Program Assistant (Enrollment Services)

Program Assistant (Enrollment Services)

Walla Walla Community College


Salary: $3,145.00 - $4,072.00 Monthly

Job Type:

Job Number: 2023-170M

Location: Walla Walla, WA

Department: ENROLLMENT SERVICES

Closing: Continuous

Join our team to help inspire all students to discover their potential and achieve their goals by providing relevant, equitable, and innovative learning opportunities and services.

Description

Walla Walla Community College (WWCC) is seeking applicants to fill two full-time Program Assistant positions at the Walla Walla campus. One Program Assistant position will be English/Spanish bilingual.

At Walla Walla Community College, we inspire all students to discover their potential and achieve their goals by providing relevant, equitable, and innovative learning opportunities and services. We have identified three core themes that describe the fundamental aspects of the College's mission by translating it into practice: Student Success, Strong Communities, and Resource Stewardship. As an organization, we value learning opportunities, a sense of community, diversity, health and humor, excellence, integrity, teamwork, innovation, personal and professional growth, and sustainability.

General Responsibilities:

The Program Assistant will serve as a first point of contact for Enrollment Services by providing primary coverage at the front counter. Responsibilities include providing financial aid, admissions, registration, and records information to current and prospective students and families, WWCC staff, and outside entities. This position will assist with the application process and maintenance of records, and assist with the preparation of the financial aid awarding process.

Essential Functions:

Provide excellent customer service in assisting students and college partners with the admissions, registration, placement testing, and financial aid processes.
Tasks include:

Respond to inquiries from current and prospective students, parents, college staff and the public about the application, registration, placement testing, and financial aid programs and processes. Forms of communication include in-person, written, and over the phone.

Process the intake of admissions, registration, and financial aid paperwork, working with the student to ensure it is complete and accurate.

Assist with maintenance of student records
Tasks include:

Input data as assigned and monitor data for accuracy, making corrections as necessary. This includes assisting with registration, enrollment and record-keeping processes and procedures among all campuses.

Maintain accurate digital and paper student files and records

Scanning and filing paper documents into digital imaging system

Maintain records according to state, Federal and WWCC regulations records retention plans.

Review, verify and maintain student applicant files (electronic and hard copy) and assist in the preparation for awarding of financial aid.
Tasks include:

Participate in the review and maintenance of assigned checklist and other tracking fields including answering student and staff questions, reviewing submissions of completeness, and appropriately updating statuses to ensure successful file completion.

Respond to daily emails and voicemails

Return incomplete forms to students if necessary

Contact students to clear up any file discrepancies

Competencies

Ability to ensure FERPA disclosure policies are followed.

Ability to interpret and adhere to federal, state, and local laws, rules, and regulations.

Ability to practice active listening; treat others with respect, kindness and consideration; interact with all people in a positive manner.

Ability to understand, respect and maintain strict confidentiality.

Ability to maintain a calm demeanor while working with stressed and anxious financial aid recipients.

Ability to build rapport and demonstrate a balance between building rapport and managing tasks.

Ability to effectively communicate including verbal and written communication methods.

Ability to manage existing record systems and review schedules for compliance with legal requirements and organizational standards.

Ability to effectively coordinate activities, services and schedules to ensure smooth and efficient operation of work.

Excellent keyboarding skills and working knowledge of Microsoft Office programs.

Ability to use spreadsheet software, such as Microsoft Excel, to create, modify, print and format spreadsheets, find and replace data, and work with basic formulas and functions. Use templates, styles, AutoFormats, and multiple worksheets.

Ability to compose, send and respond to electronic mail and utilize email program functions such as calendars and meeting requests.

Ability and willing to pursue and identify ways to improve efficiency and effectiveness of services and provide recommendations to leadership about those findings.

Required Qualifications:
Equivalent combination of education and experience may be considered at the discretion of the college.

High School graduation or equivalent

Two years of full-time relevant experience

Computer experience using databases and integrated software; working knowledge of current Microsoft Office.

One position requires Bilingual Spanish/ English (written/oral) skills; bilingual skills preferred for the second position.

Preferred/Desired Qualifications:

Associates degree

Two years of relevant customer service experience

Experience working in a higher education setting

Advanced Excel spreadsheet skills and Word document skills

Conditions/Terms of Employment

Must be in good standing on all Federal Student Loans. The U.S. Dept. of Education will not grant access to student loan data for any individual who is in default status. Access to such information is a necessity for this position.

This classified position is in a bargaining unit for which WPEA Higher Ed is the exclusive representative.

Work is performed almost exclusively indoors in an office environment. Exposure to hazards is limited to those commonly found in an office environment; must have the ability to sit for prolonged periods of time at a desk or work station, frequent repetitive arm, hand and finger motions, frequent and extended use of computer and exposure to terminal screen, and work in an environment with multiple interruptions and demands on time that is often stressful and required deadlines. This contract position work schedule will typically be Monday through Friday 8-hours each day. During the summer, work schedule is Monday through Thursday 10-hours each day. Occasional travel is required for this position. This position has frequent interactions with students and colleagues both on and off campus.

The college has an excellent benefit program including medical, dental, life and long-term disability insurance; paid sick leave; paid vacation leave; and retirement plan. All full-time employees will automatically have 3% of taxable income deferred into the State of Washington Deferred Compensation Program (DCP) unless declined at time of hire. WWCC requires all employees to participate in direct deposit for payment of salary. The college is tobacco free.

Persons hired must be able to provide acceptable documentation of lawful authorization to work in the United States within three (3) days of employment, and successfully complete a probationary period. WWCC participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. Candidates will be subject to a criminal history background check as a condition of employment. Information from the background check may not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

Required Application Materials

This position is posted as open until filled. For priority consideration applications should be received by 11:59 p.m. on Sunday, August 27, 2023. To qualify for consideration, applicants must meet required qualifications and submit a complete application packet that includes the following:

Online NEOGOV application

Cover letter

In your cover letter, please explain how your employment history has prepared you for this position; be sure to speak to the Qualification and Competencies.

Resume

List of names, addresses, and telephone numbers of three professional references.

Answers to two (2) supplemental questions

Unofficial transcripts for application purposes; official transcripts are required prior to an official start date.

Please ensure you have attached all required application materials as you will not be able to attach any documents after you have submitted your application. If you have difficulty logging into your account, attaching documents, submitting your application, etc., please call NEOGOV Applicant Support at 1-855-524-5627 or email them directly at support@governmentjobs.com.

WWCC reserves the right to not fill this position, reject all applicants, reopen the position, or make a direct appointment. Applications received during this recruitment may be used to fill future vacancies at the College's discretion.

Walla Walla Community College is committed to provide equal opportunity and nondiscrimination for all educational and employment applicants as well as for its students and employed staff, without regard to race, color, creed, national origin, sex, sexual orientation, including gender expression/identity, marital status, age (over 40), the presence of any sensory, mental, or physical disability, the use of trained guide dog or service animal by a person with a disability, or status as a Vietnam and/or disabled veteran, National Guard member or reservist in accordance with the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Federal Rehabilitation of 1973, the Americans with Disabilities Act of 1990, and any other applicable Federal and Washington State laws against discrimination. To qualify for veteran's preference, you must attach a copy of your DD214 or NGB 22. The Human Resources Office is accessible to persons with disabilities. If you need accommodation in the application/ employment process, please call (509) 527-4323 - TDD (509) 527-4412.



To apply, please visit https://www.schooljobs.com/careers/wwcc/jobs/4170802/program-assistant-enrollment-services




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