Program Coordinator - Continuing Education

General Summary

Continuing Education is committed to enriching the community through personal and professional lifelong learning opportunities.

Reporting to the Continuing Education Associate Director, the Program Coordinator (PC) will exercise independent judgment in interpreting and applying rules and policies as they relate to Highline’s educational programs. This position is responsible for program budget support including projecting and monitoring of program budgets. Oversee the day-to-day operations and logistics of the Continuing Education department, including student registrations, customer service inquiries, and student support. This position maintains the office environment, and creates and implements procedures for successful daily office operations.

This position is a classified full-time position, which is eligible for overtime. The anticipated hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.

Salary Information : The above salary reflects the Range 38 starting step (Step C) for this classified position and includes a 5% King County compensation provision. As a newly employed classified employee, based on annual increments, it will take 5 years to reach Step L on the salary schedule. This does not reflect any contractual changes, legislative mandated salary increases or Cost of Living Increases (COLA's) that may be approved in the future.

Please be advised beginning October 18, 2021 of the Washington State employees requirement to be fully vaccinated from COVID-19 as a condition of employment. Additional details located in the Supplemental Information section.

Essential Tasks

Reporting to the Continuing Education Associate Director, this position will:

• Provide frontline customer service for the Continuing Education department and the college’s Student Information Center;
• Participate in campus-wide meetings to stay current on campus programs and activities;
• Coordinate Continuing Education registrations (online orders, phone, walk-in, and mail-in);
• Work with the Business Office to manage payments, vouchers, and refunds;
• Provide general information, makes referrals to other campus offices, and answers questions over the phone, via email, and in person including problem solving and conflict resolution;
• Coordinate communication with CE students about class information and changes or cancellations, including phone calls, emails, bulletin board notices, and classroom signs;
• Oversee course evaluations; emails electronic class evaluation at the end of course to each student and sends results to instructor;
• Coordinate room reservations in 25Live for Continuing Education;
• Administer delivery of Continuing Education Units, Clock Hours, and Completion Certificates for CE students;
• Purchase textbooks for classes, provides textbook order to Bookstore and orders course materials;
• Support instructors by providing rosters, making class copies, arranging media, delivering supplies, and coordinating with security for key cards;
• Collaborate with Director and Associate Director to develop and complete Client and Personal Service contracts, MOUs and POs;
• Monitor and maintains spreadsheet to track contracts, MOUs and POs in order to ensure that they are up to date.;
• Invoice clients for services provided by the department;
• Track invoices payments to ensure all payments are received;
• Reconcile the Continuing Education purchase credit card;
• Support programming with quarterly course creation in ctcLink;
• Ensure cleanliness and organization of office including work order requests and ordering office supplies;
• Assist in the oversight and direction of student hourly workers, particularly in delegating routine tasks;
• Compose written communications and establish and maintain records relating to program operations;
• Primary backup to frontline staff and their respective job duties which includes office and program assistant job responsibilities;
• Direct the work of hourly staff;
• Coordinate project details and represent Highline College at Continuing Education sponsored events, meetings and programs, including off-site locations;
• Assist students with navigating fund sources/agencies’ requirements;
• Monitor program activities in relation to established program goals; with established program parameters, determine variance from program standards;
• Project, monitor, maintain, initiate expenditures and corrective action on program Budgets.

Knowledge & Skills:

• Evidence of excellent customer service skills over the phone, email, and in person;
• Comfortable in a busy environment and able to respond positively and quickly to emerging needs;
• Self-starter, resourceful, manages priorities well;
• General understanding of college self-support programs ;
• Detail oriented with exceptional organizational skills and follow through.

Ability to:

• Communicate effectively (both written and verbal);
• Accurately monitor and maintain budgets;
• Demonstrate an understanding of serving diverse populations and working in a multi-cultural environment;
• Work with difficult customers, solve problems, and resolve conflicts tactfully;
• Proficiently use office software tools: word processing, electronic calendar, and email such as Outlook, spreadsheet and database such as Excel.

Qualifications

Minimum:

• High School graduation or equivalent; AND
• Two years of full time experience working in a front desk position or equivalent; OR
• Equivalent education/experience.

Desired:

• Associates Degree;
• One year proven experience leading a team or project;
• Experience with the state-wide registration system, ctcLink, and/or other registration software.

Supplemental Information

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

Conditions of Employment
Highline College does require COVID-19 vaccinations for all students, staff and faculty –– with waivers for specific exemptions –– for those who physically attend courses, operations, or other in-person activities. This decision was made in accordance with higher education proclamation 20-12.4. A candidate will not be asked to report their vaccination status unless they are hired by the college. If a candidate chosen for hiring is not fully vaccinated from COVID-19 and plans to submit a medical or religious exemption to this employment condition, the hiring process will be suspended until a decision has been made regarding any exemption application which is submitted. A candidate will not be allowed to do any work for Highline College or be onboarded as a new employee during the time period when the exemption is being considered. The request for an exemption does not guarantee approval.

THE COLLEGE
Highline College prides itself on its commitment to diversity and equity, its institutional culture of collegiality and innovation, its globalization of curricula and its inclusion of the community in its programming. Founded in 1961, Highline College is situated in a diverse community just 15 minutes south of Seattle. The college annually serves more than 16,500 students –– a student population of over 70% students of color, representing 35 nations and more than 100 languages. The college embraces equity, inclusion and social justice, with core goals of student attainment, diversity, community Engagement and sustainability. The student body at Highline College is made up of Transfer students, Running Start students, Professional- Technical students, International students, Comprehensive Transition Program for students with intellectual disabilities, Adult Basic Education and English Language Learners. In addition, we offer six bachelor of applied science, four-year degrees.

MISSION AND VISION As an essential part of our mission and vision , diversity, equity and inclusion are promoted and fostered in all aspects of college life.

APPLICATION PROCEDURE
Your online application must include the following to be considered complete:
1. A detailed resume that addresses the MINIMUM QUALIFICATIONS of the position;
2. A letter of application/cover letter (two-page maximum, recommended) that addresses your ability to meet the QUALIFICATIONS, and KNOWLEDGE, SKILLS AND ABILITIES for the
position;
3. A one-page response to the Supplemental Question.

CONDITIONS OF EMPLOYMENT:

• National Criminal Background Check may be required;
• This position is covered under the Washington Public Employees Association (WPEA) bargaining agreement.

APPLICATIONS MUST BE FILED ONLINE AT:
https://www.governmentjobs.com/careers/highline

NEED APPLICATION HELP?
Should you have any difficulties uploading your documents or navigating the application process, please contact NEOGOV Technical Support at 1-855-524- 5627, Monday - Friday 6:00 AM to 6:00 PM Pacific Time.

HIGHLINE COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYER
Highline College is an equal opportunity employer. The College is committed to enhancing the diversity of our faculty and staff, as well as our student population. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientations, and gender identity diversity. We strongly encourage applicants to apply without regard to race, color, religion, sex, sexual orientation, national origin, age, marital or veteran status, disability, or any other legal protected status.

REASONABLE ACCOMMODATIONS
The College complies with the Americans with Disabilities Act. Applicants needing accommodations in the application process in an alternative format may contact the Human Resources office at (206) 592-3812. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.

TITLE IX POLICY
Highline College complies with Title IX regulations. For details on our policies, see our website https://humanresources.highline.edu/faculty-and-staff/policies/title-ix/

The College appointing authorities reserve the right and may exercise the option to make an employment decision prior to the conclusion of the recruitment process.