Program Coordinator

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• Bachelor's degree.
• Three years of professional administrative support experience.
• Experience in an academic environment.

• 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 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.