Program Coordinator - TRIO Student Support Services

Grays Harbor College•Aberdeen, WA

2d•Hybrid

About The Position

Grays Harbor College is seeking a Program Coordinator for the TRIO Student Support Services (SSS) department. This role provides essential administrative support to all SSS staff, facilitating the performance, production, and distribution of SSS services. The Program Coordinator serves as the first point of contact for the GHC SSS program, contributing to a welcoming and supportive environment for participants and all Grays Harbor Students. The position also offers information and advice to students, staff, Passport to Careers participants, and the public regarding the Passport to Careers program. The work is primarily indoors, involving frequent in-person interactions, prolonged desk/computer work, extensive data entry, and maintaining filing systems. This is a full-time, grant-funded position, contingent on funding availability. Occasional evening or weekend work and travel may be required with advance notice. Grays Harbor College is committed to providing excellent educational opportunities, prioritizing student learning, promoting student and faculty success, fostering an inclusive environment, managing resources, and connecting with the community. The college strives to create a culturally relevant environment by practicing equity-mindedness and promoting diversity.

Requirements

Associate's degree in office administration, accounting, business, education, human services, or other related fields.
Increasingly responsible clerical/administrative experience or equivalent combination of experience, training, and/or education.
Experience or training demonstrating the ability to use MS Word, MS Excel, e-mail, and/or other similar software applications.

Nice To Haves

Experience with financial, human resources and/or student data systems.
2+ years in secretarial work; filing experience.
Fiscal experience, training and/or education demonstrates the ability to monitor and reconcile budgets, budgeting, and interpret fiscal data and provide related reports.
Experience in higher education; TRIO related experience; Passport to Careers related experience.
Experience with social media; Facebook, Instagram and/or other platforms.
Experience with federally funded education programs.
Perform complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet and data base files, uploading and downloading and creating footnotes and outlines.
Bachelor's in education, higher education, human services, human development, counseling, or any other related field.
Experience facilitating workshops, seminars and/or presentations.
Strong organizational, written, and oral communication skills.
Knowledge of the unique needs of low-income, first-generation populations, at-risk populations, special-needs populations, and other under-represented populations.
Ability to interview students and assess educational, personal, and financial needs.
TRIO project experience or equivalent program that serves students who are first-generation, historically underrepresented, low-income, disabled, and/or academically underperforming.
Conversational Spanish language proficiency.
Two or more years' experience of higher education in outreach and recruitment and/or entry services in a college setting.
Similar characteristics to the participant population being served.
Demonstrated experience with contributing to culture change around equity and inclusion with a social justice lens.
Ability to use a computer and other technologies as routine work tools and operate a student information management software to assist students.

Responsibilities

Maintain SSS staff calendar and schedule appointments with participants.
Answer telephone; schedule participants for intakes and relay essential information to the director and specialists.
Receive and assist with calls and walk-in participants; serve as the first point of contact for visitors.
Explain SSS and Passport to Careers services, assist participants with intake forms, and provide information about campus and community resources.
Organize multiple work assignments with competing priorities to ensure accuracy, high quality, and timely completion.
Maintain and update participant filing and records management system using Student Access software and physical file folders.
Input participant data into the participant management system (Student Access) and contribute to reports.
Assist supervisor with the Annual Performance Report (APR) as required by the US Department of Education.
Coordinate and maintain effective office procedures and efficient workflow.
Maintain office supplies and materials, and initiate purchase of approved items.
Keep accurate inventory of equipment and supplies.
Prepare correspondence, meeting notices and agendas, and maintain meeting minutes.
Maintain SSS web pages, Canvas shell, and applicable social media channels.
Initiate, monitor, and reconcile budget expenditures using ctcLink.
Assist in hiring and training of new staff.
Work directly with TRIO SSS participants to provide service support.
Facilitate participant intake process, following project guidelines and procedures.
Create intake packets.
Pre-screen participant’s eligibility for services.
Interact with human service agencies, educational institutions, and educational programs to coordinate services.
Act as a liaison, advocate, and resource for participants.
Work effectively and collaboratively with other TRIO staff, campus departments and personnel.
Maintain appropriate written and electronic documentation of each project participant for tracking and data collection.
Assist program participants with enrollment, financial aid, academic and related issues.
Present workshops on financial aid, literacy, scholarship processes, and college readiness and enrollment processes.
Understand and follow federal grant rules and guidelines.
Input participant information in database to track current and past participant information.
Actively participate in SSS staff meetings and College committees as appropriate.
Perform other related duties and special projects as assigned.