What are the responsibilities and job description for the Program Assistant (Instruction Office) position at Centralia College?
About Us
Centralia College is on a 30-acre campus of modern buildings set among walking paths, lawns, and native plantings just a few blocks from the heart of Centralia, Washington. The college has served students in the Lewis County region since 1925 and is the oldest continuously operating community college in Washington State. The city of Centralia is a historic railroad and river shipping hub with a vibrant downtown and railway station.
As a comprehensive community college, Centralia College offers academic transfer and workforce programs, as well as adult basic education, English as a Second Language (ESL), and personal enrichment classes. The college also offers five Bachelor of Applied Science degrees.
In addition to the main campus in Centralia, Centralia College East in Morton is a smaller site that serves the needs of students in east Lewis County. Centralia College is committed to the success of all students, and thus also provides educational programs at two corrections centers in southwest Washington and one juvenile facility. In total, the college serves more than 4,800 students annually. For nearly 100 years, several generations of Lewis County residents have looked to Centralia College for their education and training needs.
Centralia College is committed to student success, academic excellence, and enhancing and supporting our diverse community in an inclusive and equitable learning environment. We encourage applicants with demonstrated experience collaborating with, and serving, people from a wide range of backgrounds.
For more information on Centralia College and the Centralia area, call 360-736-9391 or visit www.centralia.edu.
Job Description
This position will perform complex duties and general clerical support to the Instruction Office. The position requires the ability to exercise sound judgment and problem-solving skills and a desire to promote a positive working relationship with peers, supervisors, faculty, and administrators.
This position works with employees in the Instruction Office, VP of Instruction, deans, directors, employees across the instruction division and campus, faculty, and students.
This position reports directly to the Program Support Supervisor and performs a variety of complex tasks in support of Instructional programs which include, but are not limited to maintaining the course master records, Instructional Council, and Curriculum Review Committee minutes. Independently performs a variety of office support duties. This position requires knowledge of requisitions and the purchasing process, ctcLink including Queries, Watermark/EvalKit, 25Live, SharePoint intranet, as well as Instruction Office, Personnel, and State Board policies and procedures.
Duties and Responsibilities
Meeting Support
High school graduation or equivalent AND Two years of full-time clerical experience OR Equivalent education/experience.
Conditions of Employment
There is one 40 hours per week, 12-month position. Classified employees are represented by the Washington State Federation of State Employees (WFSE). The state of Washington provides a comprehensive benefits package for state employees.
DEADLINE: The position extended to and will close on February 23, 2025. The screening committee will begin their review February 24, 2025.
Compensation
Monthly Salary: Range 37 ($3,239 - $4,194)
APPLICATION PROCESS
Interested candidates may apply by submitting the following items
If you are hired, you will need proof of identity, and documentation of U.S. citizenship or legal authorization to work.
Background Check
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.
EEO Statement
Centralia College has a strong institutional commitment to the principles of diversity in all areas. In that spirit, we strongly urge all qualified applicants, especially people of color, persons of disability, women, and disabled and Vietnam era veterans, to apply. Centralia College is an Equal Opportunity employer.
It is the policy of Centralia College to assure equal employment opportunity and non-discrimination on the basis of race or ethnicity, creed, color, national origin, sex, marital status, sexual orientation, age (over 40), religion, the presence of any sensory, mental, or physical disability, or status as a disabled or Vietnam-era veteran.
Centralia College does not discriminate in admission or access to, or treatment or employment in, its programs or activities. Designated Title II, VI, VII, IX, Section 504, ADA compliance officer: Vice President for Human Resources and Equity, Hanson Hall Room 101, Centralia College, 600 Centralia College Blvd, Centralia WA 98531-4099, (360)623-8943.
The Human Resources Office is accessible for persons with disabilities. Those who need disability accommodation in the application/employment process, please call (360)623-8943.
Jeanne Clery Statement
Notice of Availability of Annual Security Report-Centralia College's Annual Crime/Security Report is available here, containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related information. To obtain a paper copy of the report, please call 360-623-8947.
Title IX Statement
Centralia College is compliant with Title IX best practices. For more information visit, Title IX.
Centralia College is on a 30-acre campus of modern buildings set among walking paths, lawns, and native plantings just a few blocks from the heart of Centralia, Washington. The college has served students in the Lewis County region since 1925 and is the oldest continuously operating community college in Washington State. The city of Centralia is a historic railroad and river shipping hub with a vibrant downtown and railway station.
As a comprehensive community college, Centralia College offers academic transfer and workforce programs, as well as adult basic education, English as a Second Language (ESL), and personal enrichment classes. The college also offers five Bachelor of Applied Science degrees.
In addition to the main campus in Centralia, Centralia College East in Morton is a smaller site that serves the needs of students in east Lewis County. Centralia College is committed to the success of all students, and thus also provides educational programs at two corrections centers in southwest Washington and one juvenile facility. In total, the college serves more than 4,800 students annually. For nearly 100 years, several generations of Lewis County residents have looked to Centralia College for their education and training needs.
Centralia College is committed to student success, academic excellence, and enhancing and supporting our diverse community in an inclusive and equitable learning environment. We encourage applicants with demonstrated experience collaborating with, and serving, people from a wide range of backgrounds.
For more information on Centralia College and the Centralia area, call 360-736-9391 or visit www.centralia.edu.
Job Description
This position will perform complex duties and general clerical support to the Instruction Office. The position requires the ability to exercise sound judgment and problem-solving skills and a desire to promote a positive working relationship with peers, supervisors, faculty, and administrators.
