Program Coordinator - KEY Student Support Services

Bulletin number: 2009-027MJL

Opened: 10/29/09

Closing date: 11/16/09

SPECIAL NOTE
There is currently one full-time, overtime eligible Program Coordinator position available in KEY Student Support Services on the Olympia Campus of The Evergreen State College.  This position is funded for 11.5 months per year, and is dependent on continued funding.  The candidate pool established from this announcement may be used to fill comparable permanent, full-time, part-time and temporary vacancies for the next six months to one year.

COLLEGE PROFILE
The Evergreen State College is a progressive, public liberal arts and sciences college located in Olympia, Washington, in the beautiful Pacific Northwest.  Since opening its doors in 1971, Evergreen has established a national reputation for leadership in developing innovative interdisciplinary, collaborative and team-taught academic programs.  The college has a vibrant undergraduate program, a graduate program, and seven public service centers that constitute a unique academic setting.  The College values a student-centered learning environment, a link between theory and practice, and a multicultural community of diverse faculty, students and staff working together.  Current enrollment is approximately 4,500.  For more information about Evergreen, please visit our college catalog or our website: http://www.evergreen.edu

POSITION PURPOSE
KEY (Keep Enhancing Yourself) Student Services is a US Department of Education funded TRIO program designed to increase the retention and graduation rates of 180 first-generation college students, low income students, and students with disabilities who have a demonstrated academic need.

Under the general direction of the Director of KEY Student Services, the Program Coordinator is responsible for the daily administrative support for the grant including contact with students, processing applications, producing program materials, reconciling and balancing the budget and database maintenance to ensure compliance with the Annual Performance Report submitted to the Department of Education. 

COMPENSATION

• Experience and training may be considered in salary placement;
• Salary range is $2,482 to $3,213 per month for full time work;
• A full state benefits package which includes: paid sick and vacation leave; paid campus holidays; a generous medical, dental, life and disability insurance package for employees and dependents; retirement; deferred compensation and optional supplemental retirement accounts. For more information about Evergreen's excellent employee benefits, please visit http://www.evergreen.edu/payroll/employeebenefits.htm.
• Staff are eligible for a free local bus/transit pass;
• After successful completion of the probationary period, employees are eligible for the tuition waiver program.

DESIRED QUALIFICATIONS
High School graduation or equivalent AND two years of full-time work experience, OR equivalent education/experience. 
 
Additional consideration may be given to applicants who have the following:

• Intermediate skill and ability in database management
• Budget management;
• Proven computer skills in spreadsheets, word processing, and publishing applications;
• Proven ability to work with diverse and under-represented populations such as first generation, low income and/or students with disabilities;
• Ability to demonstrate excellent communication skills.

