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Program Coordinator - Faculty Hiring

Bulletin number: 2013-051NJ

Opens: 9/20/2013

Closing date: 10/4/2013 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 Coordinator 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 $2,482 - $3,293 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.

Coordinate and execute the planning and implementation of recruiting, hiring and orienting faculty to the college with the Dean of Faculty Hiring and Development.

This position, in coordination with the Dean of Faculty Hiring and Development (Dean), is responsible for the coordination of the recruitment, hiring and orientation processes for 10-25 regular and adjunct faculty recruitments annually. In addition, this position is responsible for managing faculty personnel files and development activities.

Under the general supervision of the Information Systems Project Manager, this position works closely with the other staff members in the Deans Area, to provide a wide-range of academic support functions, including but not limited to: providing faculty personnel information to faculty and staff; communicating policies and procedures to internal and external constituents; providing faculty review support; providing academic project support and administrative support to one academic dean.

Faculty Hiring - 80%
Provide on-going organizational support for multiple faculty hires on an annual basis, including: recruiting, interviewing, hiring, close of hiring, and orientating of new faculty employees. Within all phases of hiring, this position is responsible for managing hiring-related expenditures within budget (~$100,000 per year), manages the hiring credit card (i.e. P-card), manages the Faculty Hiring website, and serves as the primary liaison for faculty hiring to Human Resources, Payroll and other areas of the College. This position also may supervise (i.e., hire, train, certify hours) temporary staff and/or student employee, when needed.

  • Recruiting Phase:
    • Maintain information on recruitment sources and together with the committees and the Dean, research and develop new sources.
    • In collaboration with the Academic Deans, Graduate Directors, and committees, research, draft, edit and place recruitment announcements for faculty openings.
    • Create and update an annual faculty hiring timeline for all faculty recruitments to be used as the central source for monitoring hiring activity throughout the year.
    • Collaborate with College Relations for official print advertisements.
    • Function as the institutional contact for faculty applicants.
    • Advise faculty applicants and committee members of applicable hiring laws, rules, policies, and faculty hiring requirements.
    • Assist in developing, evaluating, revising and implementing faculty hiring policies and procedures.
    • Maintain and respond to general inquiries and application correspondence according to the Washington State retention schedule.
    • Create and update the position announcements on the faculty hiring web page.
    • Coordinate applicant materials and files for faculty committee reviews.
    • Create and maintain spreadsheets, reports and forms for tracking applicant information. Update and prepare faculty hiring guidelines to be shared with committees for the next year.
  • Interviewing Phase:
    • Assist Dean in developing rating criteria/procedures.
    • Advise and assist hiring committees with rating procedures, itinerary arrangements, and interview procedures.
    • Assist hiring committees with recruitment conferences; travel arrangements, expenses, scheduling interviews and scheduling interview space.
    • Schedule faculty applicant interviews, plan itineraries in consultation committees.
    • Arrange for and facilitate candidate on campus visit, including working both during and outside of normal working hours.
    • Publish and distribute itineraries and announce candidate’s presentations to the campus community.
    • Coordinate on-site support for interviewee and hiring committee during planned interview days (e.g., itinerary changes, hospitality, tours of local area, etc.).
    • Verify faculty candidate academic credentials.
  • Hiring/Closing Phase:
    • Assist new faculty directly upon arrival to the college by: initiate paperwork (i.e., I-9, W-2, etc.) necessary to set-up in internal systems, initiating faculty evergreen user I.D., connecting them with Payroll (e.g. auto-pay sign-up and benefits), Equipment and Budget Coordinator (e.g., computer, equipment, and office space), Registration & Records (e.g., Evergreen ID), Parking, etc.
    • Coordinate reimbursements for moving expenses, includes: tracking award to each faculty, collecting receipts, and completing official travel paperwork to process reimbursements.
    • For each new faculty member: create new identification number,  enter faculty degree, enter Affirmative Action information,  identify employee as a faculty member within the Banner Information System for curriculum identification, and make sure completed I-9 is delivered to Human Resources to initiate employee creation in Banner Information System.
    • Communicate to the Academic Deans, Deans Staff and Academic Budget Staff of new faculty employees, once faculty have been identified in the Banner Information System.
    • File and shred candidate applications when hire is complete and return unique items to applicants (e.g., books, pictures, art samples, etc.) Serve as a source of information for housing options for new faculty.
    • Coordinate with the Payroll Office and faculty to establish electronic funds transfer so faculty are paid.
  • Budget and Administrative Coordination:
    • Regularly coordinate with Human Resources, Payroll and the Academic Budget Office regarding internal hiring procedures and systems.
    • Initiate and authorize payment of expenditures associated with faculty hiring; reimburse candidates and other interview participants for interview expenses.
    • Track and maintain monthly P-card expenditure reports and send these to the Purchasing Office.
    • Create and track purchase orders to pay vendors for advertisements and accommodations.
    • Maintain and monitor both the faculty hiring and faculty development budgets.

