Program Specialist 2, Science Division Job Listing at Bellevue College in Bellevue, WA (Job ID 13662)

Description

Position Summary  

The Program Specialist 2 works under general supervision and reports to the Division Operations Director. This position plays an integral role in the day-to-day office/administrative coordination of the Science Division, providing administrative support to the Division Operations Director and support of faculty and staff within the Division. 

This position is one of the first contact points for students, faculty, staff, and community members at the front desk, serving as the primary information resource about admission, registration, advising, and college policies and procedures. The position is expected to provide exceptional customer service in assisting students, faculty, and the public while maintaining appropriate confidentiality.

The position involves a broad scope of duties and responsibilities in coordinating programs in the division. The role requires attention to detail, punctuality, reliability, dependability, flexibility, and collaboration. This position aligns with and contributes to the organization's mission and goals by providing administrative support in creating an environment that supports student success.

Pay, Benefits & Work Schedule  

Position Salary Range: $46,620/year - $59,508/year

The salary information shown above is a general guideline only. The salary will be determined based on candidate's qualifications and related experience, as well as market and business considerations. Individuals newly hired to Classified position are placed in a salary range based on the WPEA Collective Bargaining Agreement.

This position is expected to be on campus four (4) days a week from 8:00am-4:30pm and one remote work day.

We offer comprehensive compensation package with salary and benefits as the main components. Competitive salary is within the Range stated above, and commensurate with qualifications and experience. Generous benefits package is offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents; choices of retirement and deferred compensation plans; paid holidays, sick, and vacation plans; transit program, reduced tuition, employee discounts and memberships, etc.

The employee is scheduled to work 40 hours per workweek. This is a Classified, overtime eligible position and represented by the Washington Public Employee Association of Higher Education (WPEA-HE).

About The College  

Bellevue College is a diverse student-centered, comprehensive and innovative college, committed to teaching excellence that advances the life-long educational development of its students while strengthening the economic, social and cultural life of its diverse community. Bellevue College is located just 10 miles east of Seattle where we serve a student population of over 54% students of color and over 1,300 international students. The college promotes student success by providing high-quality, flexible, accessible educational programs and services; advancing pluralism, inclusion and global awareness; and acting as a catalyst and collaborator for a vibrant region.

We strive to create a vibrant and inclusive campus community that supports a diverse student body, faculty and staff. As an essential part of our mission and goals, diversity, equity and pluralism are promoted and fostered in all aspects of college life. By enriching student life through leadership opportunities, personal learning and cultural experiences, we are committed to building an inclusive and diverse campus community that fosters creativity, innovation and student success.

For more information, visit BC Facts at a Glance @ Bellevue College.

About the Department  

The Science Division programs include Earth and Space Sciences, Life Sciences, Molecular Biosciences (Associate and Bachelor in Applied Science degrees), Physics, Chemistry, Computer Science (Bachelor of Science), Engineering and Mathematics.  Within the Science Division, there is a Science and Math Institute (SAMI) focused on supporting STEM students and faculty in and outside the classroom while supporting their connection with the community. Additionally, there are lab staff supporting over 30 different science labs and a planetarium that serves students and equity-centered community organizations.

Essential Functions  

Provide service to students, staff, faculty, and program participants and/or the public

• Provide front desk coverage during office hours; one of the points of contact for Science Division main office
• Coordinate and maintain front desk schedule/calendar to ensure staffing during office hours
• Hire, train and manage work study student schedules, as needed
• Assign and review work flow, schedule, and delegation of work study students 
• Develop and maintain front desk trainings, forms, manuals and other reference materials
• Open, close, and/or maintain division front office, mail room, copy/kitchen room, and conference room; report any cleaning or maintenance issues to custodial through online request center
• Answer/route incoming calls as needed
• Provide loaner calculators to students 
• Provide visitors with contact information for faculty, program chairs and science advisor
• Assist with on campus tenure track faculty interviews: arrange for food, interview room reservations and process candidates' travel reimbursements. 
• Identify issues, provide options, fulfill services, and/or exercise knowledge of college procedures and policies to assist others and resolve complaints or conflicts. Refer unresolved issues to the Dean, Assistant Dean, and the Division Operations Director as appropriate 
• Distribute guest parking passes when requested
• Assist faculty to locate and navigate college and division resources and services
• Assist faculty with office equipment access and use as needed, such as workroom copy machine, and Scantron score machine
• Help troubleshoot printing issues (staples, paper jams, empty toner cartridges, etc.)
• Order copier paper and copier supplies
• Notify students of class cancellations as needed, posting a cancellation note to a classroom
• Distribute incoming/outgoing mail, packages and other items dropped off for staff and faculty

