Program Assistant-Student Administrative Support Services

Job description

Position Summary

Big Bend Community College seeks candidates for the position of Program Assistant for Student Administrative Support Services. Under general supervision, the successful candidate will independently perform a wide variety of complex duties in support of the Financial Aid Office within the larger Student Administrative Support Services department. Responsibilities include, but are not limited to, providing information about federal and state financial aid, processing financial aid applications, providing information about Student Employment, processing Student Employment applications, and maintaining the Federal and State Work-Study programs. This position will use federal and state financial aid regulations as well as BBCC financial aid policies and procedures to review students' eligibility for financial aid and student employment. In addition, this person will provide excellent customer service to students, parents, staff, and the public over the phone, via email and in person.

This position reports to the Director of Financial Aid and will provide general assistance to the Student Administrative Support Services department and assist with department phones, including answering basic admissions, registration, financial aid, student employment, veteran benefits, advising, counseling, and disability support services questions.

BBCC is a small rural community college located in the sunny, central part of Washington State, and is accredited by the Northwest Commission on Colleges and Universities. Big Bend Community College serves approximately 4,000 students, with an annualized FTE of approximately 2,000, in a 4,600-square-mile service district including 15 communities in Grant and Adams counties and the Odessa School District in Lincoln County with on-site, online instruction, and interactive classrooms.

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. Recognized as a Leader College by Achieving the Dream, 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.

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 [email protected].

This position closes at 12:00pm on August 29, 2019.

Essential Job Duties

Responsibilities will include but not be limited to the following:

  • Disseminate information about the BBCC financial aid application and award processes and procedures to students, parents, staff, and the public over the phone, via email, and in person.
  • Review and track documents and enter information into the financial aid management system.
  • Use federal and state financial aid regulations as well as BBCC policies and procedures to review students' financial aid files, process financial aid awards, and ensure compliance.
  • Develop and maintain the BBCC Student Employee Manual.
  • Use NEOGOV and other resources to execute the Federal and State Work Study and Non-Work Study Student Employment processes and applications. This includes posting job descriptions, updating job descriptions, identifying hires, managing applications, and closing positions.
  • Review, verify and distribute Student Employment applications which includes checking enrollment, residency, and all other student employment forms (i.e. W-4 form, I-9 form, etc.)
  • Execute and maintain all processes for the Federal and State Work Study program which includes tracking and balancing expenditures, posting actuals to student accounts on FAM quarterly, processing transfers of earnings between budgets and balancing year-end reports. Prepare off-campus invoices for Business Office.
  • Work closely with Business Office and Payroll Department to help support the semi-monthly payroll process for student employees. This includes reviewing Time and Leave Reporting (TLR) forms for correct budget codes, payroll status and weekly hours; ensuring students and supervisors complete and approve TLRs by deadlines; resolve any issues with TLRs; and monitor remaining work study hours. Notify supervisors and students of employment status.
  • Complete Employment, Housing, Financial Aid, and Enrollment Verification forms.
  • Help students with the setup and understanding of the BankMobile card program.
  • Answer inquiries regarding tuition, fees, registration, admissions, financial aid policies and procedures, and general college questions.
  • Schedule student appointments with counselors, advisors, the Disability Support Services Coordinator, and the Dean of Student Services.
  • Provide a high level of quality customer service to students, faculty, staff, and the public, particularly during high volume periods and in challenging situations.

  • Maintain professional growth and development through seminars, workshops and professional affiliations to be informed of latest trends in field of expertise.
  • 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.
  • 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.
  • Perform related duties and responsibilities as may be required.

  • Think critically and problem solve and respond to challenging situations.
  • Communicate effectively and convey detailed information to students, staff, and the public.
  • Organize daily work and prioritize tasks. Keep track of information or work in progress, ensuring accuracy, handling interruptions effectively, and meet competing deadlines.
  • Work independently and reliably. Regular and consistent attendance is expected.
  • Ability to work collaboratively and cooperatively in a team environment.
  • Maintain a high degree of accountability in the application of policies, rules, and regulations.
  • Maintain a high level of confidentiality.
  • Demonstrate competency in the ability to provide service in a multicultural and diverse environment.

Work is sedentary in nature with frequent repetitive hand and wrist motions. Frequent use of computer, 10-key adding machine, and exposure to terminal screens in performing work assignments. Frequent need for oral and auditory communications. Occasionally kneel, stoop, crouch, crawl, reach, and lift up to 25 lbs. in an office environment. Basic work schedule is 8:00am to 5:00pm, Monday through Thursday and 8:00am to 2:30pm on Friday. Hours may be adjusted to meet the needs of the department and various events.

Minimum & Desirable Qualifications

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

  • High School diploma or equivalent.
  • One year of full-time clerical experience.
  • Direct experience providing quality customer service to internal and external customers.
  • Experience using computers, spreadsheets, databases and word processing software to accomplish daily work.
  • Experience working with individuals from diverse academic, socioeconomic, cultural, disability, ethnic backgrounds.

  • Associate's degree from a regionally accredited institution.
  • Knowledge of federal and state financial aid programs and regulations.
  • Knowledge of the Family Education Rights and Privacy Act (FERPA) and experience working with student records.
  • Professional work experience in human resources and/or in employee hiring process.
  • Proficiency with Microsoft Office Suite.
  • Experience with software applications such as NEOGOV, Washington State Community College's FAM, SMS and FMS systems, EDExpress, FAAccess, EdConnect, the National Student Loan Data System and/or other student information systems.
  • Bilingual Spanish/English proficiency.
Application Instructions

To qualify for consideration, applicants must meet required, minimum qualifications and submit a complete application packet by August 29, 2019 at 12:00pm. A complete application packet includes the following:

  • BBCC Online application.
  • Cover letter, addressing why you are interested in this position and how your qualifications make you the ideal candidate.*
  • Comprehensive resume or CV.*
  • Response(s) to the questions found in the Supplemental Questions Tab above.*
  • 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.

Official transcripts will need to be provided to the college within the first thirty (30) days of employment.

In compliance with state and federal regulations, BBCC is committed to a safe and drug-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.

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




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Job No:
Posted: 8/15/2019
Application Due: 8/29/2019
Work Type: