Program Specialist 2 bei Yakima Valley College
Yakima Valley College · Yakima, Vereinigte Staaten Von Amerika · Onsite
- Professional
- Optionales Büro in Yakima
About the Department
Our Mission Statement:
As a federally designated Hispanic-serving Institution residing on the traditional homelands of the 14 Confederated Tribes and Bands of the Yakama Nation, Yakima Valley College cultivates equity and a culture of innovative and inclusive teaching and learning.Yakima Valley College serves all students holistically, supports all students’ learning goals, and fosters achievement within career and educational pathways.
We strengthen our communities by providing opportunities for personal enrichment, economic mobility, and sociocultural engagement.
The Program Specialist 2 – Registration & Records serves as a generalist within the Enrollment Services team, providing high-quality customer service and operational support across all areas of registration and records. This position is responsible for assisting students, staff, and faculty, while also serving as a key contributor to process improvements and system updates. The role includes backup coverage for essential functions during peak workloads, leaves, and breaks, and contributes to maintaining accuracy and efficiency within student records and system tools.
Position Duties
DUTIES AND RESPONSIBILITIES:
- Provide direct customer service to students, faculty, and staff via in-person, phone, and email communication regarding registration, transcripts, placement, and other enrollment-related inquiries.
- Support operational activities in registration and records, assisting with entry, maintenance, and troubleshooting in ctcLink.
- Serve as primary or secondary coverage for functions during peak registration times, as well as when team members are on vacation, out sick, or on breaks.
- Process manual student record conversions from legacy systems to ctcLink, ensuring accuracy and consistency of student data.
- Coordinate and monitor the use of Process Maker or other transcript software workflows for enrollment services, including troubleshooting, documentation, and process improvements.
- Maintain and update Academic Advisement Reports (AARs) in ctcLink, ensuring degree and certificate audit information is accurate and up to date.
- Collaborate closely with Instructional Services to stay informed about changes to degree and certificate requirements.
- Contribute to continuous improvement initiatives by identifying workflow inefficiencies and recommending solutions.
- Support document processing and recordkeeping in compliance with FERPA, institutional policies, and state regulations.
- Other duties logically associated with the role and maintaining enrollment records.
Minimum Qualifications
- Two years of experience in administrative, student services, or records-related work.
- Demonstrated experience providing customer service and using electronic records systems.
- An Associate’s degree or equivalent or equivalent education/experience
- Experience working with PeopleSoft/ctcLink or other ERP systems.
- Knowledge of academic requirements and applicable RCW/WACS.
- Knowledge of transcript software’s and/or similar workflow automation tools.
- Experience working in a higher education environment.
- Communicate effectively and professionally in a fast-paced, customer-facing environment.
- Learn and apply complex policies and procedures related to student enrollment and records.
- Work independently and collaboratively, balancing multiple priorities with accuracy and attention to detail.
- Analyze and troubleshoot data issues in student systems.
- Maintain confidentiality and comply with federal and institutional data security regulations.
- Adapt to new technologies and processes quickly, with a focus on continuous improvement.
- Customer service principles and techniques.
- State and federal guidelines governing student records (FERPA).
- Student information systems such as ctcLink (PeopleSoft) or similar.
- Standard office software (e.g., Microsoft Office, Outlook, Teams).
- Principles of records management and document retention.
Other Qualifications
To apply for this position, you MUST submit a complete YVC Online Employment Application, and include the following REQUIRED attachments:
- A cover letter describing how you meet the qualifications of this position (a generic cover letter will not be accepted)
- A current resume (a resume will not substitute for the "work experience" section of the online application)
- Three (3) professional references (personal references do not count as professional)
- Unofficial transcripts for confirmation of degree (if minimum qualifications require a degree). The successful candidate will be required to submit official transcripts at time of hire.
- Certifications/Credentials as required for fulfillment of the minimum qualifications.
Please note: Failure to follow the above application instructions will lead to disqualification. Please do not include any attachments other than the ones requested above. E-mailed documents will not be accepted after the closing of the recruitment or in lieu of attaching your documents to the online application.
SUPPLEMENTAL INFORMATION:
Candidates invited for interviews may be required to complete a skills test.
Candidates may be subject to a Criminal History Background Check as a condition for consideration of employment.
"In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire."
Yakima Valley College does not discriminate against any person based on their race, color, creed, religion, national origin, sex, sexual orientation and/or gender identity, age, marital status, the presence of any sensory, mental or physical disability, the use of a trained dog guide or service animal by a person with a disability, honorably discharged veteran or military status, genetic information, or any other prohibited basis in admission, treatment, or participation in its programs, services and activities, or in employment. All inquiries regarding compliance should be directed to Alma Ramirez, Chief Human Resources Officer, Yakima Valley College, 1015 South 16th Avenue, Yakima, Washington, 98902; email[email protected]; telephone 509.574.4671.
Yakima Valley College's Annual Safety and Fire Report is available online at https://www.yvcc.edu/services/safety-security, containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related information for the past three calendar years. To obtain a paper copy of the report, please call 509.574.4610.
Applicants with disabilities who require assistance with the recruitment process will be accommodated to the extent reasonably possible.
All positions are subject to funding.
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