Job Description

Clark College is currently accepting applications for a full-time, permanent classified Program Specialist 2 – Advisory Committees in the Office of Instruction.  This is a 12-month permanent position to provide coordination and management of Clark College’s advisory committees as required by the State Board of Community and Technical Colleges.  This position provides information, training, placement, evaluation, and recognition of volunteers.  The position also interfaces directly with the Deans, faculty, and instructors to support program requirements.  Additional duties will include some receptionist/clerical and tenure office support for the Office of Instruction.

At Clark, we value equity, diversity, and inclusion. We are committed to growing, learning, and supporting our employees.

JOB DUTIES AND RESPONSIBILITES:

• Coordinate Advisory Committee meetings which includes:
• Schedule meetings and reserve rooms
• Send out communications to faculty and committee members.
• Coordinate catering (if part of the meeting)
• Manage meetings, occasional discussion facilitation.
• Take meeting minutes and transcribe, distribute, and maintain files.
• Manage Advisory Committee members (meeting all regulatory requirements) and program records, maintain accurate databases and roster information, meeting date tracking and follow-up, and other items related to Advisory Committee meetings and/or membership.
• Maintain and update the Advisory Committee website.
• Prepare documentation for state audit purposes.
• Act as a point of contact and reference for Advisory Committee members
• Create and deliver Advisory Committee member and chair training and materials for Advisory Committee members.
• Collaborate on continual improving the Advisory Committee processes and procedures using feedback from Advisory Committee members, faculty, and college staff.
• Serve as OOI receptionist: answer telephones, resolve problems, respond to inquiries, assist students, receive and refer visitors.
• Order, receive, distribute and maintain office supplies.
• Occasionally, provide clerical support for assigned tenure committee meetings, including set-up, minute taking, and scheduling/making room reservations for meetings with faculty, administrators, and students with strict contractual timelines.
• Transcribe and post detailed minutes to serve as the official record for Tenure Review Committee meetings.
• Track all contractually required evaluative components of the process for each committee, ensuring all materials are submitted, recorded and posted in compliance with the established deadlines outlined in the CC/AHE Faculty Contract and Washington State statutes and other regulatory agencies.
• Maintain clear communication with members of the tenure support office, the Office of Instruction and the college community, following professional standards of email, phone, and office etiquette.
• Create and maintain accurate and consistent files, including annual audits of electronic (SharePoint) and paper portfolios.
• Maintain accuracy and confidentiality of all tenure review process records, files and communications in compliance with institutional policies and state statutes.
• Assist with updating and maintaining the online tenure review committee and process handbook.
• Work collaboratively with other offices and individuals across the college.
• Provide additional support for special projects as assigned, such as tenure reception planning.
• Perform related duties as assigned.

POSITION REQUIREMENTS AND COMPETENCIES:

Candidates will be evaluated based on application materials, including the supplemental questions and personal interview(s), and will be required to demonstrate competencies in the following areas:

• Education: High school graduation AND two (2) years of relevant experience OR an Associate’s degree.
• Driver’s license: Valid driver’s license and reliable transportation to attend meetings held at satellite locations.
• Computer Skills: Experience using MS Word, Outlook, SharePoint and Excel (or comparable software/systems).  Ability to learn and utilize new technology.  Minimum typing speed of 45WPM, with 55+WPM.
• Experience: Demonstrated experience in office or administrative support work. Experience taking detailed meeting notes; formal minutes experience and laptop or tablet.

JOB READINESS/WORKING CONDITIONS:

• Diversity: Ability to work well with people of all ages from academically, culturally, and socioeconomically diverse backgrounds.
• Interpersonal Communication:  Effectively build and maintain collaborative relationships within the office and across the college.
• Problem Solving Skills:  Demonstrate the ability to apply critical thinking and generate solutions when navigating challenging situations.
• Confidentiality: Maintain strict confidentiality in accordance with tenure office standards.
• Coordination and Organizational Skills: Effectively organize, prioritize and manage workflow to meet contractual deadlines and ensure smooth tenure process operations.
• Self-directed: Demonstrate the ability to produce accurate and timely work with minimal supervision; seeks and acts on opportunities to improve, streamline, and re-invent work processes and is receptive to new ideas.
• Customer Service: Provide accurate and consistent service in supporting faculty, administrators, students, and staff.
• Ability to work effectively and in a professional manner in a fast-paced work environment.
• Ability and willingness to learn college-wide systems and how they interface with the Office of Instruction.
• Ability and willingness to effectively manage multiple tasks with competing priorities.
• Ability and willingness to work a flexible schedule to attend meetings that may start before 8:00 a.m. or end after 5:00 p.m.
• Ability to maintain positive working relationships and appropriately navigate high-pressure situations.
• The initial appointment will include a 6-month probationary period and the employee will earn permanent status after successfully completing probation.
• This position is represented by Washington Public Employees Association.
• 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.

