Program Specialist 2 - Advising Front Desk Salary: $43,716 - $58,380Classification: Program Specialist 2Reports to: Director of AdvisingPriority consideration to those who apply by December 1, 2024 The Program Specialist 2 - Advising Front Desk serves as the first point of contact for students and staff in the Advising Center. They create a friendly, welcoming space for visitors, triage students to guide them to the resources they need, and help deescalate students who are frustrated or in urgent need. They supervise the front office student employees. The position is key to supporting Student Success Coach schedules, as well as marketing and scheduling for advising events. They ensure that advising operations run smoothly by maintaining efficient process and proactively anticipating scheduling challenges.Essential Functions
Review student intake forms and assign students to advisors in ctcLink based on these forms
Schedule meetings/appointments, maintain calendar, and take messages for Student Success Coaches and maintain their calendar
Serve as the initial point of contact for the Advising Center
Supervise student employees
Train student employees on front desk operations
Prepares and creates documents, flyers, and brochures that include graphics and other visual elements.
Place orders with Duplicating Services
Develop and distribute advising center notifications via flyers, email, etc. for when the advising center is open, hours/days of drop-in appointment, closures, etc.
Update the department website by making changes upon approval by the Director of Advising
Create data tracking processes and write reports (i.e.: volume of advising contacts by pathway, by modality, by time of the quarter; monitoring advisor caseloads; establishing log of calls to advising center)
Use spreadsheet and data base software to develop and maintain records
Develop a tracking method to track wait times, trends in program interests.
Anticipate heavy demand periods by looking at historical data and recommend schedule adjustments accordingly.
Analyze existing front desk procedures, make recommendations for improvement, and implement, such as improving the Advising appointment request form and tracking.
Develop a phone log process and provide reports quarterly to Director of Advising.
Assist Director of Advising with recruitment efforts (schedule interviews times, send email notifications to candidates, create hiring committee packets by printing off relevant application materials, greeting candidates)
Assist in set-up and clean-up of equipment and materials for office and/or projects.
Qualifications
Minimum Qualifications
High School Diploma or equivalent.
Intermediate experience in data entry and MS office.
Desired Qualifications
Two years of full-time clerical experience OR Equivalent education/experience.
Experience working in a community college.
Experience with Student Management Systems and/or database.
Additional Information
Terms of Employment
This is a full-time classified position scheduled to work 40 hours a week, with a salary range of $$43 716 - $58 380. All classified positions will start their salary at Step A, when you have completed six months of probation, you will receive a 5 percent pay increase. A collective bargaining agreement exists, and this position is covered by the Washington Public Employees Associate (WPEA) Union. Classified positions qualify for the following benefits:Medical/vision, dental, long-term disability, life insurance, and accidental dismemberment, Flexible Spending Arrangement, Dependent Care Assistance Program, Wellness Programs, Department of Retirement Systems Plan 2 or Plan 3, Deferred Compensation Program (DRS) retirement savings plan; TIAA supplemental retirement savings plan, Aflac, 11 paid holidays, leave - vacation/sick/personal holiday/personal leave, auto/home insurance, space available tuition waiver, Employee Assistance Program (EAP), fitness center, reduced rate and priority consideration on-site child care on a space available.For more information regarding benefits, please visit our website here.
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 ApplicationResumeCover Letter - in your cover letter describe how your experience sets you apart for this position.
EEO StatementOlympic 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. This recruitment announcement does not reflect the entire job description and can be changed or modified without notice.
