Program Specialist 2 - Manufacturing and Trades

Olympic College•As Assigned, WA

About The Position

Olympic College is hiring a Program Specialist 2 for its Manufacturing & Trades Division. The position provides administrative, operational, and student support to help the division’s programs operate efficiently and respond to student and community needs. It closely supports the Dean with administrative coordination and assists students by providing customer service and connecting them with college resources. The role also maintains program and enrollment data, supports purchasing and compliance activities, and contributes to data-informed decision-making. The position is full-time, classified, and scheduled for 40 hours per week. It reports to the Dean of Manufacturing & Trades and is covered by the Washington Public Employees Association (WPEA) collective bargaining agreement. The salary range is $45,924–$61,332 annually; classified positions start at Step A, with a two-step increase after six months upon successful completion of probation. The employee must reside in Washington State within a reasonable distance of campus to meet workplace reporting requirements. Frequent travel to Olympic College campuses or other sites may occur. The position is near an active welding shop and machine areas, with potential exposure to fumes and noise and possible hazards if safety protocols are not followed. Lifting and carrying supplies and equipment weighing up to 40 pounds may be required. A background check, including criminal record history, and completion of a Sexual Misconduct Disclosure Form are required. The successful candidate must provide official transcripts and copies of mandated certifications. Olympic College is a smoke-free and drug-free environment.

Requirements

High school diploma or equivalent.
One to two years of clerical, administrative, or program support experience.
Basic computer skills, including Word, Excel, and email systems.
Ability to follow instructions and established procedures.
Strong customer service skills.
May be required to lift and carry supplies and equipment weighing up to 40 pounds.
Must reside in Washington State within a reasonable distance of campus to meet workplace reporting requirements.
Must be currently authorized to work in the United States; visa sponsorship is not available.
Must complete a background check and Sexual Misconduct Disclosure Form.

Nice To Haves

Experience in an educational setting.
Experience with data-entry systems; ctcLink is preferred.
Familiarity with basic scheduling or student services.

Responsibilities

Assist the dean with the daily calendar, identify scheduling conflicts, bring them to the dean’s attention, and make updates as directed.
Coordinate division meeting schedules and resolve scheduling conflicts.
Facilitate internal and external meetings, including room reservations, agenda development, presentation preparation, minute-taking, distribution of post-meeting materials, and follow-up.
Assist with the dean’s travel plans by completing travel authorizations and expense reports.
Organize office space, maintain office-supply inventory and accessible informational materials, and assist the dean with office-supply purchasing.
Serve as the first point of contact for students, faculty, staff, and visitors through in-person, phone, and electronic communications.
Assist students with login issues, forms, ctcLink and Canvas navigation, troubleshooting, and completion of required forms.
Assess inquiries and direct students to appropriate campus resources, departments, and services.
Provide basic information about programs, schedules, and processes in accordance with established policies and procedures.
Coordinate front-desk coverage during established business hours and communicate operational changes and updates.
Enter, update, and maintain program data, records, and documentation.
Compile enrollment and scheduling data for senior staff review and prepare reports on enrollment, course fill rates, and student success rates in coordination with institutional research.
Maintain accurate files, records, and program documentation in accordance with institutional policies, procedures, and state regulations.
Assist department staff with tracking Manufacturing & Trades activities involving the PSNS cohort and employment of recent program graduates.
Assist with processing purchase orders, invoices, and PCard transactions; maintain purchasing and vendor records; enter data into purchasing systems; and route documents for approval.
Monitor purchases of office and classroom supplies.
Assist the Program Specialist 5 with maintaining student cohort lists and tracking completion status.
Support grade-entry monitoring and notify the supervisor of discrepancies for review.
Prepare documentation for faculty substitute requests.

Benefits

Medical and vision coverage.
Dental insurance.
Long-term disability insurance.
Life insurance and accidental dismemberment coverage.
Flexible Spending Arrangement.
Dependent Care Assistance Program.
Wellness programs.
Department of Retirement Systems Plan 2 or Plan 3.
Deferred Compensation Program retirement savings plan.
TIAA supplemental retirement savings plan.
Aflac.
11 paid holidays.
Vacation, sick, personal holiday, and personal leave.
Auto and home insurance.
Space-available tuition waiver.
Employee Assistance Program.
Fitness center.
Reduced-rate and priority consideration for on-site child care, if space is available.