Program Assistant - Workforce Education Center

Description

Columbia Basin College ('CBC' or the 'College') seeks a Program Assistant to perform a variety of clerical projects and assignments in support of the Workforce Education Center (WEC) and the Student Emergency Assistance Grant (SEAG). This position supports those working in that endeavor, including CBC specialists, CBC Assistant Directors, Employment Security Department (ESD) Collocated staff, and other WEC staff and students. This position will provide a high level of customer service and dissemination of information to students and the campus. The Program Assistant position is grant funded through the State Board for Community & Technical Colleges (SBCTC) Student Emergency Assistance Grant. This position reports to the Director for the Workforce Education Center.

This position is open until filled. First consideration will be given to applicants whose complete application has been received by September 10, 2023 @ 11:59 PM Pacific Time.

If you have questions or need assistance during the application or search process, please contact the recruiter for this position, Denise Cook at dcook@columbiabasin.edu or (509) 542-4407.

Primary Responsibilities

• Provide program assistance to all Student Supports administered from the WEC office, including: Student Emergency Assistance Grant (SEAG), Supporting Students Experiencing Homelessness (SSEH) Free and Reduced-Price Lunch, ASCBC Child Care Reimbursement, ASCBC Travel Reimbursement, and CBC Emergency Loan programs;
• Assist with front-end customer services/WEC reception duties including greeting clients, answering questions, taking applications, facilitating appointments, etc.;
• Serve on the WEC Funding Committee to review all applicable requests, make recommendations on funding, coordinate strategic co-enrollment of students in Workforce and Student Support programs;
• Cooperate with the CBC Basic Needs Navigator and other student services departments, serve on committees or work groups to address basic need insecurity on CBC campus, and work with Local Planning Area groups;
• Answer telephone; receive and refer students and visitors; respond to inquiries regarding rules, regulations, policies, class schedules, department procedures and services;
• Provide general information about the Student Support programs to students and the general public;
• Assist students with CBC enrollment process and Financial Aid application including coordination with Admissions and Financial Aid staff;
• Submit new WEC applications to individual WEC programs and follow-up to ensure timely program review;
• Create the necessary award documentation including Electronic Signature forms, Financial Aid documentation, and/or Business office forms;
• Facilitate student awards by submitting applicable documentation to Financial Aid and Business Office, following up to ensure disbursement, and reconciling awards to WEC records;
• Create, edit, and maintain individual student records in the WEC database;
• Review applications to the Student Support programs, make preliminary qualification decisions, and correspond with applicants;
• Review applications to the Student Support programs, make recommendations to the WEC Funding Committee, conduct applicant follow up;
• Establish and maintain Student Support program records and files; use word processing, graphics, statistical, spreadsheet and/or database software;
• Maintain and monitor budgets for the Student Support programs and inform supervisor of status;
• Compose office correspondence such as requests for information; devise, evaluate and revise forms for internal use;
• Prepare or assist in the preparation, compilation and coordination of reports, records and studies to include, but not be limited to, award summaries, business office reports, and grant performance reports;
• Complete and process departmental and college paperwork to include, but not be limited to, reimbursement and loan applications, income verification, and compliance monitoring;
• Resolve problems by choosing from established procedures and/or as guided by supervisor;
• Establish and maintain electronic and manual file systems and database files;
• Order, receive and maintain office supplies and purchase student supports for the Student Support program;
• Compile and distribute information relative to program activities, confer with other campus departments and outside agencies; and
• Perform other related duties as assigned.

Required Qualifications

• High school diploma or equivalent;
• Two (2) years of clerical experience; and
• One (1) year of customer service experience.

Preferred Qualifications:

• Experience in direct-to-student services in a higher education setting; and
• Bilingual and biliterate in English and Spanish.

Skills & 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;

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

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;

Dependability : Follow instructions and respond to management direction; take responsibility for own actions; keep commitments; complete tasks on time or notify appropriate person with an alternate plan;

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;

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;

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;

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;

Safety and Security : Observe safety and security procedures; determine appropriate action beyond guidelines; report potentially unsafe conditions; use equipment and materials properly;

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

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

Quantity : Meet productivity standards; complete work in timely manner; strive to increase productivity; work quickly.

TERMS OF EMPLOYMENT:

This position is a full-time, grant funded, classified staff position. The position is overtime eligible and the typical work hours 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., Communication, Analytical Skills, 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. This position directly engages in the performance of work on a federal/state contract or grant which requires compliance with the College's Drug-Free Workplace Policy, as well as reporting requirements, as a condition of employment.

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. Manual dexterity and coordination are required to operate equipment such as computer keyboard, calculator, and standard office equipment.

WORKING CONDITIONS:

Usual office working conditions. Work may include on and off-campus locations. 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.