 WHAT WE OFFER:

• A healthy work/life balance for our employees with the opportunity for flexible work schedules and remote work depending on position and college needs.
• McClaskey Culinary Institute offers fast, fresh, and healthy dining options for students, faculty, staff, and the community. The space, located in Gaiser Hall, features three kiosks, a full-service retail bakery and barista bar, grab-and-go items, and a student-run restaurant.
• Coffee Lounge in Hannah Hall and Clark Café in Joan Stout Hall.
• Campus bookstore offers snacks, apparel, and specialty supplies.
• On-campus early childhood education care program (pending registration and availability).
• Gym and recreation facilities available for membership.
• Clark promotes wellness with a variety of different workshops and events.

SALARY/BENEFITS: Salary Range: $3,401-$4,541/month | Step A-M (commensurate with qualifications and experience) | Range: 42 | Code: 00107I

Successful candidates typically start at the beginning of the salary range and receive scheduled salary increment increases.

Clark College offers an exceptional benefits package that includes vacation/sick leave; medical, dental, life and long-term disability insurance; retirement; and tuition waiver..

APPLICATION DEADLINE:  Required application materials must be completed and submitted online by 3 p.m., June 12, 2023

REQUIRED ONLINE APPLICATION MATERIALS:

• Clark College online application
• Current resume, with a minimum of three (3) references listed
• Cover letter describing background and experience related to qualifications and responsibilities of the position
• Responses to the supplemental questions included in the online application process

 Please apply online at www.clark.edu/jobs.

To contact Clark College Human Resources, please call (360) 992-2105 or email re*********@cl***.edu

ACCOMODATIONS

Upon request, accommodations are available to persons with disabilities for the application process. Contact Human Resources at (360) 992-2105 or by video phone at (360) 991-0901.

SECURITY

The security of all the members of the campus community is of vital concern to Clark College. Information regarding crime prevention advice, the authority of the Security/Safety Department, policies concerning reporting of any crimes which may occur on or near college property, and crime statistics for the most recent 3-year period may be requested from the Clark College Security/Safety Department, (360) 992-2133 or se***************@cl***.edu

The most recent Annual Security Report, written in compliance with the Clery Act, can be reviewed here: http://www.clark.edu/campus-life/student-support/security/report.php.

ELIGIBILITY VERIFICATION

If you are hired, you will need proof of identity, and documentation of U.S. citizenship or legal authorization to work.

CORRECTIONS OR EXTENDED NOTICES
Corrected or extended notices will be posted online and in the Human Resources Office.

Clark College’s Office of Diversity, Equity, and Inclusion (ODEI) supports individuals with their academic, personal, and professional development, as well as provides training and educational resources for all members of the college community around diversity, inclusion, power, privilege, inequity, social equity, and social justice. The college offers further professional development for our employees through opportunities such as Employee Resource Groups, Social Justice Leadership Institute, Cross Institution Faculty of Color Mentorship program, Administrators of Color Leadership Program, and Faculty and Staff of Color Conference.

Clark College values diversity and is an Equal Opportunity Employer and Educator. Protected group members are strongly encouraged to apply.  Clark College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, honorably discharged veteran or military status, citizenship, immigration status or use of a trained guide dog or service animal. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). The college considers equal opportunity, affirmative action, and non-discrimination to be fundamental to the mission, vision and values of the college. All faculty and staff hired at Clark College are encouraged to embrace, continually support and enhance social equity on our campus and in our community. The college 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 person has been designated to handle inquiries regarding non-discrimination policies, Title II and Title IX, and Affirmative Action: Gerald Gabbard, Director of Labor and Compliance, 360-992-2317, gg******@cl***.edu, 1933 Fort Vancouver Way, Baird 142, Vancouver, Washington 98663. Clark College is a smoke-free/drug free environment.  This recruitment announcement does not reflect the entire job description and can be changed and or modified without notice.

Clark College Human Resources

May 22, 2023

23-00053

How to Apply

Job Types: Full-Time. Job Tags: Clark College, Higher Education, office, and Program Assistant. Salaries: 40,000 - 60,000.

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