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Welcome Center Program Coordinator

Employer
Walla Walla Community College
Location
Washington, United States
Salary
Salary Not specified
Date posted
Jun 19, 2024


Welcome Center Program Coordinator

Walla Walla Community College


Salary: $3,643.00 - $4,740.00 Monthly

Job Type:

Job Number: 2024-107N

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 for a full-time Welcome Center Program Coordinator at the Walla Walla campus.

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 person in this position will be first point of contact for all campus visitors at the Welcome Center (WC) on Walla Walla Community College's (WWCC) Walla Walla campus and will coordinate the daily operations of the WC. They will represent WWCC and ensure all who engage with WWCC feel welcomed and are provided with service that exceeds expectations. The purpose of the position is to support the ways WWCC engages with current students, prospective students, and community members using both English and Spanish language (written and oral). The work includes, but is not limited to, interacting with the public, staffing the college main phone line, hosting visitors, and assisting in the scheduling of campus tours, responding to inquiries for information, supporting recruitment and outreach efforts, and managing prospective student information. This person also receives and responds to questions and concerns; identifies issues and resolves problems, referring to the supervisor as appropriate. The work also requires a great deal of collaboration with other departments on campus, such as Enrollment Services, Student Success Center, and representatives of instructional programs. The WC Program Coordinator is also responsible to enforce policies, procedures, and standards. The position reports to the Director of Outreach.

Essential Functions:

Coordinate the daily operations of the Welcome Center

  • Receive requests from community members and partners and coordinate response/service (campus visits and tours, meetings)
  • Assist in coordinating outreach and recruitment activities both on and off-campus
  • Coordinate staffing at the Welcome Center main phone line
  • Receives and responds to questions and concerns
  • Identifies issues and resolves problems or refers to supervisor, as appropriate

  • Manage the college switchboard
  • Promptly and efficiently answering calls and live chats
  • Tracking services rendered
  • Transferring calls
  • Troubleshooting issues
  • Coordinating services
  • Offering accurate information and support to callers
  • Referring to appropriate resources
  • Troubleshoot any issues with phone system and request technical support, as needed
  • Maintain an up-to-date manual for system use.

  • Greet and direct visitors to WWCC
  • Offering warm welcome to all who visit campus in person and virtually via chat and giving accurate information on campus locations/events
  • Taking visitors to their destination, when possible.

  • Offer administrative support in the implementation of the college-wide recruitment plan
  • Scheduling meetings, making phone calls, composing and answering emails, pulling reports, downloading/uploading data, and manual data entry
  • Using Microsoft Suite and other software such as Zoom, the College's systems (student and customer management software) to create documents, pull reports, enter data or facilitate communication/meetings, and reconcile credit cards
  • Research transportation and lodging options and secure reservations to include arrangements and payment
  • Compute costs and prepare travel authorizations for each trip. Follow up with post-trip reconciliations or receipts and submissions of required paperwork
  • Implement, organize, and maintain both electronic and office filing system
  • Maintain and monitor budgets and initiate corrective action when necessary
  • Compute costs and prepare purchase requisitions and follow up to point of delivery
  • Monitor and maintain an accurate inventory of recruitment items (swag, flyers, etc.).

  • Promote the College and its programs
  • Representing the College positively and providing pertinent/accurate information to all prospective students on or off campus
  • Prepare promotional mailings for individuals, organizations and in bulk
  • May be asked to assist in proofing/translating materials to Spanish.

  • Assist with coordination of outreach events both on- and off-campus
  • Scheduling events, tracking pertinent data, contacting agencies for details, and providing information
  • Assisting in preparation and gathering of materials, collaborating with other departments, agenda setting, reporting recruitment data and results to WWCC staff in a timely manner
  • Leading tours and representing the College and recruitment events, as needed

  • Coordinate campus visits and tours
  • Working in scheduling software
  • Following up with visitors with pertinent information
  • Composing emails, making calls, arranging for department visits, assigning tours to student ambassadors as appropriate

  • Nurture connections with community stakeholders and service-area schools
  • Assist the director of Outreach by making phone calls, sending emails, tracking contact and results of conversations

  • Assist in coordinating the Student Ambassador program
  • Supervises student employees including interviewing, hiring, training, processing payroll and other hiring paperwork, verifying applications and required documentation for completeness, and scheduling in compliance with established procedures

  • Participate in Outreach and Marketing department meetings
  • Report on Welcome Center encounters that could inform the College's work, take minutes, schedule meetings
  • Evaluate the effectiveness of the work, report outcomes, and identify and implement opportunities for continuous improvement.


  • Competencies


  • Excellent communication skills across various educational and cultural levels while using written, electronic, and verbal methods
  • Strong interpersonal skills and cultural competency; ability to establish and maintain effective working relationships with the college, community, and industry contacts
  • Enthusiastic, self-motivated, and creative
  • Strong organizational skills
  • Ability to represent the College in a positive, professional manner
  • Ability to assume responsibility and deal effectively with problems; exercise good judgment when making decisions
  • Demonstrated history of punctuality and reliability

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

  • High school graduation or equivalent and two years of relevant experience.
  • Valid driver's license issued for at least 2 years
  • Bilingual English/Spanish

  • Preferred Qualifications:

  • Associate's Degree desired

  • You don't check every qualification listed? Please apply anyway! Studies have shown that traditionally marginalized communities - such as women, LGBTQ+ and people of color - are less likely to apply to jobs unless they meet every single qualification - even if they might be a great fit for the role! If you're excited about this opportunity but your experience doesn't align perfectly with every single qualification in the job description, we encourage you to still consider applying.

    Conditions/Terms of Employment

    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 office environments. 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. Apart from outreach activities; work is performed almost exclusively indoors in an office environment. Exposure to hazards is limited to those commonly found in office environments. Travel to outreach events may be required. Standard office equipment is used. Interactions with students, prospective students and community partners.

    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. To be included in the initial screening, applications should be received by June 24, 2024. To qualify for consideration, applicants must meet required qualifications and submit a complete application packet that includes the following:

  • Online application
  • Cover letter
  • Provide a cover letter detailing your interest in the Welcome Center Program Coordinator position in our Enrollment Services department. Please describe any professional experience, training, or educational background that makes you an ideal candidate.
  • Resume
  • Names and contact information for 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, or reopen the position. 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. The Human Resources Office is accessible to persons with disabilities. If you need accommodations in the application/employment process, please contact Brooke Marshall, JD/Vice President of Human Resources/Title IX Coordinator/Section 504 Compliance (509) 527-4300 - TDD (509) 527-4412, email brooke.marshall@wwcc.edu, address: 500 Tausick Way, Walla Walla WA, 99362.



    To apply, please visit https://www.schooljobs.com/careers/wwcc/jobs/4546342/welcome-center-program-coordinator




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