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3 Dec 2021

Full-Time Secretary Supervisor (Office Support Supervisor)

Clark College – Posted by hr@clark.edu Vancouver, Washington, United States

Job Description

Clark College Career Services is currently accepting applications for a full-time, permanent classified, Secretary Supervisor (Office Support Supervisor). This position reports to the Associate Director of Career Services. The Career Services department supports students’, graduates’ and community members’ career development and job search planning. The Office Support Supervisor oversees the front desk and projects; provides customer service to students, the public and staff members; provides department administrative support; maintains databases and office records; manages institutional hire student employment and supervises part-time staff. The hours for this position are Monday through Friday, 8:00 a.m.– 5:00 p.m., with occasional evening and weekend hours and willingness and ability to travel occasionally. Work may be in-person or remote depending upon Clark College operations and student/department need.

At Clark, we value equity, diversity, and inclusion. We are committed to growing, learning, and supporting our employees. Our 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: Yaju Dharmarajah, Director of Labor and Compliance, 360-992-2317, ydharmarajah@clark.edu, 1933 Fort Vancouver Way, Baird 012, 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.

Job Duties and Responsibilities:

  • Provide support to the front reception area and Career Services staff. Help create a welcoming environment. Respond to inquiries from students, prospective students, faculty, staff, clients and the public regarding Career Services. Oversee the scheduling of appointments, including maintaining Bookings and updates to scheduling and information in Bookings.
  • Supervise four part-time student workers who provide reception, staff the career and assist with projects. Train staff, direct and check their work, schedule and track hours, and provide guidance on their customer service skills. Lead the recruitment process and make hiring recommendations. Provide back-up supervision with other department student workers as arranged.
  • Assist with Career Services operations in a hybrid remote/in-person services and help with information flow as staff work in various locations.
  • Oversee organization of front office area, break room, and supply areas. Maintain the front desk policies and procedures manual and inform staff of new processes and policies. Maintain department inventory of supplies, event materials and handouts. Schedule staff meetings, take and compile meeting minutes.
  • Manage the Institutional Hire (IH) part of the Clark Student Employment Program; process all Student Help Request forms and collaborate with the Financial Aid Work Study program; issue IH student employment referrals; maintain related Student Employment program processes, increase the number of student employment applications through marketing campaigns.
  • Oversee department data collection and software applications, ensure all Career Services activities are captured.
  • Coordinate, maintain and evaluate the Student Success Workshop Schedule.
  • Coordinate and maintain outreach campaigns to student groups (e.g., undecided students).
  • Plan, coordinate, and execute Career Clothing Closet events, clothing donations and storage.
  • Enter webpage updates as requested by department.
  • Coordinate department participation in college fairs.
  • Utilize College systems for purchasing, room reservations, and facilities requests.
  • Assist the Associate Director with budget data entry and reconciliation.
  • Assist with establishing and maintaining electronic and manual filing systems, coordinating records management requirements, and providing training to department staff on records management and retention.
  • Ensure Career Services department is welcoming for People of Color, LGBTQIA+ people, People with Disabilities, Undocumented people, Low-income people and others from historically marginalized communities.
  • Develop and foster positive and collaborative working relationships with colleagues and other college offices to ensure Career Services meets student and college needs.
  • Perform other duties as required.

 

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:

  • Experience: two (2) full-time equivalent years of office support experience.
  • Education: Associate’s degree or equivalent education/experience.
  • Cultural Competency: commitment to understanding and fostering diversity, equity and inclusion.
  • Computer Skills: proficiency with Microsoft Office Suite and Internet search engines. Ability to learn and effectively use a variety of software, including database, website and student management systems.
  • Customer Service: ability to respond to changing needs, requirements, and information; must provide excellent customer service and function well in a busy, sometimes stressful environment.
  • Supervision: ability to direct the work of others and provide relevant coaching, support and evaluation.
  • Budget: ability to understand and reconcile monthly budget reports.
  • Self-directed: ability to produce accurate and timely work with minimal supervision.
  • Teamwork: ability to effectively collaborate in a team environment and share responsibilities with co-workers.
  • Critical Analysis: ability to identify issues and offer alternative solutions; informs supervisor of problems.
  • Communication Skills: must have strong communication skills including written, oral and ability to build and maintain effective relationships with a variety of people.
  • Coordination and Organization Skills: excellent organization skills, follow-through and ability to effectively coordinate activities, services and schedules to ensure smooth and efficient operations. Ability to manage and maintain data and statistical information.
  • Vaccination requirement: Per Washington State Proclamation 21-14.1: college employees must be fully vaccinated. Your COVID-19 vaccine status must be validated by the Human Resources office prior to the commencement of work. Requesting a disability or religious exemption would be done through the Human Resources office.

 

Job Readiness/Working Conditions:

  • 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.

 

Salary/Benefits: 

Starting Salary: $3,144/month                      Range:  40                           Code:  100V

Benefits package includes insurance, retirement, annual and sick leave, disability, flexible spending account, and tuition waiver.

 

Application Deadline: 

Required application materials must be completed and submitted online by 3 p.m., December 22, 2021.

 

REQUIRED ONLINE APPLICATION MATERIALS:

  • Clark College online application
  • Current resume
  • 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.

 

DISABILITY ACCOMMODATIONS

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 security.requests@clark.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 Human Resources

December 1, 2021

21-00123

How to Apply

Please apply online at www.clark.edu/jobs

Job Types: Full-Time.

Job expires in 42 days.

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