Program Assistant Job at Evergreen State College
Posting Details
Position Information
Position Title
Program Assistant
Working Title
Program Assistant - Academic Deans Office
Location
Olympia
EEO Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or status as a protected veteran. For more information regarding Evergreen’s non-discrimination policies or to report discrimination, please visit the Affirmative Action and Equal Opportunity webpage at www.evergreen.edu/equalopportunity or contact the Affirmative Action and Equal Opportunity Officer at (360) 867-5371, Room 3102 Library Building, 2700 Evergreen Parkway NW, Olympia, WA 98505.
Union Represented
Yes
Overtime Eligible
Yes
Monthly FTE
1.0
Salary Step (minimum monthly amount)
$2,918.00
Salary Step (maximum monthly amount)
$3,859.00
Cyclic Position
No
Cyclic Details
n/a
Project Position
No
End Date
n/a
Special Note
This is a full-time, overtime-eligible position on the Olympia campus of The Evergreen State College.
Position Purpose
Under general supervision of the Director of Academic Initiative Implementation and Support, the primary responsibility of this position is to provide direct program support for Individual Study, as well as to assist with the operation of the academic deans office that provides administrative support services for deans, staff, faculty, and specialized academic programs.
Nature and Scope
Essential Functions
Program Support – Individual Study
- Provide the primary support to dean and students embarking on Individual Study contracts by providing status updates and communication for supporting approval protocols and policies regarding Individual Study.
- Provide contract reporting to areas requesting contract data and information.
- Monitor the Individual Study inbox and Interns Field Supervisor Approval site to expedite student contract approval.
- Assist students, sponsors, field supervisors, and area managers with questions regarding online contract approval and registration processes.
- Track incoming contract approvals and waivers and update the online system.
- Assist the dean with stewarding the Staff Contract Approval process by initiating the process and providing support through to staff approval.
- Provide triage support between the dean and Registration and Records to coordinate registering of approved contracts.
- Provide updates to the Individual Study website and maintain the Academic Site Waiver approval process and updates for the web.
Administrative Support – Deans Area
- Effectively respond to and route questions coming to the Deans Area via phone and email.
- Coordinate locking and unlocking office doors to provide open office hours and for maintenance and/or computer support, mail delivery, order/pay shredding, and water service.
- Coordinate Deans Area supplies requests and centralize office supplies centers.
- Distribute mail and assign Dean and Staff mailboxes.
- Maintain inventory for Deans Area Cage, including coordinating and labeling new storage and shredding and removing and/or working with archives to remove files.
- Initiate Facilities work order requests (maintenance and custodial) for everyone in the office.
- Provide administrative support to deans and staff sending outgoing communications.
- Monitor calendars to confirm active Deans Area coverage during open hours via the deans inbox.
- Develop and maintain a tracking support process for incoming student issues, such as required leave of absence and credit and/or faculty concerns.
- Be the primary student inquiry support for the Academic Deans Office – including triaging Greener Hub tickets on behalf of deans and being the liaison with other student support offices to triage and support student concerns coming in the office.
- Support the deans by providing information regarding outstanding evaluations and coordinate communications by the dean to go out regularly via deans inbox to follow up with the faculty.
- Provide content creation and edits for the intranet and external site for the deans website, in coordination with the Provost Office, as we transition to an Academic Administration service site.
- Provide form creation support for relevant programs in the deans office using TEAMs, supporting academic staff and deans.
- Provide administrative support to the Director of Academic Initiative Integration and Support, including scheduling and project support requests.
- Steward the annual emergency management update process for academic administration (includes Provost and Deans Areas), so that updates are made when there are personnel and policy changes.
- Be the onsite liaison for the deans area during an emergency; check on attendance for in person emergency coordination.
- Process state and internal forms, such as travel authorities, expense vouchers, cash advances, petty cash vouchers, invoice vouchers, honorarium requests, and requests for contract services.
- Troubleshoot problems with copy machine, fax, printers, network problems, and computer application errors; triage and report issues to appropriate areas for inspections and repairs.
- Assist in hiring, training, and leading the work of student workers as office assistants.
- Be familiar with and learn new college-issued equipment, software programs, and applications.
- Assist in preparations and distribution of program materials for conferences, professional association meetings, and college events when requested.
- Serve on special committees and/or projects and college-driven initiatives.
Program Support – Graduate Programs
- Provide support to the Academic Program Support team in processing official narrative evaluations originated by faculty through the online records system by editing for accuracy, grammar, punctuation, spelling, credit equivalencies, and discrepancies.
- Communicate effectively with faculty and staff for a timely turnaround of evaluations through the online records system for submission to Registration and Records for student transcripts.
- Provide support to other program support offices.
Additional Duties
Knowledge Skills and Abilities
- Ability to work under deadline pressure and handle multiple tasks requiring a high degree of accuracy and attention to detail in a distractive, open office environment.
- Ability to maintain confidentiality and abide by FERPA regulations.
- Knowledge and skill in administrative and clerical procedures and computer office apps.
- Knowledge of academic policies, curriculum, course catalog, directories, student advising, and college resources to redirect or directly handle inquiries.
- Excellent editing and proofreading skills.
- Excellent interpersonal and communications skills.
- Ability and skill to design, organize, and maintain manual and electronic records, files, databases, and information retrieval systems.
- Proficiency with current generation Microsoft software.
- Ability to resolve problems and conflicts and/or know the proper resources for resolution.
- Ability to lead the work of student workers, as assigned.
- Ability to work for extended periods at a computer performing data entry.
- Ability to work effectively with diverse faculty, students, staff, and members of the public.
- Ability to manage one’s own work time and use work time effectively and efficiently.
- Ability to work independently and to work well in a collaborative team environment.
- Ability to maintain confidentiality at all times in accordance with Family Educational Rights and Privacy Act (FERPA).
Minimum Qualifications
Desired Qualifications
- Two years of office experience requiring administrative assistance and working with the public.
Conditions of Employment
- Must provide proof of identity and employment eligibility within three days of beginning work.
- This position is part of a bargaining unit and covered by a collective bargaining agreement.
- Prior to an official offer of employment, a Declaration Regarding Sexual Misconduct form must be submitted to the college per RCW 28B.112.080. The college will contact current and past employers to verify this information. Applicants who provide inaccurate information in their declaration will be disqualified and, if the inaccuracies are discovered after the applicant has been hired, it shall be grounds for termination.
- Employees must comply with college policies related to masking and vaccination requirements, as well as Governor Inslee’s Proclamation 21-14.1, which requires employees of the college to be fully vaccinated against COVID-19 or have received a medical or religious exemption prior to the first day of work.
Benefits
A full state benefits package which includes: paid sick and vacation leave; paid campus holidays; a generous medical, dental, life and disability insurance package for employees and dependents; retirement; optional deferred compensation and optional supplemental retirement accounts.
Posting Detail Information
Posting Number
S2023-021
Number of Vacancies
1
Open Date
02/27/2023
Close Date
03/20/2023
Special Instructions to Applicants
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