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Program Support Supervisor 1 - Business & Computer Science

Employer
Columbia Basin College
Location
Washington, United States
Salary
Salary Not Specified
Posted date
Oct 15, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Type
Full Time
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Description

Columbia Basin College (“CBC” or the “College”) seeks a Program Support Supervisor 1 to independently plan, organize and prioritize work in support of the Business and Computer Science Department. This position directly assists the Dean in their related duties/activities and acts as a liaison between the Division(s) and outside organizations. This position reports to the Dean for Business and Computer Science

This position is open until filled. Priority consideration will be given to applicants whose complete application has been received by October 25, 2021 @ 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

Oversee the day-to-day operations of the Division, inclusive of:
  • Lead and direct the work of other classified personnel; train new employees; assign and schedule work;
  • Independently plan, organize, prioritize work and performance, i.e., monitoring and evaluating budget(s) status and initiating corrections (including database management and p-card management), quarterly and annual tasks, publicity posts (social media – Twitter, Facebook and Instagram);
  • Coordinate program functions with appropriate agencies and departments to accomplish program activities; promote the program on campus and with outside organizations; represent the program at meetings;
  • Oversee the preparation of reports, publications, including mailers, brochures and programs;
  • Meet with accrediting organizations and agencies regarding the interpretation and implementation of program and institutional policies;
  • Maintain, monitor and evaluate the division budget or fiscal records; complete or process requisitions, invoices and payroll; identify problems and initiate corrections; assist in the development of the division budget;
  • Represent the program in meetings and attend meetings on behalf of the Dean when requested;
  • Provide information related to the Dean's planning, organizing and operation of the division;
  • Answer telephones and receive, screen and refer students and community members;
  • Take meeting minutes; compose or type letters, meeting notices, and agendas; compile and produce reports, applications, financial statements, schedules, test materials, evaluations, and other documents;
  • Assist in making travel arrangements for the division faculty and student groups, assist in accessing process and forms, and facilitate final travel expense reports; collect syllabi from division faculty and maintain an electronic file system for easy access;
  • Order supplies, equipment, printing, and arrange for facility and equipment maintenance and repair services;
  • Maintain records of incoming/outgoing correspondence and documents and follow up on work in process; resolve problems and respond to inquiries regarding division procedures and services;
  • Perform complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet and data base files, uploading/downloading, and creating footnotes and outlines; use spreadsheet and data base software to develop and maintain records; prepare spreadsheets involving the development of formulas; combine files to create reports; use graphics software and recommend appropriate display of information;
  • Interact with faculty, staff, parents, volunteers and students from diverse socio-economic and cultural backgrounds; and
  • Perform related duties as required.
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

Problem Solving Skills : Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solutions; uses reason even when dealing with emotional topics;

Technical Skills : Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others; ability· to coordinate, plan and organize work accurately, uses effective and efficient methods of collection and organizing data and information;

Customer Service : Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments;

Oral Communication : Ability to speak clearly and persuasively 1n positive or negative situations; listen and get clarification; respond well to questions; demonstrate group presentation skills; participates in meetings;

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;

Computer Skills: Knowledge of Microsoft Word, and database applications;

Organizational Skills: Ability to organize projects, prioritize workflow and complete multiple tasks simultaneously and accurately;

Interpersonal Skills: Focuses on solving conflicts; maintains confidentiality; keeps emotions under control; remains open to others ideas; and

Communication Skills: Ability to communicate in a clear and concise manner in both written and oral formats; responds well to questions; and listens to others without interrupting.

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.

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/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.

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