Description

Program Manager A

Salary: $48,864 - $65,748

Classification: Full-Time Classified

Reports to: Dean for Workforce and Economic Development

Essential Functions

Provide administrative support to the Division Dean:

• Maintain supervisor’s daily calendar and accommodate scheduling conflicts
• Schedule meetings using Outlook Calendar/Zoom/Teams
• Coordinate arrangements for internal and external meetings, including room and meal arrangements, invoicing and payment, agenda development, preparation, and post-meeting material distribution and follow-up
• Alternate as not taker for Instructional Program Planning and Review (IPPR) meetings; draft minutes and provide to IPPR chair
• Coordinate and/or complete the preparation of documents and reports such as those related to hiring, travel, purchasing, payroll, budget, and event coordination
• Assist in expediting signature approvals, payroll, HR and FSCM workflow approvals
• Assist in division HR functions; assisting with hiring processes and procedures. Facilitate search committees, create requisitions, monitor job applicants, and coordinate communications with committee members and applicants regarding interviews, presentations, materials, technology and notification of status using NeoEd software and email.

• Oversee routine division administrative operations
• Coordinate division travel. Prepare and facilitate the processing of travel authorizations, cash advances and expense reports, including securing necessary signatures
• Gather, monitor, and archive select course materials (syllabi, course outlines, student learning outcomes) to maintain division-related materials for purposes of assessment, accreditation, and state audit requirements
• Develop budget estimates for new purchases, work with fiscal specialist to ensure funding is available, make purchases, maintain equipment records and equipment inventory
• Organize office space; modify work flow processes to achieve efficient use of space, equipment and personnel
• Work with facilities on office space renovations and deliver cost information from facilities to the Dean (if necessary)

• Ascertain and prioritize the importance and urgency of requests and situations
• Via phone, email, Zoom/Teams, and one-on-one meetings, respond to requests for assistance from internal and external stakeholders
• Serve as initial point of contact for employees’ questions. Deliver instructions from the Dean to other employees

• Serve as liaison between Dean and other staff members by transmitting assignments and requesting status information, and delivering reporting requirements and training requirements
• Facilitate development and composition of documents, assembling, proofing, editing, or formatting grant proposals, grant final reports, marketing/outreach materials, and minutes/reports
• Distributes the Comprehensive Local Needs Assessment (CLNA) surveys to stakeholders, faculty, students, etc
• Responds to surveys and studies from State Board and workforce entities
• Support new hire onboarding, perform division-specific orientations, secure electronic file access, software access, and electronic devices such as laptops, Surfaces, phones, etc.
• Keep program participants, staff, and other outside entities informed about program content, activities, and processes by email communications, distributing flyers, and setting up agendas for department meetings and leadership meetings.

• Establish, track and document Prof-Tech certifications using the state online certification system
• Provide training and orientation of new faculty to the certification requirements b using e-communications or personal appointments
• Maintain ongoing communications with the Prof-Tech faculty and their associated instructional deans regarding certification expirations and re-training opportunities for PDPs and CPR/First Aid requirements
• Arrange and oversee required Prof-Tech quarterly meetings and CPR/Firs Aid/BBP certification sessions

• Attend meetings as necessary to represent management when the Dean is unavailable
• Serve as the primary contact for division-related matters to be communicated to the Dean

• Advise dean, administrators, faculty and staff on policies and procedures
• Develop or forward employee training programs/course, visual aids, or other materials, schedules, and conduct/facilitate presentations and/or trainings
• Prepare reports including enrollment reports and contract renewals

Qualifications

Minimum Qualification:

• High School Diploma or equivalent
• Experience working in higher education
• Four years of progressively responsible professional experience as an administrative assistant functioning in confidential capacity reporting to a leadership position
• One-year supervisory experience

Additional Information

Key competencies:

• Accountability - accept responsibility for the quality and timeliness of work
• Accuracy in all work related to department operations
• Exceptional organizational skills due to large volume of managing and tracking details
• Display balanced judgement combining analysis, wisdom, experience and perspective
• Handle high-stress tolerance or adverse situations effectively, making good decisions, assisting others to work calmly and accurately
• Expressing verbal communication effectively using appropriate language.
• Clear and concise written communication

• Ability to lift, move and/or relocate items weighing up to 20 points
• Limited travel to branch campuses and evening or weekend work may be required to meet the needs of the position

Terms of Employment

Conditions of Employment

• 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. In addition to the background check, candidates will be required to complete the Sexual Misconduct Disclosure Form as required WB HB 2327.
• Olympic College seeks candidates for employment who share our commitment to fostering an equitable and inclusive learning environment (read our Equity Statement). All applicants are required to submit a statement of 500 words or less, describing the value of diversity, equity, and inclusion in the higher education environment and their prior, current, and/or potential contribution(s) to fostering diversity, equity, and inclusion as an employee.

How to Apply

To be considered for this position a candidate must apply online through the Olympic College website and submit the following required materials:

• Olympic College Online Application
• Resume
• Cover Letter - in your cover letter describe how your experience sets you apart for this position.
• Unofficial college transcripts. Official transcripts and copies of mandated certifications will be required of the successful candidate.

EEO Statement

Olympic College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Olympic College Provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following people have been designated to handle inquiries regarding non-discrimination and accommodation policies: HRTicket@olympic.edu or 360-475-7300 This recruitment announcement does not reflect the entire job description and can be changed and or modified without notice