Provide administrative and clerical support

• Manage all onboarding activities for Science Division employees
• Coordinate and schedule onboarding sessions, guiding new employees through the Onboarding Checklist
• Support set up of new employees: initiate service ticket requests as needed for setting up a new workstation, ordering supplies, equipment, technology, phone extension, scan card/keys, and mailbox space
• Reserve Division wide classrooms and meeting rooms as needed; manage MATH online classes with on-campus testing room needs
• Assist in planning and coordination of Divisional quarterly meetings and Fall Retreat.
• Submit tickets related to room related issues 
• Maintain Division databases and organizational chart
• Maintain Division website
• Manage Division SharePoint site: permission groups, Division calendar, incorporating content changes to support Division needs 
• Handle confidential documents, information, and projects with discretion and following college and FERPA guidelines

Provide budget and financial support

• Distribute and upload monthly program budget reports; monitor budget status in line with program activities
• Maintain the professional development (PD) budget and track faculty PD spending; process approved professional development (PD) activities and supplies

Marketing

• Develop and compile communications and promotional literature for distribution such as brochures or flyers; coordinates process from development through printing and distribution, as needed
• Generate quarterly Division newsletter 
• Facilitate Division outreach activities such as hosting promotional tables or presenting general information sessions, as needed

Other

• Perform other duties as assigned

Minimum Qualifications  

• Associate's degree from an accredited institution. Any combination of relevant education and/or experience may be substituted for the educational requirement on a year-for-year basis. 
• Minimum two (2) years of office experience including initiating routine tasks, working independently and collaboratively with effective time management skills 
• Proficient experience with Microsoft Office 365 applications (Outlook, Excel, Word, Teams, OneNote)
• Effective written, verbal, and interpersonal communication skills with the ability to relate well to diverse, multicultural students, faculty, staff and the general public in a friendly, courteous and professional manner

Preferred Qualifications  

• Bachelor's degree
• Work experience in higher education
• Demonstrated experience in clerical, bookkeeping, or general administrative work in an office setting
• Experience with SharePoint
• Experience working with WordPress
• Experience working with People Soft, ctcLink, or similar systems

Conditions of Employment  

Bellevue College intends to provide a drug-free, healthy, safe, and secure work and educational environment. Each employee is expected to report to work in an appropriate mental and physical condition to perform her/his/their assigned duties.

Bellevue College employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services. 

Bellevue College requires all employees to be fully vaccinated and your vaccine status will be verified upon hire. Please reach out to the HR Office at jobs@bellevuecollege.edu if you need information on medical or religious accommodation.

Sexual Misconduct and Background Check:

Prior to start of employment, finalists(s) for this position will be subject to a pre-employment background check as a condition of employment. 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.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington State Law.

Check frequently in your inbox, spam, junk, clutter email folders for any communication regarding the next steps from Bellevue College and our background check partners.

Reference Check:

Reference checks may include, but are not limited to, contacting references and verification of work experience, and/or past job duties. 

Other Information  

• This position is NOT eligible for relocation allowance.
• This position is NOT eligible for sponsorship for employment-based visa.

How To Apply  

Applications received by 04/15/2024 will be given full consideration. Applications received after that date may be considered until the position is filled. 

All individuals interested in this position are encouraged to apply. Your application must include a complete online application and all of the required documents below to be considered complete. Any application that does not provide all requested information will not be considered for the position (only submit required documents with the application, additional will not be reviewed.) Please review Application Tips before applying. Current Bellevue College employees should apply the position through Employee Self Service.

Required application materials:   

• Attach a Cover Letter (min 1 pg., max 2 pgs.)
• Attach a Resume
• Attach a Diversity Statement (min 1 pg., max 2 pgs.) that addresses the following: Please provide specific examples of how your educational and/or professional experiences, demonstrate your commitment to diversity and equity
• Complete the Job Questionnaires if applicable

Contact: 
If you have questions with regards to the application or the hiring process, please contact Office of Human Resources at 425-564-2274 or email to jobs@bellevuecollege.edu.

EEO Statement  

Bellevue College does not discriminate on the basis of race, color, national origin, language, ethnicity, religion, veteran status, sex, sexual orientation, including gender identity or expression, disability, or age in its programs and activities. Please see policy 4150 at www.bellevuecollege.edu/policies/. The following people have been designated to handle inquiries regarding non-discrimination policies: Title IX Coordinator, 425-564-2641, Office C227, and EEOC/504 Compliance Officer, 425-564-2178, Office B126. 

Applicants with disabilities who require assistance with the recruitment process may contact hraccommodations@bellevuecollege.edu .

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