Office Support Supervisor 1

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or status as a protected veteran. For more information regarding Evergreen's non-discrimination policies or to report discrimination, please visit the Affirmative Action and Equal Opportunity webpage at www.evergreen.edu/equalopportunity or contact the Affirmative Action and Equal Opportunity Officer at (360) 867-5371, Room 3102 Library Building, 2700 Evergreen Parkway NW, Olympia, WA 98505.

• Supervise up to eight part-time Greener Hub student employees, including hiring, training, scheduling, evaluating, and addressing performance issues.
• Schedule Greener Hub student staff to ensure adequate coverage for in person, phone, email, and ticket inquiries and provide backup coverage when needed.
• Cross train Greener Hub student employees to provide event specific information and guidance during large scale Evergreen events like New Student Orientation, quarterly Academic Fairs, and Career and Internship Fairs.
• Track, organize, and prepare reports for performance metrics, such as customer traffic, response times, and user satisfaction.
• Implement a consistent and user-friendly evaluation system for users of the Greener Hub to provide feedback.
• In collaboration with campus partners, maintain an inventory of campus resources and informational materials, such as flyers, forms, and business cards.
• Maintain Greener Hub guidelines and standards by documenting and updating procedures and training manuals on a regular, ongoing basis.
• Collaborate effectively with campus partners, such as Academic and Career Advising, Enrollment Services, Academic Deans, etc. to resolve complex student issues and improve business practices.
• Facilitate opportunities for collaboration and communication amongst other frontline student service staff in order to improve and maintain services to Evergreen students and guests.
• In collaboration with campus partners, provide input in the development and maintenance of holistic student support resources, such as the Student Handbook and Degree Planning Guide.

• Assist the Title III Leadership team in the daily administration of the Title III grant by providing administrative support, such as gathering pertinent data for annual reports, creating presentations to share information in meetings, updating Inside Evergreen sites with timely updates about grant project activities.
• Provide administrative support for the Associate Dean of Holistic Advising and TRIO Programs as needed by scheduling meetings, managing travel paperwork, and taking notes.
• Provide lead administrative coverage of the Holistic Advising, Access, and TRIO Programs (HAATP) front office, including office reception, respond to mail, email, fax, and phone requests, and monitor professional presentation of HAATP physical space by ensuring the reception, office storage space, and common work areas are clutter-free and welcoming.
• Respond to inquiries and disseminate information to HAATP and other college staff, students, and the public; serve as a contact for students, parents, faculty, staff, alumni, and community members needing assistance and direction related to Holistic Advising, Access, and TRIO Programs, the Student Engagement, Equity, and Support division, or the College.
• Maintain documentation and resources using Microsoft Teams, SharePoint, Project, and other tools that support strong collaboration efforts.
• Work with Marketing and Communications to maintain and update written and digital information and resources for the HAATP area and Title III projects.
• Provide administrative support, such as notetaking, scheduling rooms, and managing calendars for HAATP events, HAATP personnel searches, or other special projects as requested.
• Make travel arrangements for staff and process business, travel, and expense forms.
• Assemble meeting preparation materials and make all arrangements as needed for meetings and events, including set-up, hospitality, and support.
• Participate in drafting language for grant and area reports.
• In conjunction with the Assistant Director of Title III Programs, lead the collection of data and preparation for various Title III reports related to grant activities, including annual performance reports (APRs).
• Maintain and monitor records on Title III budgets and project expenses, procurement cards, acquisitions, equipment, and supply inventory; collect, maintain, and organize data relating to assessment, budget, and annual performance reports for the Title III area as directed.
• Serve on Title III related work groups and provide administrative support for various committees by preparing agendas, taking meeting minutes and notes, and creating and maintaining spreadsheets and reports.
• Perform other related duties as required or assigned.

• Excellent abilities in administrative organization, planning, and support.
• Skill in supervising, including hiring, training, scheduling, assigning work, evaluating, and addressing performance issues.
• Knowledge of multiculturalism, cultural competencies skills, and ability to interact and work effectively with diverse groups and individuals, including students, faculty, staff, and the public.
• Ability to process a variety of forms and requests, such as personnel forms, purchase requisitions, travel authorities and reimbursements, etc.
• Skill in budget tracking and monitoring, including procurement card reconciling and budget report preparation.
• Ability to work independently, with strong initiative and follow-through; strong orientation to detailed and timely completion of work.
• Ability to maintain a comprehensive understanding of changing curriculum and of the functions of other College units providing services to students.
• Ability to understand, interpret, explain, and apply rules, policies, and procedures.
• Skill and ability in the scheduling of meetings and in the coordination of meeting arrangements and events.
• Proficient in the use of standard office equipment and programs, including Microsoft 365 (Word, Outlook, Excel, Teams, SharePoint, etc.), student information systems, and integrated databases.
• Ability to perform day-to-day office administrative tasks, such as maintaining information files in excellent order, processing paperwork, printing and copying documents, and answering emails and telephones.
• Excellent written and interpersonal communication skills, including active listening skills, excellent group presentation skills, respect for confidentiality of student advising sessions, and effective representation of the office and College with external groups.
• Understanding of and appreciation for Evergreen's resources and educational philosophy.
• Skill in data collection and assessment, including ability to maintain and leverage data collection systems.
• Ability to develop proposals, reports, working budgets, and other documents and make presentations.
• Ability to explain and act in accordance with FERPA regulations for student record protection.
• Ability to work collaboratively with faculty and staff, both in leadership and team member roles.

• Two years of experience in an educational or professional setting performing administrative duties.
• Experience supervising staff in an office setting, including hiring, training, scheduling, assigning work, evaluating performance, and addressing performance issues.

• 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 a collective bargaining agreement.
• 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.
• Prior to an official offer of employment, a Declaration Regarding Sexual Misconduct form must be submitted to the college per RCW 28B.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.