Program Specialist 3 - Business Services

Job Summary

Central Washington University is recruiting a Program Specialist 3 to join our Business Services team in Ellensburg, Washington. This role is an important member of our team as they enhance the vision for the University. The role is a campus-based position, which means you get to see the lives you are impacting. Were offering a competitive salary plus the awesome CWU benefits.

Who we are:

We are a team of individuals committed to Changing Students Lives. No matter what job, each of us plays a part in supporting and empowering our students to fulfill their dreams.

Working in higher education provides career growth and career choice. Think of a university campus like a mini city, operating across 380 acres. Youll find robust academics, libraries, athletics and sporting events, full service and quick serve dining, conferences and events from small to large, recreation centers, housing, health services, police and public safety for the campus population of ~8,300 students.

Central Washington University has been named a Fulbright U.S. Scholar Program Top Producing Institution for the 2022-2023 academic year. In addition, for seven out of eight years, CWU was a recipient of the prestigious Higher Education Excellence in Diversity (HEED) Award from INSIGHT Into Diversity magazine. RentCafe has also named CWU #13 of the Top 20 Best College Towns in the U.S. in 2025.

Come join us on our journey to encourage, inspire, and create spaces where all identities thrive on campus.

Tour our campus in Ellensburg here. www.youtube.com/watch?v=HjdhOegDa9A

What we offer:

Our investment in you begins the day you join our team, a healthy and successful future for you is important to us. We offer medical, dental, life and disability insurance, retirement and optional savings plans, tuition assistance for you and your dependents, discounts across town, an employee assistance program for individualized counseling, and a wellness incentive program. Learn more: Benefits, Perks, and Leave and Total Rewards Calculator.

The Role:

Under the general direction of the Director, provide special services associated with the release of State mandated public records and University student records associated with the Washington State Public Records Act, Family Educational Rights and Privacy Act (FERPA), and any other applicable Federal or State regulation. Performs general and technical work with moderate latitude and exercises independent judgment and action, relative to the assigned program. In addition, perform records management duties and department processing as assigned. All employees are expected to uphold and contribute to CWUs vision, mission, and values, fostering a culture of student success and institutional excellence.

All employees are expected to uphold and contribute to CWUs vision, mission, and values, fostering a culture of student success and institutional excellence. Business Services employees directly affect the vision, mission, and values of Central Washington University by practicing and promoting responsible stewardship of our financial resources and through sustainable procedures that ensure the economic health of the university.

Job Duties

Public Records Responsibilities and Reports:

• Organize and carry out assigned program responsibilities. Receive limited supervision within a broad framework of Federal and State of Washington Laws and regulations, as well as University policies and procedures.
• Assist constituents regarding their public records and the appeal process available under Washington State law.
• Organized the disclosure process for the University to include collection, notification, advising, review, payments, and redaction of all University records regardless of media for exemptions under the Washington State Public Records Act, FERPA and any other State or Federal exemption which may apply to the requested records. Provide training and guidance to all University departments to assure that all requested records have been produced.
• Maintain and input all data into the University Public Records database and public records request log. Maintain an accurate public record records index.
• Input and maintain all JLARC reporting fields to be submitted annually into the JLARC data collection system. Attend training courses and maintain all reporting requirements as detailed in ESHB 1594 & 1595.
• Plan and organize work to meet deadlines as required under the laws and regulations of Washington State.
• Manage program in the absence of the Director.
• Reports: Independently create, manage, and submit reports as follows:
• Independently prepare and submit activity reports for the following (detailing monthly activity as well as fiscal year comparisons) Insurance expirations, Public Records, Restitutions and Tort claims.

