerships with college and community organizations, such as local high schools, to support student success in admissions and enrollment, fostering lasting relationships that benefit both students and the broader community. You will also guide newly admitted students by communicating key Getting Started Steps and connecting them with resources to ensure a successful transition to college; this information may be tailored for specialized programs. You will prepare presentations and present to internal and external groups on admissions and enrollment processes and provide necessary cross-training to team members, other departments, and outside partners. You will also represent the college at the state level by participating in SBCTC-led work groups or committees for specialized programs like Running Start and College in the High School or attend related meetings in the absence of the Registrar. Finally, you will provide exceptional customer service through email, phone, video calls, and in-person, while supporting Admissions / Registration operations, maintain and update public-facing web content for Admissions and Running Start deadlines and processes, and ensure departmental admissions and enrollment forms are up-to-date and accessible in various formats.

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 :

DUTIES OF THE POSITION REQUIRE THE ABILITY TO :

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 and various events.

Minimum & Desirable Qualifications

Minimum Qualifications

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

Desirable Qualifications :

Application Instructions

This position closes on March 5, 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 :

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 .

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 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 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.

Big Bend Community College provides a robust benefit package. The benefits, programs, and services offered are a sizable amount of an employee's overall compensation and an important factor in encouraging a healthy work-life balance.

Our package includes health, vision, prescription drug, and dental insurance for the employee and dependents. There are several plans with affordable monthly premiums that offer coverage throughout the state. Employees are also covered by basic life insurance, AD&D, and long-term disability insurance, with the option to purchase additional coverage amounts. Additional insurance coverage, like auto insurance, is available to state employees at reduced rates. Visit Washington Health Care Authority's Public Employee Benefits Board (PEBB) Program at

We will help you prepare for life after your career by offering an excellent retirement plan, which includes employer contributions. In addition, employees have the option to participate in two tax-deferred retirement investment programs.

Leave benefits include 12 paid holidays, 12 days of sick leave, and vacation accrual of 12-24 days of vacation per year.

Big Bend encourages staff development, and personal and professional growth. Internal and external opportunities for training and development are offered each year to build employee competencies and develop leadership capacity. Participation in the State Employee Tuition Waiver program provide further potential for personal and career growth.

For more information on what Washington State has to offer, visit Experience Washington at

For more information on the college you may visit our website at

Do you have a Bachelor's or an Associate level degree with at least two (2) years of relevant work experience?

Did you submit your transcript?

Do you have experience working with post-secondary education admissions and registration processes?

Do you have experience working within the ctcLink Student Pillar?

Do you have working knowledge of the Washington State Running Start and College in the High School programs?

Required Question

Salary : $43,716 - $58,380