Program Specialist 2 - Office of Academic Affairs

General Summary

Posting open until filled. Priority consideration for applications received by Feb 16, 2025.

The Program Specialist 2 (PS2) provides front office on-campus support for Academic Affairs administration, including welcoming visitors, answering questions, providing directions, processing mail and responding to inquiries; answer and refer questions from faculty, staff, students, and the public concerning college services & policies; Manage office records, including electronic and manual filing systems.

This position is a classified full-time, represented position and is eligible for overtime.

Salary Information:
The above salary range reflects the starting step of Range 42 (Step C) and ending step (Step M) salary for this classified position and includes a 5% King County compensation provision. As a new classified employee, based on annual increments, it will take 5 years to reach Step L on the salary schedule, 11 years to reach step M 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.

Essential Tasks

Reporting to the Assistant Director of the Office of Instruction, this position will:
Office Support

• Manage and coordinate multiple executive calendars, including scheduling meetings, prioritizing appointments, resolving conflicts, and ensuring efficient time management across competing priorities;
• Monitor and manage multiple email inboxes, ensuring timely responses, prioritizing communications, updating distribution lists, and effectively organizing correspondence to support efficient workflow and decision-making;
• Maintain and regularly update website and Canvas course content to ensure accuracy, relevance, and alignment with organizational standards, including posting announcements, managing pages, and troubleshooting issues as needed;
• Gather and compile relevant information from various sources to design, draft, and distribute the academic affairs newsletter, ensuring clear, engaging, and accurate communication aligned with organizational objectives;
• Provide comprehensive meeting and event support by coordinating logistics, managing event schedules, liaising with vendors, coordinating catering, and ensuring all materials and resources are prepared, set up, and available for successful execution of meetings, events, and workshops;
• Provide logistical support during meetings, including taking accurate meeting minutes, managing attendance records, setting up IT equipment and monitoring virtual meeting room in case of hybrid meetings, and distributing follow-up documentation to ensure effective meeting outcomes;
• Coordinate and execute purchasing activities, including maintaining and monitoring office supplies, processing requisitions, managing purchase card transactions, confirming purchases do not exceed budget limitations, tracking orders, and ensuring compliance with procurement policies and procedures to support program operations effectively;
• Prepare and process personal services contracts, including drafting agreements, ensuring compliance with organizational policies and regulations, obtaining necessary approvals, and tracking contract execution and renewals;
• Maintain and monitor articulation agreements;
• Lead logistical processes of a variety of functions within the Office of Instruction, including the annual syllabus review and the marketing request process, by monitoring incoming information, tracking progress, following up with stakeholders accordingly, and ensuring the timely execution of tasks to support program operations efficiently;
• Coordinate travel logistics, including communicating with attendees to compile travel preferences, making purchases, communicating with stakeholders about the overall process, submitting travel authority requests on behalf of attendees, preparing itineraries, and compiling necessary documentation to facilitate reimbursement processes in compliance with organizational policies and procedures;
• Direct, supervise, train and assign work to student workers and 1,000-hour office assistant;
• Complete special projects as assigned and ensure projects comply with college policies and applicable laws and regulations;
• Attend meetings, participate in campus community events and activities;
• Analyzes current processes to identify strengths and weaknesses. Develop recommendations for improvements and work with teams to implement them;
• In collaboration with other Program Specialists, provide coverage in case of vacancies or extended leave;
• In collaboration with other Program Specialists, provide training to new Program Specialists on departmental processes, as assigned;
• Other duties as assigned.

• In collaboration with relevant stakeholders, maintain a list of part time faculty due for evaluation, provide Department Coordinators with relevant information ahead of the quarter, and track completed evaluations;
• In collaboration with the Director of Instructional Planning and Budgets, support the faculty stipend process, including preparing stipend forms, monitoring incoming stipend requests, reviewing stipend requests for completeness and accuracy, and entering stipends into ctcLink for payment;
• Support logistical processes according to departmental standards related to faculty advisor assignments, part-time faculty and moonlight contracts;
• Provide logistical support for the catalog process, including collaborating with other divisions of the college to verify and update relevant information in the catalog.

• Communicate effectively, both written and verbally;
• Proficiently use Microsoft/Google office products;
• Work independently with a high degree of accuracy and efficiency;
• Work and interact effectively with colleagues, staff, students, administrators and others of various cultural, social-economic backgrounds and abilities;
• Adhere to project timelines and details with strong organizational skills;
• Work as a strong team player.

Qualifications

Minimum Qualifications:

• An Associate's degree; AND
• Two years of full-time administrative experience;

• Equivalent education/experience.

• Experience using PeopleSoft;
• Experience working in a college or educational setting.

• Experience working in a community college or other academic setting;
• Experience working with first generations students, students of color or immigrants, or with organizations serving underrepresented communities.

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.

THE COLLEGE

Founded in 1961, Highline College was the first community college to be established in King County and is one of 34 community and technical colleges. More than 350,000 alumni have graduated from Highline over the years. Nestled between Seattle and Tacoma, we are located on the traditional village sites of the Muckleshoot, Puyallup and many other Coast Salish tribes.

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.

NON-DISCRIMINATION STATEMENT

The college provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types).

The Title IX Coordinator, Danielle Slota, can be reached at (206) 592-3600 or DSlota@Highline.edu. 2400 S. 240th St. Des Moines, WA 98198. Building 12, President’s Office.

The 504 Coordinator, Jenni Sandler, can be reached at (206) 592-3474 or JSandler@Highline.edu. 2400 S. 240th St. Des Moines, WA 98198. Building 25, 5th Floor.

The Chief Human Resources Officer, Melanie Lawson, can be reached at (206) 592-3320 or MLawson@Highline.edu. 2400 S. 240th St. Des Moines, WA 98198. Building 12, Human Resources.

You can receive this information in an alternate format by contacting Access Services (206) 592-3857; TTY (206) 870-4853.