Administrative Duties:

• Perform higher-level confidential administrative and secretarial support duties for the Director of Business Services and manage the office affairs.
• Provides Administrative/secretarial support for the Director of Business Services and department staff; maintain and prioritize calendars.
• Plan and schedule travel arrangements, prepare all needed authorization forms, expense vouchers and motor pool forms, develop itineraries and adhere to state per diem rates and regulations.
• Develop and update employee training manual.
• Create and track the tort and recovery files for follow-up.
• Responsible for the procurement of supplies and maintenance of equipment and office inventories.
• Maintain an up-to-date departmental copy of the Chart of Accounts, CWU Policies and Procedures Manual, Travel Regulations.
• Maintain departmental personnel files for employees within Business Services. Coordinates personnel actions such as recruitment, selection, appointment, and promotion. Prepare Personnel Action Forms, Temporary Appointment Letters, and any other necessary paperwork for the hiring process. Perform work in People Admin to keep PD updated.
• Compose correspondence, printed materials and releases related to office policies, procedures, and operations. Compose narrative portions of documents such as brochures and policy statements; transcribe meeting minutes. Accurately proofread written material, correcting errors in grammar, punctuation, spelling, and overall format.
• Maintain the Student Intern Medical Insurance and E-Market databases and process the student certificates of insurance electronically and E-Market refunds as needed.
• Establish and keep department Records Retention Schedule current; archive and destroy department records when appropriate.

Office Support:

• Student Support:

• Independently create and prepare student job description, recruit, confirm pre-employment authorization, interview, and hire, create, and prepare SPAF, confirm credits student is taking to confirm hours able to work and create student schedule.

• Budgets:

• Participates in budget preparation; develops budget estimates. Assist with strategic planning, verify expenditures and research as needed.

• Prepare and reconcile the budget status and expenditures for Business Services, Business Services Revenue, Medical Malpractice, Professional Liability, Public Records, and Student Health Insurance.

• Monitor each departmental budget with authority to initiate corrective action, receive and deposit funds.

• Evaluates costs and/or approves purchases for expenditures such as equipment, supplies, and furniture; develops costs estimates for equipment needs, and projects.

• Delegated signatory authority to purchase supplies, travel and motor pool charges, budget change requests, purchasing card and authority to initial and approve charge/credits.

• Assist in devising unit standards/procedures to ensure adherence to policies regarding tasks such as budgeting, purchasing and contract administration.

• Develop and present University-wide presentations to all staff on program-related topics.

• Develop promotional materials.

• Perform organization support as assigned.

• Perform a wide variety of tasks during peak workload periods or in the absence of assigned personnel.

• Other duties as assigned.

Minimum Qualifications

• Three (3) years increasingly responsible public records processing experience of law enforcement records and body worn camera footage to include such functions as collection, retention, notification, advising, review, redaction, and payment processing for records under Washington State Public Records laws.
• Two (2) years of experience maintaining confidentiality working with sensitive and personal information.
• Two (2) years experience in multi-tasking in a busy work setting to ensure daily job duties are completed and strict deadlines met.
• Knowledge and understanding of Washington State RCWs and WACs.
• The ability to understand and carry out both oral and written instruction independently.
• Two (2) years of written and oral communication skills including clear and professional memorandums, emails, letters and other correspondence to the public, staff, and legal counsel.
• Two (2) years customer service experience.
• Two (2) years experience proof reading and preparing records.
• Experience establishing and maintaining effective working relationships.
• Ability to work under pressure and maintain deadlines.
• Demonstrated ability and/or experience working collaboratively with students and/or colleagues to foster a supportive and effective learning and work environment
• OR applicable combination of education and/or experience which demonstrates the ability to perform the essential functions of the position.

Preferred Qualifications

• Four (4) years experience working for a state or government agency.
• Four (4) years experience proofreading and preparing public records.
• A record of promoting institutional excellence in the work environment.
• Ability to incorporate a variety of perspectives and relevant societal issues into everyday conversations.

