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Program Assistant-Admissions/Registration

Big Bend Community College
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Position Summary
Big Bend Community College invites applications for a Program Assistant in the college's fast-paced Admissions/Registration Office. Under general supervision, this position serves as the first point-of-contact handling inquiries, transactions, cross-departmental student issues, and customer service questions related to admissions, registration, transcripts, advising, counseling, disability support services, testing, and basic financial aid, student employment, and veteran benefits. This position provides students and potential students with the college information they need to enroll and persist to graduation. Interactions and services are offered in a face-to-face setting, but may also be handled via email, phone, and virtual sessions. 
 
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 14, 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:
 
  • Advise students, staff, and the public regarding information and interpretation of college policies and activities related to enrollment at the college; including, but not limited to: course offerings, tuition, fees, registration, admissions, financial aid policies and procedures, and general college questions.
  • Provide professional, courteous, empathetic and problem-solving customer service in Student Administrative Support Services, while assisting students in navigating through, admissions and registration processes and procedures, understanding basic financial aid processes and/or eligibility requirements, and in explaining important related deadlines. Ensure the level of customer service provided during face-to-face, email, and outbound service calls, reflects the mission, vision, and values of the college. 
  • Assist with New Student Registration sessions by guiding students on how to sign-up for the sessions and communicating important information for participation; provide support to advising staff during all New Student Registration sessions.
  • Communicate admission policies and processes to prospective students, staff, and community members and assist with application processes.
  • Assist with registration processes and basic financial aid inquiries and assist students in resolving problems, evaluating alternatives, and determining other options.
  • Accurately process incoming student forms, documents, and other information necessary to complete admissions and registration transactions and procedures.
  • Assist students in understanding tuition payment obligations, options, and deadlines, and inform students of collection policies and procedures in regards to Business Services.
  • Assist students in using and understanding the online Student Kiosk, class schedule, and course catalog.
  • Interpret and ensure confidentiality of customer information following the federal Family Education Rights and Privacy Act (FERPA), financial aid guidelines, and college regulations.
  • Handle complex, cross-departmental student issues and work to facilitate resolution for students and departments within established guidelines, with recognition of when an issue should be referred to outside the Program Assistant position and then make an appropriate referral to facilitate continued problem-solving.
  • Properly review, document, and archive materials received for student educational and financial aid records.
  • Process requests for BBCC transcripts, daily.
  • Process registration forms for Basic Education for Adults (BEdA) students.
  • Schedule student appointments with counselors, advisors, the Disability Support Services Coordinator, and the Dean of Student Services.
  • Maintain department-related webpages by developing and implementing a schedule of regular content review and updates, ensuring the public has access to current information and accessible forms.
 
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.
  • Proficiency with Microsoft Office Suite.
  • Experience with prioritizing tasks, keeping track of information or work in progress, ensuring accuracy, multi-tasking, handling interruptions effectively, and meeting competing deadlines. 

DUTIES OF THE POSITION REQUIRE THE ABILITY TO:
 
  • Think critically and problem solve and respond to difficult situations.
  • Learn new processes and applications.
  • Communicate effectively orally and in writing, including the ability to engage in one-on-one conversations with students, parents, and the general 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. 
Minimum & Desirable Qualifications
MINIMUM QUALIFICATIONS:
 
  • High school diploma or equivalent AND two (2) years of full-time clerical experience or an equivalent combination of education and relevant work experience.
  • Direct experience providing customer service to internal and external stakeholders.
  • Experience using computers, spreadsheets, data entry and retrieval systems, and word processing software including Excel, Word, and Outlook to accomplish daily work.
  • Demonstrated commitment to and experience working with individuals from diverse ability, academic, 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.
  • Bilingual English/Spanish proficiency.
  • Knowledge of the Family Education Rights and Privacy Act (FERPA)
  • Experience with software applications such as HP-UX/Legacy, PeopleSoft, Banner, Jenzibar, or other student/customer record information systems.
Application Instructions
This position closes on January 14, 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