Scheduling Specialist - Mt Vernon, United States - Skagit Valley College

Description

Salary: $4, $6,046.00 Monthly

Location : Mount Vernon, WA

Job Type: Classified

Job Number: C24-008

Department: Mount Vernon Staff (Office of Instruction)

Opening Date: 04/01/2024

Position Summary

The Opportunity: Skagit Valley College is seeking candidates for the position of Scheduling Specialist (Program Specialist 3) at our campus in Mount Vernon, WA. This position works under the general direction of the Executive Dean of Arts & Sciences and Libraries and is a classified, 12-month, 100% full-time, overtime-eligible position. This position works across all areas of the Office of Academic Affairs providing technical assistance and specialized assistance to the Executive Dean, staff, and faculty. The position works closely with Deans to develop, publish, and maintain the SVC annual schedule.

The Location: Skagit Valley College is on the traditional and unceded territories of the Coast Salish People's, especially on Swinomish Indian Tribal Community, Upper Skagit Indian Tribe, Samish Indian Nation, Nooksack Indian Tribe, and Sauk-Suiattle Indian Tribe. Located in a geographically diverse region between the dynamic metropolitan hubs of Seattle and Vancouver, BC, SVC is never far from world-class outdoor recreation, urban arts scenes, and local cultural events. SVC serves our local communities with a campus in Mount Vernon, Oak Harbor on Whidbey Island, and centers in Friday Harbor, a Marine Technology Center in Anacortes, and a Brewing Academy in Burlington.

Mission: Skagit Valley College cultivates student learning and achievement; contributes to the educational, personal, and economic success of students; and promotes equitable and thriving communities.

Vision: The primary focus of Skagit Valley College is student-centered teaching and learning. We are committed to:

• Equitable student outcomes in access, achievement, and community;
• Our Guiding Principles;
• Decisions based on strategy and evidence;
• The development of our employees;
• A diverse and inclusive college community where everyone belongs.

Guiding Principles: Respect, Integrity, Open and Honest Communication, Collaboration,
and Compassion.

About SVC: Established in 1926, Skagit Valley College is a comprehensive community college within the (SBCTC) providing associates and bachelor's degrees, as well as certificates, in high-quality academic transfer pathways, workforce training, basic education for adults, and lifelong learning opportunities. Our equity goals align with SBCTC's Vision statement; "Leading with racial equity, our colleges maximize student potential and transform lives within a culture of belonging that advances racial, social, and economic justice in service to our diverse communities."SVC's commitment to equity and social justice drives our collective work to increase access to higher education, inspire student learning and achievement, and strengthen our diverse community. We embrace equity through our core themes of access, achievement, and community by pursuing the continuous examination and revision of norms, policies, and practices to foster the success of all.

SVC aspires to reflect the diverse racial, ethnic, and linguistic demographics in the district, particularly a growing Latinx population. As an emerging Hispanic Serving Institution (HSI) SVC seeks equity-minded leadership, faculty, and staff that are committed to inclusive practices and diverse environments where students from all backgrounds can thrive via multidisciplinary collaboration and the implementation of an array of services. Candidates representing all aspects of diversity are encouraged to apply. Skagit Valley College offers:

• An unrelenting focus on our mission to improve the lives of our students and to strengthen our diverse community.
• Support for innovative teaching, learning, and scholarship.
• Exciting opportunities for personal and career growth.
• Diverse cultural and environmental benefits of rural, suburban, and urban lifestyles.
• Friendly, supportive, and diverse work environments.
• Excellent benefits include competitive leave packages and an array of health, dental, vision, and retirement plans to meet your current and future needs.