This position works with employees in the Instruction Office, VP of Instruction, deans, directors, employees across the instruction division and campus, faculty, and students.
This position reports directly to the Program Support Supervisor and performs a variety of complex tasks in support of Instructional programs which include, but are not limited to maintaining the course master records, Instructional Council, and Curriculum Review Committee minutes. Independently performs a variety of office support duties. This position requires knowledge of requisitions and the purchasing process, ctcLink including Queries, Watermark/EvalKit, 25Live, SharePoint intranet, as well as Instruction Office, Personnel, and State Board policies and procedures.
Duties and Responsibilities
Meeting Support
- Coordinate the collection of meeting materials for Instructional Council and Curriculum Review committees
- Provide support for Instructional Council and Curriculum Review committees by preparing agendas, transcribing minutes, and distributing meeting materials
- Maintaining a list of meeting members, communicate meeting schedules, committee charters, and distribution of materials
- Organize meeting set-up for in-person and virtual meeting participants
- Use the Modern Campus Curriculum management system to help coordinate and oversee documents for Curriculum Review Committee (CRC) and Instructional Council approval, as well as manage access and ensure smooth approval workflows.
- Have a good working knowledge of ctcLink in order to use Query to create, prepare and run reports relating to instruction, including but not limited to class enrollment reports and advising reports
- Use ctcLink to create, and maintain class and course records
- Update and maintain the class schedule, room assignments, and course catalog and ensure timely and accurate submission
- Create and maintain an ongoing record of approved programs and course approvals
- Troubleshoot problems that may arise
- Collect, process, and distribute background checks for programs such as Early Childhood Education in a timely manner, ensuring confidentiality of documents
- Manage email correspondence, providing replies within established deadlines
- Proofread material, making corrections for sentence structure, spelling, grammar, and punctuation
- Establish or revise electronic or manual files
- Create and distribute quarterly honors recognition for students on the dean's list, vice president's list, and president's list
- Maintain office supplies inventory and create requisitions as needed
- Troubleshoot and maintain Instruction Office copier and order supplies
- Use Spreadsheet and database software to maintain and monitor budget and fiscal records relating to Instruction accounts:
- Instruction Office General Funds
- Prepare purchase requisitions
- Track requisitions through the process to completion
- Professional Development Funds (Professional Development and Extended Studies)
- Provide budgetary assistance for professional development and extended studies funds
- Prepare requisitions, reimbursements, and track expenditures and receivables
- Create, maintain, and troubleshoot the use of the online evaluation software program (WaterMark/Eval Kit)
- Create and maintain quarterly evaluation surveys using evaluation software package
- Create evaluation templates, compile results, maintain records, and distribute quarterly faculty reports
- Coordinate faculty Schedules and Syllabi collection process; communicate with faculty, staff, and deans.
- Create room reservations, assign classrooms to classes
- Analyze and resolve issues with room scheduling software (25Live) including room conflicts
- Provide information on the availability of rooms
- Assist with preparing supplies and logistics for the Instruction Office
- Answer telephones, receive and refer visitors including students, staff, and/or the public, and respond to inquiries regarding departmental procedures and services as they pertain to Centralia College and the Instruction Office
- Assist with office coverage within the Instruction Office
- Perform related duties as required
High school graduation or equivalent AND Two years of full-time clerical experience OR Equivalent education/experience.
Conditions of Employment
There is one 40 hours per week, 12-month position. Classified employees are represented by the Washington State Federation of State Employees (WFSE). The state of Washington provides a comprehensive benefits package for state employees.
DEADLINE: The position extended to and will close on February 23, 2025. The screening committee will begin their review February 24, 2025.
Compensation
Monthly Salary: Range 37 ($3,239 - $4,194)
APPLICATION PROCESS
Interested candidates may apply by submitting the following items
- Online Application
- Cover Letter that addresses your interest in the position and ability to perform the responsibilities described in this announcement.
- Detailed résumé of all educational and professional experience that demonstrates how you meet the qualifications.
- List of at least three professional references with contact information. References are typically contacted after interviews.
If you are hired, you will need proof of identity, and documentation of U.S. citizenship or legal authorization to work.
Background Check
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.
EEO Statement
Centralia College has a strong institutional commitment to the principles of diversity in all areas. In that spirit, we strongly urge all qualified applicants, especially people of color, persons of disability, women, and disabled and Vietnam era veterans, to apply. Centralia College is an Equal Opportunity employer.
It is the policy of Centralia College to assure equal employment opportunity and non-discrimination on the basis of race or ethnicity, creed, color, national origin, sex, marital status, sexual orientation, age (over 40), religion, the presence of any sensory, mental, or physical disability, or status as a disabled or Vietnam-era veteran.
Centralia College does not discriminate in admission or access to, or treatment or employment in, its programs or activities. Designated Title II, VI, VII, IX, Section 504, ADA compliance officer: Vice President for Human Resources and Equity, Hanson Hall Room 101, Centralia College, 600 Centralia College Blvd, Centralia WA 98531-4099, (360)623-8943.
The Human Resources Office is accessible for persons with disabilities. Those who need disability accommodation in the application/employment process, please call (360)623-8943.
Jeanne Clery Statement
Notice of Availability of Annual Security Report-Centralia College's Annual Crime/Security Report is available here, containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related information. To obtain a paper copy of the report, please call 360-623-8947.
Title IX Statement
Centralia College is compliant with Title IX best practices. For more information visit, Title IX.
Salary : $37
