Program Specialist 2 - Manufacturing and Trades

Description Program Specialist 2 - Manufacturing and Trades Salary: $45,924 - $61,332* Annually Classification: Classified Staff Department: Manufacturing & Trades Reports to: Dean of Manufacturing & Trades

This position will remain open for a minimum of seven (7) days. The College reserves the right to close the recruitment at any time after the minimum posting period once a sufficient applicant pool has been established. All classified positions will start their salary at Step A.

Olympic College is recruiting for a Program Specialist 2 in the Manufacturing & Trades Division. This position will provide administrative, operational, and student support services for the Manufacturing & Trades Division. This position supports Olympic College's mission of promoting student success and workforce development by helping ensure Manufacturing & Trades programs operate efficiently and responsively to student and community needs. This position closely supports the Dean with administrative coordination and assists students by providing customer service and directing them to college resources. This position maintains program and enrollment data, supports purchasing and compliance activities, and contributes to data-informed decision-making. Essential Functions

• Assist dean with daily calendar and identify scheduling conflicts; bring to dean's attention and make updates as directed.
• Coordinate division meeting schedules, identifying and resolving scheduling conflicts to support efficient operations.
• Facilitate internal and external meetings, including room reservations, agenda development, presentation preparation, meeting minutes, and post-meeting material distribution and follow-up.
• Assist with dean’s travel plans by completing travel authorizations and expense reports.
• Organize office space by ensuring office supplies inventory is kept up and informational materials are easily accessible to visitors; assist dean in purchasing office supplies.
• Serve as the first point of contact for students, faculty, staff, and visitors by providing customer service in-person, phone, and electronic communications.
• Assist students with login issues, forms, navigation of systems (ctcLink/Canvas) troubleshooting issues and completing required forms.
• Assess inquires, identify needs, and direct students to appropriate campus resources, departments, services, and resources based on their needs.
• Provide basic information about programs, schedules, and processes in accordance with established polices and procedures.
• Coordinate front desk operations by responding to ensure coverage is available during established business hours, communicating any changes operational updates.
• Enter data, update, and maintain program records and documentation.
• Compile enrollment and scheduling data for review by senior staff.
• Prepare reports for all programs within the division, with metrics such as enrollment, fill-rates for courses, and student success rates to assist the division dean in making data-informed decisions. This person will work with institutional research to collect data and run these reports.
• Maintain files, records, and program documentation ensuring accurate recordkeeping and adhering to institution policies and procedures and state regulations.
• Assist department staff with tracking program activities with the PSNS cohort and tracking employment of recent program graduates.
• Assist with processing purchase orders, invoices, and PCard transactions.
• Maintain records related to purchases and vendor documentation.
• Enter data into purchasing systems and route documents for approval.
• Monitor the purchasing of office supplies and classroom supplies.
• Assist the Program Specialist 5 with maintaining student cohort lists and tracking completion status.
• Support grade entry monitoring and notifying supervisor of discrepancies for review.
• Prepare documentation for faculty substitute requests.

Qualifications

Minimum Qualifications:

• High school diploma or equivalent
• 1–2 years of clerical, administrative, or program support experience
• Basic computer skills (Word, Excel, email systems)
• Ability to follow instructions and established procedures
• Strong customer service skills
• May be required to lift and carry supplies and equipment of up to 40 pounds.

Preferred Qualifications:

• Experience in an educational setting
• Experience with data entry systems (ctcLink preferred)
• Familiarity with basic scheduling or student services

Please note that this position will be in proximity to an active welding shop, which means potential exposure to fumes. The employee will also be in proximity to machine areas which could be noisy or hazardous if safety protocols are not followed. The employee may be required to lift and carry supplies and equipment up to 40 pounds.Additional Information Terms of Employment Please note that we are unable to sponsor visas for this position. Only candidates who are currently authorized to work in the United States will be considered. This is a full-time classified position scheduled to work 40 hours a week, with a salary range of $45,924 - $61,332* annually. All classified positions will start their salary at Step A, After six months, you will increase 2 steps upon completing probation. A collective bargaining agreement exists, and this position is covered by the Washington Public Employees Association (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 for on-site child care if space is 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.
• The employee must reside in Washington State and within a reasonable distance of the campus to respond to workplace reporting requirements at the time of hiring. Frequent travel to Olympic College campuses or other sites may occur.

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 Application
• Resume
• Cover Letter - in your cover letter, describe how your experience sets you apart for this position.
• Unofficial college transcripts. Official transcripts and copies of mandated certifications will berequired ofthe successful candidate.

EEO Statement Olympic College values equity and is an Equal Opportunity Employer and Educator. Olympic College provides equal opportunity in education and employment and does not discriminate based on race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment include but not limited to unwelcome sexual conduct. 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 persons have been designated to handle inquiries regarding non-discrimination policies: Erin Pohl, Title VII and Title IX, building 5, room 528A, 360-475-7303. Olympic College is a smoke-free/drug-free environment. This recruitment announcement does not reflect the entire job description and can be changed or modified without notice. Olympic College Human Resources 1600 Chester Ave Bldg. 5 – 5th Floor Bremerton, WA 98337 https://www.schooljobs.com/careers/olympic

Benefits

Benefits include vacation, sick leave; medical, dental, life and long-term disability insurance; retirement; and tuition waiver.