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Program Assistant - Dean's Area

Bulletin number: 2013-049NJ

Opens: 9/13/2013

Closing date: 9/23/2013 at 5:00 p.m. PST

The Evergreen State College is committed to prohibiting discrimination and to building a diverse faculty and staff. We strongly encourage qualified persons of all races, ethnicities, and sexual orientations, people with disabilities, persons over forty, women, Vietnam Era and disabled veterans to apply.

There is currently one full-time, overtime-eligible Program Assistant position available on the Olympia Campus of The Evergreen State College.  The candidate pool established from this announcement may be used to fill comparable permanent, full-time, part-time, and temporary vacancies in the future.

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, graduate programs, and 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   


  • Salary is $2,212 - $2,920 per month of full time work.
  • Experience and training may be considered in salary placement.
  • 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 view http://www.evergreen.edu/payroll.
  • Staff are eligible for a free local bus/transit pass.
  • Permanent status employees that work 0.5 FTE or more are eligible for the tuition waiver program.

Provide support to the Academic Deans Area by facilitating special faculty-intensive academic programs and providing general support to all staff and Academic Deans.

This position, under the direction of the Information Systems Project Manager, is responsible for supporting the following specialized academic programs: Individual Learning Contracts, Human Subjects Review, Required Leave of Absence, Program Budgets, and provide specialized program support to the Evening and Weekend Studies and Full-Time programs. 

In addition, this position works closely with the other staff in the Deans Area, to provide a wide-range of administrative tasks, including:  Deans Area reception, scheduling, record-keeping, office emergency support, Web page updating, faculty personnel management support, communicating with various members of the Evergreen community, serving as a liaison between the Deans Area and other college front-line staff.

Deans Area Support

  • Perform intake/receptionist duties, including responding to inquiries and making appropriate referrals for the Academic Deans Area; provide assistance to faculty, students, staff, and other visitors to the Deans Area.
  • Maintain and respond to emails in the Academic Deans Office in-box from students and community members.
  • Assist faculty who come in to read portfolios and applications by getting them into the Portfolio Reading Room/Faculty Hiring Office.
  • Coordinate and maintain front desk coverage during Deans Area open hours.
  • Monitor and coordinate the maintenance of all office equipment in the Deans Area.
  • Maintain the Work Room and order office supplies.
  • Update Deans Area whiteboard daily with all Deans’ schedules.
  • Upon a Dean’s request, schedule student meetings for Deans’ schedules.
  • Distribute Deans Area mail daily, including generic mail and update mailbox and door signs during transition of deans and staff.
  • Schedule all repetitive meetings and external staff meeting requests into the Deans Area Space Calendar quarterly/annually and upon request.
  • Coordinate with Deans’ Staff in scheduling Deans’ calendars for coverage during peak times (Weeks 1-3 quarterly) for signature approvals.
  • Monitor and track all Petitions to Change Credit that come to the Deans Area and deliver to Registration & Records.
  • Send out 5th week warning announcement reminder to all faculty during week four each quarter.
  • Update and make sure all information on the Deans’ Web Page is current.
  • Due to location, provide emergency back-up support to the Art Gallery Directory when the alarm system accidently is triggered, by accessing the alarm and turning it off. Also, upon occasion, provides notification to public on gallery doors when gallery is unexpectedly closed.
  • Update and maintain all forms (e.g. FERPA, Appeal, Petition, etc.) provided at the front desk.
  • Support Program Coordinators and Information Systems Project Manager with special projects and work overload when time allows.

Academic Calendar and Directories

  • Initiate the collection of academic events and dates from academic and registration staff annually.
  • Initiate and create the Academic Calendar for each academic year in the online campus calendar.
  • Provide and maintain updates to the Academic Calendar.
  • Create and maintain the Critical Dates Calendar (aka “Dates At A Glance”) on the College Web site.
  • Update Faculty Directory information (areas of expertise/interest, degrees, etc.) as needed.
  • Update the faculty and campus directories with regard to incoming and exiting faculty.

Office Emergency Support

  • Serve as the coordinator for Emergency procedures and support for the Academic Deans Office, maintain Emergency Contact Information document; provide evacuation/emergency leadership to office when/if emergency event and/or drill occurs.
  • Represent Academic Deans Office at Emergency Procedures meetings. The Emergency Response Planning Coordinator, and other reps (usually annually), receive communications as needed about updates to emergency procedures.
  • Maintain First Aid supplies for office.

