Program Coordinator - Transitional Studies

Description

Columbia Basin College ("CBC" or the "College") seeks a Program Coordinator who will be responsible for the coordination and work related to the English Language Acquisition (“ELA”), Limited English Pathway (“LEP”), and I-BEST programs. This includes providing in-depth customer service to students and the public regarding onboarding and registration processes, and assisting the division with payroll and billing program needs. This position will collaborate with other staff and departments to ensure efficient and timely processes are developed and implemented. The Program Coordinator reports to the Director for Transitional Studies Operations.

This position is open until filled. First consideration will be given to applicants whose complete application has been received by May 3, 2021 @ 11:59 PM Pacific Time.

Primary Responsibilities

• Assist with the coordination of all work related to student onboarding and registration processes and procedures for the ELA, LEP and I-BEST programs;
• Collaborate with the web ambassadors to update and maintain the ELA and I-BEST webpages;
• Respond to program email inquiries, answer phone calls and schedule appointments for staff in accordance with division policies;
• Process paperwork pertaining to admissions and registration related procedures using SMS;
• Provide high-level customer service and problem-solving assistance to students, staff and the public regarding registration and other program related inquiries;
• Monitor and track students for compliance with program enrollment requirements;
• Assist in maintaining and monitoring the department budget; complete and process requisitions, invoices and payroll; provide regular reports and coordinate required paperwork for the budgets;
• Maintain accurate reporting data for WABERS+; monitor and report on program activities in relation to established program goals within the established program parameters; provide narrative and/or statistical report as requested;
• Maintain active proctor status for CASAS eTests and review placement results as needed;
• Assist in ensuring compliance with LEP program contract reporting and billing requirements in coordination with the Director;
• Collaborate in creating and updating processes, documentation, forms and publications as they relate to the services provided in the division;
• Build and review program course sections for programs;
• Monitor program processes and procedures in relation to established goals and recommend changes and training needed within departments to enhance efficiency and services;
• Attend meetings and conferences as a Transitional Studies representative and make presentations on behalf of the department; and
• Perform other duties as assigned.

Required Qualifications

• Associate's degree or equivalent education from an institutionally accredited college or university;
• Two (2) years of administrative work experience in a professional setting; and
• Intermediate proficiency in Microsoft Office

OR

• High school diploma or equivalent;
• Four (4) years of administrative work experience in a professional setting; and
• Intermediate proficiency in Microsoft Office.

Preferred Qualifications:

• Bilingual and biliterate in English and Spanish;
• Experience working with underprepared adults and non-native English speakers;
• Experience working in a community college setting.

Skills & Abilities

Analytical Skills : Synthesize complex or diverse information; collect and research data; use intuition and experience to complement data; design work flows and procedures;

Attendance/Punctuality : Is consistently at work and on time; ensure work responsibilities are covered when absent; arrive at meetings and appointments on time;

Computer Skills : Intermediate to advanced computer experience and proficiency in Microsoft Office Suite; operate personal computer with general understanding of application software; ability to learn office and College-specific software;

Customer Service Skills : Manage difficult or emotional customer situations; respond promptly to customer needs; solicit customer feedback to improve service; respond to requests for service and assistance; meet commitments;

Interpersonal Skills : Focus on solving conflict, not blaming; maintain confidentiality; listen to others without interrupting; keep emotions under control; remain open to others' ideas and try new things;

Oral Communication : Ability to speak clearly and persuasively in positive or negative situations; listen and get clarification; respond well to questions; demonstrate group presentation skills; participate in meetings;

Problem Solving Skills : Identify and resolve problems in a timely manner; gather and analyze information skillfully; develop alternative solutions; work well in group problem solving situations; use reason even when dealing with emotional topics;

Professionalism : Ability to approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; accept responsibility for own actions; follow through on commitments;

Quality : Demonstrate accuracy and thoroughness; look for ways to improve and promote quality; apply feedback to improve performance; monitor own work to ensure quality; and

Written Communication : Write clearly and informatively; edit work for spelling and grammar; vary writing style to meet needs; present numerical data effectively; able to read and interpret written information.

TERMS OF EMPLOYMENT:

This position is a twelve (12) month, full-time, overtime eligible, represented, classified staff position. The typical work hours for this position are Monday through Thursday from 7:30 a.m. to 5:00 p.m. and Friday from 7:00 a.m. to 12:00 p.m.; however, must be available to work a flexible schedule when prior notice is given by the College. This position is available July 1, 2021.

PROCESS NOTE:

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.

**Please note that selected interview candidates will be subject to supplemental testing that will measure skills and abilities related to this position (e.g., Communication, Problem Solving, MS Office Simulation [Excel, PowerPoint, Outlook, and Word], Customer Service, etc.).

CONDITIONS OF EMPLOYMENT:

In the interest of providing a healthy, safe and secure educational and work environment and in order to meet the requirements of federal legislation, it is the policy of Columbia Basin College to maintain an alcohol and drug-free workplace for our employees and students.

If you are hired, you will need to provide proof of identity and documentation of U.S. citizenship or appropriate authorization to work in this position as required by the Immigration Reform Control Act of 1986.

Columbia Basin College operates under an approved affirmative action plan and encourages applications from persons of color, women, veterans and persons of disability. The Human Resources Office is accessible to those with disabilities. If you need accommodation in application or employment, contact the Human Resources Office at (509) 542-4740.

OTHER JOB ELEMENTS:

The physical demands and work environment characteristics described below are representative of those that must be met and may be encountered by an incumbent when performing the essential functions of the position. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

PHYSICAL DEMANDS:

While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility including having the ability to move materials on a regular basis such as files, books, office equipment, etc. and travel between buildings on campus. Manual dexterity and coordination are required to operate equipment such as computer keyboard, calculator, and standard office equipment.

WORKING CONDITIONS:

Usual office working conditions. The noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises.

UNION CLAUSE:

This is a bargaining unit position represented by the Washington Public Employees Association (WPEA). Internal promotional, transfer and voluntary demotion applicants who have skills and abilities to perform the duties of the position will be considered prior to consideration of other applicants.