Faculty Orientation and Development – 6%

  • Assist Dean of Faculty Hiring and Development in maintaining information on faculty development opportunities and activities.
  • Provide administrative support such as: scheduling space for events on campus, providing materials and equipment, and other logistical arrangements; making travel and payment arrangements for visiting speakers and/or trainers; provide support in advertising faculty development opportunities.
  • Maintain and update the faculty development web page.
  • Assist the Dean of Faculty Hiring and Development in planning and coordinating the orientation events for new faculty, includes editing and compiling materials, scheduling space, providing equipment and other logistical arrangements.
  • In coordination with the Dean of Faculty Hiring and Development plan development opportunities, includes: coordinate production of the program, plan and pay for meals and refreshments, scheduling rooms, coordinating transportation, signage, and equipment.

Faculty Review Support – 5%

  • Coordinate five year faculty reviews: create and schedule review meetings, notify faculty reviewee and teaching partners, coordinate and schedule portfolio review, create reviewee certificates and affirmation for personnel file and employee.
  • Coordinate faculty requests for ADA accommodations.
  • Explain the provisions of the faculty Collective Bargaining Agreement and Faculty Handbook.

Deans Administrative Support – 5%

  • Regularly provide administrative support to Dean of Faculty Hiring and Developments by performing duties such as: managing their calendars, scheduling meetings, processing travel arrangements and reimbursements, monitoring desk budgets, taking minutes, routinely provide training and advice regarding hiring systems, policy, and procedures etc.
  • Act as Dean’s liaison with campus community and the public by intercepting problems/issues related to incoming faculty (i.e., space, equipment needs, faculty, staff and students) and any other issues related to the Dean’s assigned desk duties.
  • Represent the Dean of Faculty Hiring and Development, and in some cases, facilitate faculty hiring or academic project meetings on behalf the Dean of Faculty Hiring and Development.

Faculty Contract and Personnel File Management - 3%

  • Maintain and update the faculty personnel files by: creating official faculty file upon hire, filing official documents to the files, archiving faculty files upon termination of employment, adhering to Washington State retention schedule.
  • Coordinate with the Provost Office for tracking and producing faculty contracts.
  • Act as a liaison with Academic Budget Office, Payroll and Human Resource Office regarding faculty employee issues.
  • File medical related letter copies in separate file on behalf of Academic Dean overseeing LWOP.
  • Maintain incoming sabbatical reports in faculty files.

Deans Area Support - 1%

  • Document and maintain updated tasks and timelines associated with this position, in the areas listed: recruitment, hiring, orientation of faculty, faculty contract and personnel file management, faculty development, Dean administrative support, faculty personnel management 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.
  • Participate regularly within Deans Area both in Dean/Staff and Staff meetings.
  • 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.


  • Knowledge of human resource rules, policies, regulations and procedures (e.g., Non-Discrimination Policy, Affirmative Action Policy, Confidentiality, Pre-employment Inquires, and other federal and state laws, etc.)
  • Knowledge of recruitment and hiring practices and procedures.
  • Knowledge of higher education academic issues, policies, practices and support systems for students and staff.
  • 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.
  • Skill and ability to track and maintain budget and other financial records and information, including using electronic purchasing systems. 
  • Ability to provide technical assistance to faculty in the set-up and use of media equipment (e.g., conference telephone, overhead projector, slide projector, recording devices, speaker phones, VCR’s and Data projector).
  • 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.
  • Knowledge and skill in internet / basic research.
  • Excellent written communications skills, including editing, writing and proofreading.
  • Ability to create and maintain multiple electronic and paper information files.
  • Ability to understand, interpret, explain and apply rules, policies and procedures.


  • 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 maintain a high degree of confidentiality.
  • 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.
  • Excellent interpersonal, customer service and public relations skills.
  • Ability to establish and maintain good working relationships with other areas and staff on campus. 


  • Must provide proof of identity and employment eligibility within three days of beginning work.
  • 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.
  • May be required to submit to a pre-employment background check.
  • Must be able to occasionally work evenings and/or weekends.
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 Coordinator - Faculty Hiring

Date Posted: 9/20/2013

Coordinate and execute the planning and implementation of recruiting, hiring and orienting faculty to the college with the Dean of Faculty Hiring and Development.

Location: Olympia, Washington
The Evergreen State College