Hybrid Program Specialist 3 - MVP bei Olympic College, WA

About the Department

The Program Specialist 3 (PS3) serves as both a School Certifying Official (SCO) and student success navigator for Military & Veteran Programs. This position combines expert-level responsibilities in federal VA and DOD education benefits certification with proactive student engagement, advising, and program coordination. This role ensures holistic, compliant, and mission-aligned services that support enrollment, retention, and degree completion for military-connected students at Olympic College

Position Duties

• Act as the designated VA School Certifying Official (SCO) responsible for verifying and submitting enrollment, tuition, and fee information for students utilizing Post-9/11 GI Bill (Chapter 33), Vocational Rehabilitation and Employment (Chapter 31), Montgomery GI Bill (Chapter 30), Dependents Educational Assistance (Chapter 35), Tuition Assistance (TA), and My Career Advancement Account (MyCAA) programs.
• Review, verify, and submit student enrollment data—including tuition, fees, and credit hours—to the Department of Veterans Affairs through the Enrollment Manager system. Ensure the data accurately reflects students' degree paths and training time for proper payment. When discrepancies are identified, initiate corrections or coordinate with appropriate staff (advising, registrars, or students) to resolve issues prior to submission.
• Maintain accurate and compliant student records for all students using VA or DOD benefits, utilizing systems such as ctcLink, Enrollment Manager, and internal tracking tools. Ensure files contain required documentation, including degree plans, prior credit evaluations, and benefit requests.
• Guide students in navigating Olympic College’s educational pathways, including reviewing degree options, course requirements, and understanding the quarterly class schedule. Offer interpretation of the college catalog and policies to ensure students make progress toward their academic goals.
• Facilitate communication with academic advising, counseling, and student services, ensuring students are effectively connected to the appropriate support offices. Provide warm referrals and follow-ups as needed to maintain continuity of service and address barriers that could affect academic success.
• Monitor prospective, new, and continuing military-connected students using Salesforce CRM and Signal Vine to ensure timely follow-up, identify students who need additional support, and maintain continuity of communication throughout the enrollment and benefit usage process.
• Coordinate communication across multiple platforms—including email, chat, text, phone, and scheduled virtual or in-person meetings—with a focus on timely and student-centered follow-up. Ensure consistent, accurate messaging that supports students' understanding of benefits, enrollment requirements, and available resources.
• Support the review of Prior Credit evaluations by collaborating with students and the college’s Evaluations Office to ensure previously earned academic or military credit is appropriately applied toward declared programs of study, in accordance with VA benefit eligibility requirements.
• Assist students and staff in maintaining accurate academic program trackers, ensuring degree and certificate programs remain aligned with VA rules governing approved programs and payment eligibility. Provide guidance when students consider changing majors, adding certificates, or pursuing additional degrees.
• Monitor and interpret updates to VA and DOD regulations related to education benefits and communicate relevant policy changes or procedural adjustments to Military & Veteran Programs staff, advising teams, and impacted students. Ensure all processes remain current with federal compliance expectations.
• Develop and lead training sessions for VA Work-Study students on benefit-related procedures, file maintenance standards, and FERPA/confidentiality protocols. Ensure student workers are prepared to support MVP operations in compliance with federal regulations and institutional expectations.
• Facilitate department-wide training and benefit workshops for MVP staff, student workers, and key campus partners to promote awareness and understanding of VA and DOD education benefits, new policy updates, and best practices in military-connected student support.

Minimum Qualifications

Minimum Qualifications

• High school diploma or equivalent.
• Two years of experience providing customer service or program support.
• Current VA School Certifying Official status or ability to obtain within 90 days of hire.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.

Desired Qualifications

• Bachelor’s degree from an accredited institution.
• Experience in VA/DOD Education Benefits administration, including Tuition Assistance, MyCAA, and School Certifying Official compliance.
• Familiarity with CRM platforms (e.g., Salesforce)

• Experience working in ctcLink (PeopleSoft) or a similar student information system or enterprise data platform.

Other Qualifications

Terms of Employment
Please note that we are unable to sponsor visas for this position.  Only candidates who are currently authorized to work in the United States will be considered.
This is a full-time classified position scheduled to work 40 hours a week, with a salary range of $56,880 - $76,608 annually. All classified positions will start their salary at Step A, when you have completed six months of probation, you will receive a 5 percent pay increase. A collective bargaining agreement exists, and this position is covered by the Washington Public Employees Associate (WPEA) Union. Classified positions qualify for the following benefits:
Medical/vision, dental, long-term disability, life insurance, and accidental dismemberment, Flexible Spending Arrangement, Dependent Care Assistance Program, Wellness Programs, Department of Retirement Systems Plan 2 or Plan 3, Deferred Compensation Program (DRS) retirement savings plan; TIAA supplemental retirement savings plan, Aflac, 11 paid holidays, leave – vacation/sick/personal holiday/personal leave, auto/home insurance, space available tuition waiver, Employee Assistance Program (EAP), fitness center, reduced rate and priority consideration on-site child care on a space available.
For more information regarding benefits, please visit our website here.
Conditions of Employment

• Prior to a new hire, 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 in the position. In addition to the background check, candidates will be required to complete the Sexual Misconduct Disclosure Form as required WB HB 2327.
• Olympic College seeks candidates for employment who share our commitment to fostering an equitable and inclusive learning environment (read our Equity Statement). All applicants are required to submit a statement of 500 words or less, describing the value of diversity, equity, and inclusion in the higher education environment and their prior, current, and/or potential contribution(s) to fostering diversity, equity, and inclusion as an employee.
• The employee must reside in Washington State and within a reasonable distance of the campus to respond to workplace reporting requirements at the time of hiring. Frequent travel to Olympic College campuses or other sites may occur.

How To Apply
To be considered for this position a candidate must apply online through the Olympic College website and submit the following required materials:

• Olympic College Online Application
• Resume
• Cover Letter - in your cover letter describe how your experience sets you apart for this position.
• Unofficial college transcripts. Official transcripts and copies of mandated certifications will be required of the successful candidate.

EEO Statement
Olympic College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Olympic College provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following people have been designated to handle inquiries regarding non-discrimination and accommodation policies:[email protected]. This recruitment announcement does not reflect the entire job description and can be changed or modified without notice.

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