Administrative Assistant 3

Wenatchee Valley College•Wenatchee, WA

2d•Onsite

About The Position

The concurrent enrollment administrative assistant provides administrative and operational support for the Running Start, Career and Technical Education (CTE), and College in the High School programs. This position serves as a primary point of contact for students, parents, high school counselors, and CTE directors while coordinating enrollment processes, maintaining program records, facilitating articulation agreements, and supporting collaboration between the college and partner high schools.

Requirements

High school diploma or equivalent.
Two years of increasingly responsible office experience, including fiscal and budgeting experience.
Strong interpersonal, writing and speaking skills.
Proficiency with word processing and spreadsheet software (Microsoft Word and Excel preferred).
Customer service experience.
Bilingual in Spanish and English.
Applicable combination of education and experience which demonstrates the ability to perform the essential functions of the position.

Nice To Haves

Associates degree or higher.
Ability to manage multiple tasks and/or projects simultaneously and carry out assignments under pressure with short deadlines and/or frequent interruptions.
Experience working in a community college or other higher education environment.
Demonstrated competency and experience working in a diverse academic environment, inclusive of students, faculty, and staff of varying social, economic, cultural, ideological, gender and racial/ethnic backgrounds and those with physical, emotional and/or learning disabilities.
Experience creating databases and budget projections.
Experience creating digital content (such as Word/PDF documents and web and learning management system content as appropriate to the role) in accessible formats.

Responsibilities

Serve as a primary contact for inquiries related to Running Start and CTE programs from students, parents, counselors, and CTE directors across Wenatchee and Omak campuses.
Monitor and respond to shared program email accounts for Running Start and CTE.
Assist students with scheduling meetings with advisors.
Remove administrative holds from student accounts when appropriate.
Provide training and onboarding support for new team members and work-study students within the Concurrent Enrollment office.
Receive, review, and process Enrollment Verification (EV) forms.
Track and maintain accurate records of EV forms and enrollment documentation.
Review and track qualifying documentation for new Wenatchee campus students, including entering of appropriate placement scores and sending welcome communications to newly qualified students.
Receive and review CTE articulation paperwork submitted by partner high schools.
Route articulation requests to appropriate college faculty for review and approval.
Issue articulation agreements or denial letters and coordinate required signatures from the high school and WVC.
Create and maintain Memorandums of Agreement with partnering high schools.
Coordinate with other community college consortiums when out-of-district schools seek partnership with the college.
Maintain organized digital and physical records for Running Start and CTE programs.
Communicate program deadlines, requirements, and updates with CTE faculty and high school CTE directors.
Provide guidance and training to high school CTE instructors regarding program procedures and requirements
Track and update CTE Dual Credit information in the program lookup tool.
Receive and update final CTE grades submitted by high schools.
Follow up with students and high schools to obtain missing documentation required for quick admission and CTE credit transcription.
Pull statewide 9–12 enrollment data for CTE billing and communicate the information to the business office.
Coordinate with credit evaluators to ensure proper transcription of CTE credits (SERS).
Verify College in the High School (CIHS) courses are correctly configured in ctcLink.