Job description
Job Summary
Central Washington University is recruiting a Program Assistant to join our High School Equivalency Program in Yakima, Washington. This role is an important member of our team as they enhance the vision for the University. The role is a campus-based (telework-hybrid possibility) position, which means you get to see the lives you are impacting. We're offering a salary, depending on experience, from $34,680 - $45,852 annually plus the awesome CWU benefits.
Who we are:
We are a team of individuals committed to Changing Students' Lives. No matter what job, each of us plays a part in supporting and empowering our students to fulfill their dreams.
Working in higher education provides career growth and career choice. Think of a university campus like a mini city, operating across 380 acres. You’ll find diverse academics, libraries, athletics and sporting events, full service and quick serve dining, conferences and events from small to large, recreation centers, housing for ~10,000 students, health services, police and public safety.
For the seventh time in eight years, CWU is a recipient of the prestigious Higher Education Excellence in Diversity (HEED) Award from INSIGHT Into Diversity magazine. Come join us on our journey to encourage, inspire, and create spaces where all identities thrive on campus.
Tour our campus in Ellensburg here: www.youtube.com/watch?v=HjdhOegDa9A
What we offer:
Our investment in you begins the day you join our team, a healthy and successful future for you is important to us. We offer medical, dental, life and disability insurance, retirement and optional savings plans, tuition assistance for you and your dependents, discounts across town, an employee assistance program for individualized counseling, and a wellness incentive program. Learn more: www.cwu.edu/hr/benefits-perks-discounts.
The Role:
This position provides program/clerical support to students and staff of the Migrant Academics Services Academy (MASA) Program. The position will also work with the public and provide information related to program qualifications, policies and procedures that require knowledge and experience specific to the MASA program. This position composes written communications, establishes, and maintains records relating to the successful operations of the MASA program. All employees are expected to support CWU’s commitment to diversity and to bring and support inclusion into the university environment.
Job Duties
- Supervises part-time office assistants, and coordinates tasks and projects for them.
- Maintains an orderly and welcoming office environment, greets all visitors with pleasant and professional demeanor, and assists visitors in locating campus resources and services.
- Supports activities of MASA; including, but not limited to, coordinating office duties such as, filling, processing, and distributing incoming and outgoing mail as well as faxes.
- Assists with preparing written communication to participants through a variety of correspondence forms, letters, and other material specific to the MASA program.
- Maintains manual and electronic filing systems including databases, spreadsheets, and rosters, relating to program operations.
- Maintains, revises and updates MS Outlook office contacts and calendars for MASA program staff.
- Schedules appointments as necessary for students and prospective students for admission counseling, advising, placement, testing, and others as needed.
- Serves as the first point of contact for MASA which includes phone, email, and in-person inquiries and visitors.
- Responds to inquiries, including sensitive issues requiring independent judgment and discretion.
- Ensures information provided is aligned with MASA grant goals, policies, and procedures.
- Maintains and seeks out knowledge related to the legislation, regulations, and guidelines that govern the federally funded MEP grant and applies them appropriately.
- Creates and maintains hard copies of MASA student files.
- Assist assistant director by reviewing budget and setting projections and developing reports as needed.
- Monitors MASA budget; processes invoices and requisitions, ProCard reconciliation, purchasing supplies and maintaining budget expenditure up to date.
- Maintains and organizes inventory, purchases office supplies and equipment as needed to ensure efficient program operations.
- Process e-purchase orders, check requests and maintain budget records.
- Makes on time payments to all MASA accounts.
- Maintains all department paper and electronic filing systems according to office guidelines.
- Handles information with discretion and in compliance with FERPA regulations.
- Coordinates student educational, cultural, and other events in collaboration with MASA advisor.
- Assists advisors with retention initiatives.
- Enhances program awareness via presentations and disseminating program information/flyers to local school districts, communities, and outside organizations/non-profit agencies.
- Ensures eligibility of prospective students and conducts quarterly student record audits/reports.
- Assists advisor with various outreach/retention related tasks and duties
- Pays MASA accounts in a timely manner.