Duties and Responsibilities

• Use ctcLink to create the annual schedule for Arts & Sciences and Libraries;
• Update the quarterly schedule and staffing for Arts & Sciences and Libraries;
• Ensure submitted schedules adhere to SVC's scheduling matrix and work with department chairs to make changes when necessary;
• Monitor quarterly and annual course/class listings, capacities, and waitlists; occasional calls to students on waitlists;
• Work with enrollment services to troubleshoot quarterly waitlist issues;
• Process annual changes in the Course Outline System and build Enrollment Requirement Groups as needed quarterly;
• Manually enter catalog changes into ctcLink;
• Oversee the institutional schedule to ensure that SVC is offering required courses for degrees being offered;
• Analyze enrollment of courses on a quarterly basis and work with the executive dean to determine cancellations and headcount;
• Update Arts and Sciences prerequisites;
• Use Excel to provide budget and analytical support to the Executive Dean of Arts and Sciences;
• Assist Executive Dean of Arts and Sciences in budget projections;
• Collect and organize complex program data (recruitment, admissions, enrollment data, student progression, and completion, etc.) and develop report(s) for Arts and Sciences;
• Monitor, control, and develop budget estimates for activities funded from a variety of sources such as state, grant, and contract accounts; analyze enrollment trends and provide budget forecasting and estimates for annual schedule by department and program; evaluate costs for the unit such as personnel, equipment and supplies;
• Prepare, record, maintain, and distribute meeting handouts and agendas for Arts and Sciences;
• File electronic and hard copies of correspondence, evaluations, spreadsheets, schedules, student information, budget information, and comply with appropriate records retention rules;
• Provide highly skilled office, managerial, and executive administrative support;
• Develop and maintain program procedures;
• Coordinate catalog changes; work with faculty and department chairs to update program and course descriptions;
• Assist with data analysis needed for various proposals and subsequent monitoring of grant goals and objectives;
• Maintain a list of facility contacts for agreements;
• Anticipates potential conflicts and attempts resolution before problems occur; plans, evaluates, and consults with staff and outside entities to identify problems, explores solutions and alternatives, and recommends resolutions designed to meet the goals and objectives of the division.;
• Provide clear, consistent written communication to faculty on a quarterly basis;
• Collect electronic syllabi from faculty and post to shared U Drive quarterly;
• Attend department and Academic Affairs meetings;
• Provide scheduling training to other admin assistants across units;
• Serve as a liaison with Student Services to troubleshoot enrollment and waitlist issues;
• Other duties as assigned.

Knowledge, Skills, and Abilities:

• Microsoft Office Suite; including Excel, Outlook, Word, PowerPoint, etc.;
• Strong Excel skills;
• Data analysis;
• College policies and procedures;
• Follow the guiding principles of the college: Respect, Integrity, Open and Honest Communication, Collaboration;
• Work independently or as a team member;
• Interpret program and college admissions policies and procedures;
• Interpret Arts and Sciences program degree requirements;
• Effectively communicate information and ideas orally and in writing;
• Create pivot tables in Excel to analyze budgets;
• Establish and maintain effective working relationships with other SVC departments, colleges, tribal employees, dental clinic clients, and the general public;
• Work independently and make sound decisions based on program requirements;
• Perform math skills for budgetary purposes;
• Apply basic accounting principles for budget review processes;
• Use office equipment including computers (software and hardware);
• Listen and process information resolving issues as they arise;
• Multi-task and prioritize workload based on the needs of the department;
• Adapt to changing needs, processes, working conditions and duties;
• Respond to difficult situations as they arise in a calm and understanding manner;
• Respect and maintain confidentiality;
• Perform duties accurately and efficiently.

Qualifications

Minimum Qualifications:

• High School Diploma;
• 2 years' experience as an administrative assistant or a combination of education and progressively responsible administrative support experience.

Desired Qualifications:

• Bachelors Degree;
• Proficiency in ctcLink;
• 2 years' experience with academic scheduling.

Salary, Benefits, Conditions of Employment, Application Procedure

• Salary is based on Range 53, Step A, $4,602 per month with periodic increments to $6,046 per month. Salary placement is typically made at the starting salary for the range. Placement higher in the range may be considered for qualifications and experience. Salary and benefits are subject to change in accordance with legislative mandates and collective bargaining agreements.
• Contracts are written annually for the period of July 1 to June 30. This position will be filled as soon as practical after a candidate is identified and the salary will be pro-rated for the remaining contract period. Anticipated start date is April 16th, 2024
• This position is exempt from the overtime pay requirements of The Fair Labor Standards Act and is civil service exempt.
• This is a union-represented position subject to a collective bargaining agreement.
• Salary, retirement, medical, and insurance benefits are provided in accordance with state regulations and may be subject to change in accordance with legislative mandates. Additional information on benefits can be found at

Conditions of Employment:

• Prior to employment, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
  
  Additionally, pursuant to RCW 28B , applicants must declare whether they are the subject of any substantiated findings of sexual misconduct in any current or former employment or are currently being investigated for, or have left a position during an investigation into, a violation of any sexual misconduct policy at the applicant's current or past employer. By law, post-secondary education institutions cannot hire an applicant who refuses to declare the existence or non-existence of an investigation or findings subject to this statute.
• In the interest of providing a healthy, safe, and secure educational and work environment, and in order to meet the requirements of federal legislation, it is the policy of Skagit Valley College to maintain an alcohol and drug-free workplace for our employees and students.
• If hired you will be required to provide proof of identity and documentation of U.S. Citizenship or appropriate authorization to work in this position as required by the Immigration Reform Control Act of 1986.
• This classification is included in the classified staff bargaining unit, represented by the Washington Public Employees Association, WPEA.

