Program Coordinator

The Evergreen State College Portal•Olympia, WA

14d•Onsite

About The Position

This position provides overall administrative support for PaCE (Program for Accelerated College Education) related to program implementation, scheduling, hiring coordination, budgets, communications, operations, and organizational priorities. The role involves working within a collaborative team to manage student and personnel processes and records, document procedures, and ensure institutional knowledge continuity. Key responsibilities include budget and financial administration, hiring and personnel support, faculty and instructor support, executive and administrative support, communications, partnerships, community engagement, facilities and event coordination, and institutional service.

Requirements

Overall administrative support for PaCE related to program implementation, scheduling, hiring coordination, budgets, communications, operations, and organizational priorities.
Administrative support for degree-completion and prior-learning-from-experience programs.
Management of student and other personnel processes and records for PaCE.
Documentation and maintenance of current position manuals, departmental standard operating procedures, task lists, and implementation timelines.
Management and monitoring of PaCE budgets in collaboration with the Academic Budget Office.
Reconciliation of purchase card transactions.
Initiation, processing, and tracking of travel documentation and expense reimbursements.
Administrative support for PaCE staff and faculty hiring.
Assistance with tracking recruitment activities and hiring timelines.
Development and maintenance of position posting materials and recruitment documentation.
Scheduling of search committee meetings, interviews, and other recruitment-related activities.
Support for onboarding of newly hired faculty.
Assistance with scheduling faculty teaching observations and reviews.
Coordination of faculty-related meetings, communications, and administrative processes.
Coordination and support for hiring processes for professional certificate instructors.
Coordination and support for onboarding activities for professional certificate instructors.
Maintenance of hiring and onboarding records and timelines for instructor appointments.
Maintenance of the Dean’s calendar and coordination of meetings.
Intake, tracking, and response to inquiries and correspondence on behalf of the Dean.
Participation in staff meetings, including agenda development and note-taking.
Drafting, editing, formatting, and distribution of correspondence, reports, memoranda, and other administrative documents.
Attending meetings on behalf of the Dean and communicating key outcomes and recommendations.
Management of PaCE email accounts, main phone line, and related communications.
Communication of information regarding PaCE events, programs, policies, procedures, and services.
Support for the maintenance of accurate program information, records, and resources across communication channels.
Management of the PaCE office suite and provision of a welcoming environment.
Coordination of logistical arrangements and purchasing for PaCE operations and programming.
Planning, coordination, and support for events and special activities.
Coordination of office suite projects.
Collaboration with colleagues across the college.
Occasional support to the Academic Deans Area during peak periods or staff absences.
Participation in college committees and work groups.
Contribution to a collaborative, team-oriented work environment.

Responsibilities

Provide overall administrative support for PaCE related to program implementation, scheduling, hiring coordination, budgets, communications, operations, and organizational priorities.
Manage student and other personnel processes and records for PaCE as delegated by the Dean.
Document and maintain current position manuals, departmental standard operating procedures, task lists, and implementation timelines.
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.