- Maintains all department paper and electronic filing systems according to office guidelines. Handles information with discretion and in compliance with FERPA regulations.
- Perform other duties as assigned.
Minimum Qualifications
- Clerical experience in a professional office environment.
- Experience and/or training that demonstrates the ability to use Word, Excel, e-mail and/or similar software applications to produce written correspondence, create and maintain spreadsheets, receive and respond to e-mail inquiries, tasks, etc.
- Demonstrated superior written/oral communication skills.
- Ability to provide excellent customer service including listening to customers, identify issues, provide options, fulfill services, and exercise knowledge of procedures to assist others.
- Demonstrated abilities to effectively organize multiple assignments, sometimes with competing priorities.
- Experience working with migrant community.
- Fluent in English and Spanish (program serves a large percentage monolingual Spanish speakers).
- Demonstrated willingness and/or experience working with students and/or co-workers from a wide range of abilities, backgrounds and experiences.
- OR applicable combination of education and/or experience which demonstrates the ability to perform the essential functions of the position.
Preferred Qualifications
- One year of college credits completed.
- Experience providing administrative or clerical support to a state and or federally funded program.
- Recruitment/presentation experience.
- Ability to incorporate multicultural perspectives and issues into everyday conversations.
- Life experiences that demonstrate an ability to contribute to CWU’s commitment to inclusion and diversity.
- Demonstrated participation in programs designed to promote inclusion.
- Experience or interest in mentoring students from a variety of backgrounds.
- Demonstrated commitment to improving access to higher education for students through various activities.
Competencies
- Accountability/Dependability: Accepts responsibility for quality of own work; acknowledges and corrects mistakes. Shows up on time, meets standards, deadlines and work schedules.
- Judgement: Makes timely, informed decisions. Analyzes options and determines appropriate course of action.
- Teamwork: Promotes cooperation and mutual support to achieve goals. Encourages participation and mutual support.
- Adaptability/Flexibility: Responds positively to changing business needs and responsibilities. Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.
- Commitment to Diversity: Recognizes the value of diversity and helps create environment that supports and embraces diversity.
Don’t meet every single requirement? At CWU we’re dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your experience doesn’t align perfectly with every requirement, we encourage you to apply anyway. This may be the job for you!
Pay, Benefits, & Work Schedule
Salary: $2,890 /month with periodic increases up to $3,821 /month
Working Conditions: Work is performed in an indoor office setting with frequent in-person interactions. It is essential to be able to remain at a desk/computer workstation for prolonged periods of time, perform extensive data entry and other computer-related tasks and create/maintain filing systems for departmental records. Some evening or weekend work and/or occasional travel may be required.
Benefits: CWU offers a comprehensive benefits package including medical and dental insurance, retirement and optional savings plans, life and disability insurance, along with vacation and sick leave plans depending on employment classification. For additional information please visit: : www.cwu.edu/hr/benefits-perks-discounts .
An employee of CWU may be eligible for the Public Service Loan Forgiveness Program if the employee has student loans. To learn more, visit: https://ofm.wa.gov/state-human-resources/public-service-loan-forgiveness-program .
How To Apply
To apply for this position, you must complete the on-line application and attach:
- A detailed cover letter clearly demonstrating how your education and experience: (a) meet the required (and, as applicable, preferred) qualifications, and (b) demonstrate the ability to perform the responsibilities as described by the posting;
- Resume including work history, education, training; and
- Contact information for three professional references.
Screening Begins: October 31, 2022 and will be open until filled
**Priority will be given to applications received by the screening date. Incomplete applications will not be considered.
Contact Information
Name: Ramon Cardenas
Title: Program Manager
Email: Ramon.Cardenas@cwu.edu
Phone: 509-899-5102
Website: cwu.edu/
Please contact Human Resources at hr@cwu.edu or 509-963-1202 if you require technical assistance with the on-line application process.
Conditions of Employment
Prior to employment, final candidate(s) will be required to sign a Sexual Misconduct disclosure in pursuant to RCW 28B.112.080 and submit to a background check. All information obtained through background investigations will be strictly confidential and revealed only to those required to have access.
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