Program Support Supervisor 1 - Student Support Services

Description

Columbia Basin College (“CBC” or the “College”) seeks a Program Support Supervisor 1 to assist the Director for Student Support Services Program (“SSS”) with the coordination of the day-to-day operational activities specific to the Program including budget, data collection and reporting, payroll, information services and institutional collaboration. This position reports to the Director for Student Support Services

This position is open until filled. Priority consideration will be given to applicants whose complete application has been received by August 22, 2022 @ 11:59 PM Pacific Time.

Per Governor Inslee’s Proclamation 21-14.1 (Download PDF reader) , state employees and employees of educational institutions must be fully vaccinated. Please note that any offer of employment is contingent upon you providing verification of your vaccine status, having an approved medical accommodation, or having an approved religious accommodation. No start date will be approved until you have either verified your vaccine status or have an approved accommodation. Need more information? Please contact covidvaccinemandate@columbiabasin.edu .

Primary Responsibilities

• Assist the Director by projecting, monitoring, maintaining, initiating and/or approving expenditures on SSS budget with the program Director oversight;
• Design and maintain spreadsheets for payroll and budgetary actions based on college, federal and funding requirements;
• With Director oversight, interview, select and supervise the work performed by the paraprofessional and peer tutors;
• Review tutor requests; record information in data base, assign tutors, review time sheets and recommend payment;
• Assist Director with the development of weekly/quarterly/yearly reports regarding student progress;
• Monitor hours and process payroll records and documentation;
• Inform students, staff, program participants and the public regarding program content, policies and activities and recommend alternative courses of action;
• Review CBC policies, procedures and regulations and inform staff, project participants and tutors accordingly;
• Coordinate, arrange and establish work priorities to ensure deadlines are met;
• At Director’s request, interface with representatives from four (4)-year colleges to establish agendas and itineraries for campus visits; coordinate and arrange cultural events;
• Maintain budget records and project general files according to federal regulations;
• Prepare draft of cost estimates/budget projections for program Director review, revision and completion;
• Authorize expenditures with permission of program Director;
• Check monthly budget status and reconcile with the institution’s status and inform Director of funds management on a quarterly basis;
• Assist Director on the development of annual and semi-annual expenditure reports for Department of Education;
• Project and monitor annual payroll for project staff, student workers and paraprofessionals, calculate and track hours for paraprofessionals;
• Review payroll expenditures under the direction of the program Director;
• Assist Director in the development of an office procedures manual;
• Inform Director of equipment and supply needs, as well as computer hardware and software needs for project staff;
• Handle electronic interoffice calendaring; schedule appointments and meetings for project Director, staff and schedule intake appointments, input and maintain client information in database;
• Schedule, coordinate and attend meetings and conferences relating to the SSS project;
• Accompany staff and students to campuses and cultural activities;
• Participate in institutional committees and activities that enhance the project’s visibility and viability; and
• Perform other related duties.

Required Qualifications

• High school diploma or equivalent; and
• Three (3) years of administrative support experience working in position(s) such as an administrative assistant, secretary, program coordinator, program support or related field.

OR

• Equivalent education/experience.

Skills & Abilities

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; ability to work independently and as a team member.

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; excellent organizational and planning abilities.

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; effectively communicate with individuals from a variety of ethnic and socioeconomic backgrounds, including minorities, bilingual students, and students with disabilities or special needs; ability to work effectively under pressure.

Computer Skills: Proficiency in Microsoft Office; including Access, Word, PowerPoint and Excel.

Technical Skills: Assess own strengths and weaknesses; pursue training and development opportunities; strive to continuously build knowledge and skills; share expertise with others; ability to assign tasks, articulate priorities, and train and supervise student assistants and paraprofessionals; advanced experience in office skills/recordkeeping techniques.

TERMS OF EMPLOYMENT:

This position is a twelve-month (12), full-time, overtime-eligible, represented, classified staff position. The typical work hours for this position are Monday through Thursday from 7:00 a.m. to 4:30 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 immediately.

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.

Additionally, pursuant to RCW 28B.112.080, applicants must declare whether they are the subject of any substantiated findings of sexual misconduct in any current or former employment or are currently being investigated for, or have left a position during an investigation into, a violation of any sexual misconduct policy at the applicant’s current or past employer. By law, post-secondary education institutions cannot hire an applicant who refuses to declare the existence or non-existence of an investigation or findings subject to this statute.

**Please note that selected interview candidates will be subject to supplemental testing that will measure skills and abilities related to this position (e.g., Problem Solving Skills, MS Office Simulation [Excel, PowerPoint, Outlook, and Word], Communication, Technical Skills, 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. This position directly engages in the performance of work on a federal contract or grant which requires compliance with the College's Drug-Free Workplace Policy, as well as reporting requirements, as a condition of employment. I f 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. Manual dexterity and coordination are required to operate equipment such as computer keyboard, calculator, and standard office equipment.

WORKING CONDITIONS/WORK ENVIRONMENT:


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.