Posting Details

Position Information

Job Title Program Assistant (Instruction Office) Job Description

POSITION PURPOSE:
This position will perform complex duties to maintain the quarterly and annual schedule, the catalog, room scheduling and general clerical support to the Instruction office. The position requires the ability to exercise sound judgment and problem-solving skills and a desire to promote a positive working relationship with peers, supervisor, faculty, and administrators.

DIMENSION:
This position works with the deans, associate deans, support staff, faculty, campus staff, and students.

NATURE AND SCOPE:
This position reports directly to the Program Support Supervisor and performs a variety of complex tasks in support of Instructional programs which include, but are not limited to, organization of the annual and quarterly schedules, room scheduling and master calendar, ordering and scheduling instructional reports, and maintaining the course master records. Independently performs a variety of office support duties answering telephones and office reception, filing, maintaining inventory of supplies, copying documents, and sorting and distributing mail. This position requires knowledge of the Student Management System, Data Express, Instructional Office, Personnel, and State Board policies and procedures.

Essential Duties Summary

Course Management and Scheduling

• Organize the development and maintenance of the computerized and print versions of the class schedule, room assignments, and course catalog and ensure timely and accurate submission;
• Create and maintain updated record of approved programs, course approvals, and catalog master;
• Establishment of the course schedule including coordination with the PIO’s office;
• Work closely with all Instructional area support staff to facilitate the data entry of courses into the HP system;
• Assist with the maintenance of educational planners for Instructional programs including coordination of program changes with area deans, associate deans and Instructional support staff;
• Troubleshoot problems that may arise.

Room Scheduling

• Create and maintain electronic files related to the scheduling of classrooms;
• Provide information on the availability of rooms;
• Prepare quarterly room usage reports for submission to the Director of Fiscal Services.

Information Processing

• Proofread material, making corrections for sentence structure, spelling, grammar and punctuation;
• Establish or revise electronic or manual files;
• Use SMS (Student Management System) to create, update, maintain, recording of courses;
• Have good working knowledge of the (HP) SMS system in order to use DataExpress to create, prepare, and run reports relating to Instruction adhering to State requirements.

Instructional Publications

• Use graphics software to create and maintain Instructional publications;
• Use Web page software to maintain Instruction area web pages which includes the schedule, program sheets, and courses offered via the internet as they are developed.

Supplies

• Maintenance of inventory and processing of order documents for general office supplies through Central Stores or outside vendors as needed;
• Maintenance of inventory and processing of order documents for office photo copier supplies from appropriate vendor.

Other

• Use spreadsheet and data base software to maintain and monitor budget and fiscal records relating to Instruction accounts;
• Assists with coordinating conferences, and other special events including scheduling, promotional material, handouts, and logistics for the Instruction Office;
• Assist with the collection of quarterly faculty schedules and course syllabi;
• Compile results from and maintain records for adjunct faculty evaluations;
• Prepare monthly billing and rental agreements for instruction classroom usage;
• Make necessary travel arrangements including hotel and airline reservations and conference registrations;
• Answer telephones, receive and refer visitors including students, staff and/or the public, respond to inquiries regarding departmental procedures and services as they pertain to Centralia College and the Instruction Office;
• Assist with office coverage within the Instruction Office;
• Perform related duties as required.

Required Qualifications

High school graduation or equivalent AND two years of full-time clerical experience OR equivalent education/experience.

Preferred Qualifications

Preference will be given to those candidates that have knowledge of the Student Management System, Data Express, Instructional Office, Personnel, and State Board policies and procedures.

Physical Demands Special Conditions for Eligibility EEO Statement

Centralia College has a strong institutional commitment to the principles of diversity in all areas. In that spirit, we strongly urge all qualified applicants, especially people of color, persons of disability, women, and disabled and Vietnam era veterans, to apply. Centralia College is an Equal Opportunity employer.

It is the policy of Centralia College to assure equal employment opportunity and non-discrimination on the basis of race or ethnicity, creed, color, national origin, sex, marital status, sexual orientation, age (over 40), religion, the presence of any sensory, mental, or physical disability, or status as a disabled or Vietnam-era veteran.

Centralia College does not discriminate in admission or access to, or treatment or employment in, its programs or activities. Designated Title II, VI, VII, IX, Section 504, ADA compliance officer: Vice President for Human Resources and Legal Affairs, Hanson Hall Room 101, Centralia College, 600 Centralia College Blvd, Centralia WA 98531-4099, (360)623-8943.

The Human Resources Office is accessible for persons with disabilities. Those who need disability accommodation in the application/employment process, please call (360)623-8943.

FLSA Salary Grade Normally all new hires begin at entry-level on the salary range. Salary Range 32 $2,462/mo - $3,177/mo Posting Detail Information

Posting Number AS206P Open Date 02/06/2019 Close Date 02/19/2019 Open Until Filled Special Instructions to Applicants

There is currently one full-time classified position in the Instruction Office. All qualified applicants are encouraged to apply.

Assuming there is a qualified pool of candidates, a minimum of 10 candidates may be referred to the hiring supervisor for consideration. Those selected for a final interview with the supervisor may be asked to demonstrate proficiency in appropriate areas.

DEADLINE:
Position closes February 19, 2019.

CONDITIONS OF EMPLOYMENT:
Classified employees are represented by the Washington Federation of State Employees (WFSE).

ELIGIBILITY VERIFICATION:
If you are hired, you will need proof of identity, and documentation of U.S. citizenship or legal authorization to work.

BACKGROUND CHECK:
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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * What is the highest level of education attained?
   • GED
   • High School Diploma
   • Associates Degree
   • Bachelors Degree
   • Masters Degree
   • PHD
   • JD
2. * How many years of experience do you have working in an office environment?
   • 1-2
   • 3-5
   • 6-8
   • More than 10
3. * Describe your knowledge of the following:Student Management System, Data Express, Instructional Office, Personnel, and State Board policies and procedures.

   (Open Ended Question)

4. * Are you a current employee of Centralia College?
   • Yes
   • No
5. * How did you hear about this employment opportunity?
   • Centralia College Website
   • Internal Job Posting
   • Agency Referral
   • Newspaper/Publication
   • Personal Referral
   • Job Search Website
   • Other

Documents Needed To Apply Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Transcripts
2. Letter of Recommendation 1
3. Letter of Recommendation 2
4. Letter of Recommendation 3
5. Other Misc. Documents