Competencies

• Accountability/Dependability: Accepts responsibility for quality of own work; acknowledges and corrects mistakes. Shows up on time, meets standards, deadlines, and work schedules.
• Judgement: Makes timely, informed decisions. Analyzes options and determines appropriate course of action.
• Teamwork: Promotes cooperation and mutual support to achieve goals. Encourages participation and mutual support.
• Adaptability/Flexibility: Responds positively to changing business needs and responsibilities. Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.
• Commitment to Belonging: Values the uniqueness of every individual and fosters an environment where everyone feels respected and empowered to thrive.

Dont meet every single requirement? At CWU, were committed to creating a welcoming and genuine workplace. If youre excited about this role but your experience doesnt align perfectly with every qualification, we still encourage you to apply. This could be the opportunity youre looking for!

Pay, Benefits, & Work Schedule

Salary: This position is based on the range 53 of the Washington State Classification Listing, which has a minimum annual salary of $59,760 and maximum annual salary of $80,496. In accordance with RCW 49.58.110, the above salary reflects the full salary range for this position. Individual placement within the range is based on the candidates current experience, education, skills, and abilities related to the position.

Schedule/Appointment: Monday - Friday, 8:00am-5:00pm (1 hour lunch)

Working Conditions: Work is performed in an indoor office setting with frequent in-person interactions and interruptions. It is essential to be able to remain at a desk/computer workstation for prolonged periods of time, perform extensive data entry and other computer-related tasks and create/maintain filing systems for departmental records. Some evening or weekend work and/or occasional travel may be required.

Benefits: CWU offers a comprehensive benefits package including medical and dental insurance, retirement and optional savings plans, life and disability insurance, along with vacation and sick leave plans depending on employment classification. For additional information please visit Benefits, Perks, and Leave and Total Rewards Calculator.

An employee of CWU may be eligible for the Public Service Loan Forgiveness Program if the employee has student loans. To learn more, visit: https://ofm.wa.gov/state-human-resources/public-service-loan-forgiveness-program.

How To Apply

To apply for this position, you must complete the on-line application and attach:

• A detailed cover letter clearly demonstrating how your education and experience: (a) meet the required (and, as applicable, preferred) qualifications, and (b) demonstrate the ability to perform the responsibilities as described by the posting;

• Resume including work history, education, training; and

• Contact information for three professional references.

Screening Begins: October 23, 2026

Priority will be given to applications received by the screening date. Incomplete applications may not be considered.

Contact Information

Please contact Hiring at Hiring@cwu.edu or 509-963-1202 if you require technical assistance with the online application process or have questions regarding the hiring process.

Conditions of Employment

Background Check/Reference Check Process:

Prior to employment, final candidate(s) will be required to sign a Sexual Misconduct disclosure in pursuant to RCW 28B.112.080 and submit to a background check. All information obtained through background investigations will be strictly confidential and revealed only to those required to have access.

Notice to Prospective Employees:

Affirmative Action/Equal Opportunity Statement

Central Washington University is an EEO/AA/Title IX Institution. Central Washington Universitys policies and practices affirm and actively promote the rights of all individuals to equal opportunity in education and employment. Discrimination on the basis of race, color, creed, religion, national origin, sex, sexual orientation, gender identity and gender expression, age, marital status, disability, or status as a protected veteran is prohibited. The university provides an internal procedure for reporting discrimination and affords protection against retaliation for participating in the complaint process. Central Washington University complies with all applicable federal, state, and local laws, regulations, and executive orders including when soliciting bids and in the fulfillment of all contracts with governmental agencies. Direct related inquiries to Civil Rights Compliance, 202 Barge Hall, Ellensburg, WA 98926-7501; Telephone 509-963-2050; or email crc@cwu.edu.

Reasonable Accommodations

Central Washington University provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact Human Resources at HR@cwu.edu or call 509-963-1202. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Annual Security and Fire Safety Report (Clery Act)

For the Central Washington University Annual Security and Fire Safety Report (i.e. Clery Report) which includes statistics about reported crimes and information about campus security policies, available online here or call CWU Police and Parking Services at 509-963-2959 for a paper copy.