Faculty Personnel Management Support

  • Collect portfolios from faculty, log receipt of vitae and make a copy for files, and communicate to Deans Area of receipt of portfolio.
  • Collect syllabi and covenants from faculty, log receipt and track by faculty submission, and provide tracking reports to the Academic Dean.
Additional Support
  • Document and maintain updated tasks and timelines associated with this position, in the areas listed: Individual Study, Human Subjects Review, Required Leave of Absence, and Deans Area support.
  • Assist other support staff with desk duties during peak times and during absences.
  • Some duties may rotate between support staff in the Deans Area, when capacity allows.
  • Meet regularly within Deans Area both in Dean/Staff and Staff meetings and participate in workload discussions.
  • Participate on Search Committee DTFs to hire staff, deans and directors, when time permits.
  • Participate on college committees, as an academic division representative, when time permits.
Individual Study Contracts
  • Assist students with questions regarding the contract process, approval processes and registration procedures.
  • Maintain and respond to emails in the Individual Study in-box from students and community members.
  • Maintain the deans approval procedures in the Deans Area by assisting the Analyst and Deans with Deans’ approval processes and communication with students regarding contracts.
  • Send out contract submission deadline reminders to all students with contracts in process during Weeks 1 & 4 of each quarter.
  • Coordinate the communication with students regarding late registration and petition process to register.
  • Track and monitor all contracts NOT approved and manage follow-up.
  • Receive, date stamp, coordinate dean approval and filing of all hardcopy contracts.
  • Maintain and update the online Contract Application with faculty/sponsor assignment to deans groups.
  • Track contract data and print reports from the online contract database.
  • Coordinate international contract students’ meetings with Academic Dean, includes scheduling for Dean and explaining the international study contract approval process to students.
  • Maintain record of international studies student waivers and provide quarterly/annual reports.
  • Send list of approved contracts to Program Secretary Supervisor quarterly in advance of evaluation processing.
  • Update the deans about the quarterly contract approval process.
  • Create, distribute, and maintain files of the staff authorization request forms.
  • Maintain and update records for staff and faculty approved sponsors.
  • Notify registration regarding new approved sponsors, assigned Program Support Office and assigned Dean.
  • Update the Online Contract System application with any policy and process changes.

Program Budget Support

  • Collaborate with other areas of the college to prepare program budget online form for faculty, includes: student aid requests, space requests, travel requests, and goods and services requests.
  • Create, maintain and update annual program budget worksheets.
  • Coordinate communication with faculty by the Budget Dean about budget requests and allocations.

Human Subjects Review

  • Coordinate the Human Subjects Review (HSR) process by working with the Academic Grants Manager to develop, implement, and monitor the policies and process to ensure compliance with applicable federal guidelines.
  • Serve as the primary liaison for all inquiries from faculty, students and staff regarding the HSR process.
  • Update and manage both the online and hard copy applications and application process.
  • Maintain and track all HSR files and records.
  • Coordinate meetings and approval process with the Human Subjects Review Board.

Required Leave of Absence

  • Support the Academic Dean in monitoring, sending, and tracking the Required Leave of Absence letters that go out to students.
  • Provide administrative support, such as answering phone calls, sending out petition process information, and scheduling appointments, related to Required Leave of Absence to the Academic Dean.

Full-Time and EWS Curriculum Support

  • Be a liaison between the Deans Area and Registration and Records during the organization of the Academic Fair.
  • Remind Curriculum Program Coordinator/Curriculum Deans to send out call for Academic Fair absences in advance of each fair.
  • Collect programmatic materials for faculty who will be absent, create sign-up sheets for students, and email the resulting contact information to faculty after the fair.

Storage and Archive Coordination

  • Create and maintain an inventory of the Academic Deans Office storage area.
  • Coordinate with Deans, Faculty and Staff the removal and entry of all items for the storage area.
  • Coordinate the record retention of all archived files within the storage areas with other Program Coordinators.


  • Ability to provide administrative support to a dean, director or equivalent including, draft correspondence, manage appointments and calendar, and provide initial in-take from students, faculty and staff expecting to meet with the Dean, etc.
  • Skill and ability in explaining complex program or policy information.
  • Knowledge and skill in internet / basic research.
  • Excellent written communications skills, including editing, writing and proofreading.
  • Skill and ability to use standard office equipment, PC and Mac operating systems, and a variety of programs / software such as Microsoft Office (i.e., Word, Excel, Outlook, PowerPoint, and Access), Wiki tools, central databases, and website content management tools.
  • Knowledge of higher education academic issues, policies, practices and support systems for students and staff.
  • Ability to create and maintain multiple electronic and paper information files.


  • Demonstrate self-motivation, independent initiative, positive attitude, flexibility and sensitivity to the perceptions of others.
  • Ability to work independently in organizing, planning, prioritizing work, setting timelines, and meeting deadlines.
  • Ability to work collaboratively in a team setting and effectively interact with a culturally diverse staff, faculty, students, parents, college administrators and the public.
  • Possess a high degree of accuracy and attention to detail.
  • Ability to solve problems creatively and collaboratively.
  • Possess and display a high degree of diplomacy.
  • Ability to maintain a high degree of confidentiality.
  • Excellent interpersonal, customer service and public relations skills.
  • Ability to think through proposed solutions to problems identify important and relevant questions and make suggestions for improvement.
  • Ability to establish and maintain good working relationships with other areas and staff on campus. 
  • Ability to understand, interpret, explain and apply rules, policies and procedures.


  • This position is assigned to part of the college that is covered by a union shop provision and a collective bargaining agreement.  Employees are required to pay an amount equal to the fees or dues required to be a member of the union to the Washington Federation of State Employees within thirty days of their date of hire.
  • Must provide proof of identity and employment eligibility within three days of beginning work.
  • May be required to pass a pre-employment background check.
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.


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.
4.     An Affirmative Action Data Sheet (Word | PDF). Note: Submission of this statistical information is voluntary.

By submitting a completed application for this position you are acknowledging that all of the information that you have submitted to apply for this job is true and complete to the best of your knowledge. You understand that The Evergreen State College may verify this information and that untruthful or misleading answers are cause for rejection of your application or dismissal if you are hired. If invited for an on campus interview, you may be required to pay your own travel expenses.

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, Library Building room 3102.

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.

The following text enables this job listing to be included in the National Resource Directory Job Bank

Program Assistant - Dean's Area

Date Posted: 9/13/2013

Provide support to the Academic Deans Area by facilitating special faculty-intensive academic programs and providing general support to all staff and Academic Deans.

Location: Olympia, Washington
The Evergreen State College