ESSENTIAL FUNCTIONS

• First point of contact for students, staff and the general public on program content, procedures and activities;
• Independently screen student applications to determine their eligibility for KEY Services.  Ascertains the complexity of their needs and refers the students to appropriate KEY program counselors or provides assistance to students in finding alternative courses of action or services.
• Monitor program budget expenditures and then reconcile and balance KEY budget in Excel from college’s monthly budget runs;
• Report budget status and project expenditures as needed to the Director;
• Support the KEY Director by developing administrative procedures that facilitate accurate tracking of participants’ academic and personal development needs as they progress through the program;
• Participate in the Annual Performance Report to the US Department of Education.
• Ensure that certain KEY Program activities are in place, properly scheduled, and monitored to ensure compliance with federal grant guidelines, rules and regulations;
• Represent the needs of the KEY Program to the campus community, including serving on committees and/or work groups as a member where the KEY Program is a stakeholder.
• Develop and maintain program database; run reports as required by the program, utilizing Access and Banner software programs.
• Coordinate the implementation and maintenance of management information systems and ensure that administrative procedures comply with federal program grant rules and regulations, including coordinating the collection and compilation of data required by the federal grant and the College;
• Create documents including but not limited to: fliers, ads, posters, banners, newsletters, labels, mailing lists, and office forms;
• Coordinate assembling and mailing including but not limited to: quarterly announcements, invitations, mid-quarter evaluations, labels and printing forms;
• Maintain office supplies including ordering and purchasing; maintain and reconcile purchase order records for KEY program.
• In collaboration with program staff, assist in selecting, training, and directing the student staff;
• Provide coordination for program events including outreach, KEY quarterly parties and KEY cultural events;
• Maintain KEY Program web page on the college website;
• Organize office and student files including archiving office files;
• Process assorted forms such as but not limited to: personnel forms, purchase requisitions, travel authorities, etc;
• Review publications for articles or reports on subject matter of special interest, obtain copies, and maintain files of such information;
• Attend meetings on behalf of supervisor or work group;
• Perform related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Demonstrated skill and ability to interpret and apply federal rules and regulations regarding eligibility requirements of the KEY Student Services program.
• Ability to receive and respond to specialized requests in person, via e-mail, over the phone and through the mail and to provide timely follow-up;
• Ability to work under pressure and handle multiple tasks requiring a high degree of accuracy and attention to detail in a highly public, open office environment with constant interruptions throughout the day;
• Ability to prioritize and perform a variety of projects and assignments that may have multiple and conflicting timelines;
• Ability and commitment to work with diverse populations, under represented populations such as first generation, low income and students with disabilities and all students, staff, faculty and the general public;
• Ability to create a warm, inviting reception area;
• Knowledge of mathematics and ability to accurately perform mathematical calculations; skill and ability to independently analyze data, identify errors and to make corrections and accurate determinations of outcome.
• Demonstrated knowledge, skill and proficiency with current computer technology, including e-mail and calendaring software such as MS Outlook; word processing such as MS Word, spreadsheet software including MS Excel, the internet and relational databases, including MS Access; must demonstrate ability to learn and utilize the college’s internal relational database system, SC Banner.
• Ability to enter data accurately using established processes;
• Skill and ability to accurately query data and run KEY Program reports following grant requirements using MS Access and SC Banner.
• Knowledge of and skill in budget management using Excel;
• Proficient in the use of publishing software such as MS Publisher;
• Ability to maintain a web page;
• Ability to sit for extended periods of time at a desk/computer and operate standard office equipment;
• Ability to assign, instruct and check the work of others;
• Ability to work independently and to demonstrate sound judgment;
• Ability to function effectively in a collaborative, culturally diverse work environment;
• Ability to work as part of a team and have flexibility in working with others who demonstrate different learning / work styles;
• Ability to develop constructive and cooperative working relationships with coworkers and staff in other student-centered service offices on campus, and maintaining them over time.
• Ability to problem-solve;
• Excellent organizational and communication skills;
• Ability to create, organize and maintain accurate records and files; ability to maintain confidentiality of academic records.

CONDITIONS OF EMPLOYMENT

• Must provide proof of identity and employment eligibility within three (3) days of beginning work, and may be required to submit to a background check;
• This position is assigned to part of the institution that is covered by a union shop provision of the Department of Personnel/Higher Education Division.  Therefore, new employees are required to pay dues to the Federation of State Employees within thirty (30) days of their hiring date. Replace this content with your own.

APPLICATION PROCESS Please carefully read the job bulletin and submit all requested items by the closing date listed above.  The committee in its screening of applicants will assume your abilities and experience include only those elements specifically documented within your application materials. TO SUCCESSFULLY APPLY AND BE CONSIDERED FOR THIS POSITION YOU MUST COMPLETE AND SUBMIT ALL THE FOLLOWING REQUIRED APPLICATION MATERIALS: 1.    Possess the skills and abilities required to perform the position; 2.    Complete the General Application form (Word | PDF); and 3.    Complete a Key Skills and Abilities Inventory form (Word | PDF) to indicate your ability to perform the essential functions of the position. Materials may be submitted using any one of the following options: Email: jobline@evergreen.edu Mail: The Evergreen State College, Human Resource Services, Library Bldg Room 3102 2700 Evergreen Parkway NW, Olympia, WA  98505 Fax: (360) 867-6823 Or in person to the Human Resource Services office. Application materials submitted to the College become property of the College and will not be returned. To request disability accommodation in the application process, call the Human Resource Services Office at (360) 867-5361 (voice), or (360) 867-6834 (TTY) or email your request to jobline@evergreen.edu.

Changes and/or modifications to this bulletin will be located at the Human Resource Services Office, Library Building, Room 3102 and on our web site at: www.evergreen.edu/employment

Committed to equal opportunity and operating with an Affirmative Action Plan, The Evergreen State College is working to build a diverse faculty and staff.  We strongly encourage qualified persons of all races, ethnicities, and sexual orientations, persons of disability, persons over forty, women, Vietnam Era and disabled veterans to apply.