Program Coordinator

Program CoordinatorPosition Title - Program CoordinatorWorking Title - Professional and Continuing Education Administrative SupportLocation - OlympiaPosition Purpose - This position works under the general direction of the Dean of Professional and Continuing Education. The position has primary responsibility for overall administrative support for Professional and Continuing Education (PaCE). PaCE is Evergreen's newest area of the curriculum, offering coursework for adult learners and working professionals seeking enhanced credentials or degree completion through part-time online or on-campus opportunities that are intended for schedule-bound students. The position coordinates with the PaCE team to document, aggregate, coordinate and distribute information for PaCE, maintain and update the Dean's calendar and support related correspondence, and provide support as needed for other key PaCE team members. The incumbent also works collaboratively with the other academic staff to provide a wide range of academic support functions, including but not limited to, providing academic advice to students, faculty, and staff; communicating policies and procedures to internal and external constituents; providing academic project support; and providing administrative support.Nature and ScopeEssential Functions - Program Administration and Operations Provide overall administrative support for PaCE related to program implementation, scheduling, hiring coordination, budgets, communications, operations, and organizational priorities. Working within a collaborative team, provide administrative support for degree-completion and prior-learning-from-experience programs. Manage student and other personnel processes and records for PaCE as delegated by the Dean. Provide leadership, continuity, and institutional knowledge during staffing transitions and organizational change. Document and maintain current position manuals, departmental standard operating procedures, task lists, and implementation timelines. Perform other related duties as assigned, including duties that rotate among PaCE support staff as operational needs and capacity allow.Budget, Purchasing, and Financial Administration Manage and monitor PaCE budgets in collaboration with the Academic Budget Office, including administrative budget reviews, financial reporting, fiscal planning activities, and support for faculty program budget management. Manage and reconcile purchase card transactions in accordance with institutional and state requirements. Initiate, process, and track travel documentation and expense reimbursements for the Dean and project leads in compliance with institutional and state travel regulations.Hiring, Recruitment, and Personnel Support Provide administrative support for PaCE staff and faculty hiring and liaison with related hiring offices. Assist the Dean and Faculty Hiring Office in tracking recruitment activities and hiring timelines. Assist with developing and maintaining position posting materials and recruitment documentation. Schedule search committee meetings, interviews, and other recruitment-related activities.Faculty Support and Academic Personnel Administration (Credit-Bearing Programs) Support onboarding of newly hired faculty, including developing and maintaining orientation materials, and the PaCE Faculty Handbook. Assist PaCE Dean(s) with scheduling faculty teaching observations and reviews in accordance with applicable Collective Bargaining Agreement requirements. Coordinate faculty-related meetings, communications, and administrative processes as assigned.Professional Certificate Instructor Support (Non-Credit Programs) Coordinate and support hiring processes for professional certificate instructors throughout job search, contracting, onboarding, and employment processes in collaboration with the Vice Provost and Faculty Hiring and Contracts staff. Coordinate and support onboarding activities for professional certificate instructors. Maintain hiring and onboarding records and timelines for instructor appointments.Executive and Administrative Support Maintain the Dean's calendar and coordinate individual and group meetings for the Dean and PaCE team members. Intake, track, and respond to inquiries and correspondence on behalf of the Dean as appropriate. Participate regularly in staff meetings, including agenda development and note-taking. Draft, edit, format, and distribute correspondence, reports, memoranda, and other administrative documents as assigned. Attend meetings on behalf of the Dean when requested and communicate key outcomes and recommendations.Communications, Partnerships, and Community Engagement Manage PaCE email accounts, main phone line, and related communications. Communicate information regarding PaCE events, programs, policies, procedures, and services to campus and community stakeholders. Support the maintenance of accurate program information, records, and resources across communication channels.Facilities, Events, and Resource Coordination Manage the PaCE office suite and provide a welcoming environment and point of contact for students, faculty, staff, and visitors. Coordinate logistical arrangements and purchasing that supports PaCE operations and programming including space, equipment, and resource needs. Plan, coordinate, and support events and special activities. Coordinate office suite projects as needed.Institutional Service and Collaboration Collaborate with colleagues across the college to support departmental and institutional goals. Occasionally provide support to the Academic Deans Area during peak periods or staff absences. Participate in college committees and work groups as appropriate. Contribute to a collaborative, team-oriented work environment.Additional DutiesKnowledge Skills and Abilities - Technical Ability to provide administrative support to a Dean, Director or equivalent, including screening emails, drafting simple correspondence, managing appointments and calendar, and providing initial in-take from students, faculty, and staff expecting to meet with the Dean, etc. Ability to perform a variety of program management support tasks, including collecting and editing documentation for curricular operations and project development, entering data in relevant online system, and supporting revisions, filing, and posting of information. Skill tracking and coordinating timelines, scheduling, budgets, communication, etc. Knowledge of and skill in internet/basic research. Ability to prepare reports, including the analysis, organization, and effective presentation of quantitative data. Ability to plan and coordinate events. Excellent written communications skills, including editing, writing, and proofreading. Advanced skill and ability to use standard office equipment, PC and Mac operating systems, and a variety of programs/software, such as Microsoft 365, central databases, and website content management tools. Knowledge of hiring procedures, employee time and leave systems, Collective Bargaining Agreements, travel policies, and other related policies and procedures.Behavioral 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.Minimum Qualifications Desired Qualifications - Bachelor's degree. Three years of professional administrative support experience. Experience in an academic environment.Conditions of Employment - Must provide proof of identity and employment eligibility within three days of beginning work. This position is part of a bargaining unit and covered by the Classified collective bargaining agreement. Prior to an official offer of employment, a Declaration Regarding Sexual Misconduct form must be submitted to the college per RCW28B.112.080. The college will contact current and past employers to verify this information. Applicants who provide inaccurate information in their declaration will be disqualified and, if the inaccuracies are discovered after the applicant has been hired, it shall be grounds for termination.Benefits - 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; optional deferred compensation and optional supplemental retirement accounts.