Program Specialist 2, BEdA Data Specialist

Skagit Valley College•Mount Vernon, WA

7d•$3,827 - $4,980•Onsite

About The Position

This Program Specialist 2 provides broad support to the daily operations of the Basic Education for Adults and English for Academic Purposes Unit. This position reports to the Dean and works collaboratively and independently with staff and faculty to maintain class schedules, collect and file key documents, schedule meetings, prepare and set up meetings, maintain faculty rosters, support training and events, maintain supplies, and coordinate work with other Units and college departments. This position will work onsite in the Basic Education for Adults department located on the Mount Vernon Campus. The position is a 100% full-time, classified position working 40 hours per week, 12 months per year.

Requirements

Associate Degree
Proficiency using Excel to organize information and analyze data
Strong written and oral communication skills
Fluent in Spanish

Nice To Haves

Two (2) years of experience as an Administrative Assistant or similar position
lived or learned experiences with pre-college-level students

Responsibilities

Coordinate annual schedule worksheets with the dean and department chairs, and create and update courses in ctcLink
Build new courses in ctcLink as needed; Input annual schedules into ctcLink; Make quarterly updates in ctcLink, using information from Department Chairs and Dean; Complete manual checks and run queries and review to ensure schedule accuracy, inform other departments of changes to schedules, alert the Dean to any scheduling issues, provide back-up and training to other Units as needed; Problem-solves scheduling conflicts and presents possible solutions to the Dean and Department Chairs.
Use Excel and ctcLink queries to provide budget and analytical support to the Dean
Run monthly reports for grant and operational budgets and provide updates to the dean; Support the dean in preparation of new annual budgets; Complete updates to Personnel Action Forms (PAN) for HR as needed; Run enrollment queries and develop pivot tables and charts for enrollment tracking and analysis; Provide backup to BEdA data specialist for State reporting in LACES; Manage and reconcile procurement for the Unit.
Prepare, record, maintain, and distribute communications for the BEdA Unit
Attend Unit meetings and take notes as assigned; Coordinate with the Dean and Data Program Specialist to provide clear, consistent written communication to faculty and staff within the BEdA Unit; Use professional language and business discourse in all Unit correspondence and communication.
Provide skilled office management and confidential administrative support
File electronic and hard copies of correspondence. evaluations and other faculty documents, spreadsheets, schedules, grant documents, and other Unit records; Support the dean with scheduling and preparing for meetings; Support faculty and staff with college-approved travel requests and documents.
Support the program with translation and interpreting, and other duties necessary to support the Unit; Written translation of forms, flyers, and information for students; Occasional interpreting support for students.
Posting class cancellation notices, occasional calls to students; Ordering food for working lunches or light meeting refreshments and delivering items to the event; Supporting new student intake, serving on hiring committees for the college, and providing back-up support for the BEdA data specialist.