Application Procedure:
To be considered for this position, applicants must:

• Meet the minimum qualifications and;
• Submit a complete application to the online recruitment system at that includes the following:
  • The online application, which includes answers to all supplemental questions and contact information for at least three (3) professional references;
  • A current resume; (Attachment: Resume)
  • A cover letter addressing how your education and experience relate to the duties and responsibilities of the position (Attachment: Cover Letter).

In order to be considered for the position, you must complete the online application in full and attach the required supplemental documents. Failure to provide this information may eliminate you from consideration for this position.

Application Deadline: Priority screening will begin after April 29, 2024. Applications received on or before this date will receive first consideration. Applications received after the screening date may be considered until the position is filled.

Please be aware that the College hiring authorities reserve the right to hire one or more candidates and may exercise the option to make a hiring decision prior to the conclusion of the recruitment process. Only candidates selected to interview will be contacted.

Application Assistance: If you have questions about the position or require special accommodation, you may contact Human Resources at , Monday through Thursday, 8:00 a.m. to 5:00 p.m. Pacific Time. SVC complies with the Americans with Disabilities Act. Applicants with disabilities who require assistance with the recruitment process may leave a TDD/TTY message at by the application closing date. Information on SVC's Reasonable Accommodation policy can be found at .

For questions regarding the online application system, you may call NEOGOV Applicant Tech Support at from 8:00 a.m. to 5:00 p.m. Pacific Time. For best results, apply using one of the following browsers supported by NEOGOV: Google Chrome, Mozilla Firefox, Safari, Microsoft Edge, and later versions of Internet Explorer.
SVC Annual Security Report: The U.S. Department of Education and the federal Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act require all colleges to provide information to current and prospective students and employees about campus safety policies, procedures, and statistics on certain crimes, including hate crimes, domestic violence, dating violence, stalking, and sexual assault. We are required to report our campus security information and statistics in an Annual Security Report, which is updated annually each October. All prospective employees may obtain a copy of the Annual Security Report from the Human Resources Office by calling or by accessing the Report at:

Skagit Valley College is an equal-opportunity employer and is committed to providing equitable opportunities for all groups in terms and conditions of employment and personnel practices.

Skagit Valley College provides a drug-free environment and does not discriminate on the basis of race, color, creed, religion, national origin, sex, sexual orientation, and/or gender identity, pregnancy, genetic information, age, marital status, disability, honorably discharged veteran or military status in its programs and employment. For inquiries regarding non-discrimination policies, contact Carolyn Tucker, Vice President of Human Resources/EEO, orFor inquiries regarding sexual misconduct compliance, contact Title IX Coordinator, Sandy Jordan, orMailing address: 2405 E. College Way, Mount Vernon, WA

test

01

Select from below the options that best describe your highest education attained.

• Not applicable.
• High School diploma, GED, or equivalent.
• Some college: one (1) to two (2) years of college.
• Some college: three (3) to four (4) years or more of college.
• Associates degree or equivalent.
• Bachelor's degree or equivalent.
• Master's degree, or higher degree.

02

Specify the field of study of your highest education attained if applicable, or if further clarification is needed relating to your highest education attained, please describe in the text box below (if not applicable, type "n/a")

03

Select from below the options that best describe your experience as an administrative assistant or a combination of education and progressively responsible administrative support experience.

• None / not applicable - no relevant experience, or related experience.
• 1 month to 6 months of experience.
• 6 months to 11 months of experience.
• 12 months to 23 months of experience.
• 24 months to 35 months of experience.
• 36 months to 47 months of experience.
• 48 months to 59 months of experience.
• 60 months or more of experience.

04

In the text box below, describe how you meet this qualification: experience in customer service. Responses such as "see resume" or similar may be considered incomplete and result in disqualification.

05

I acknowledge that I have read the application procedure found in the job announcement. In order to be considered for this position, I understand that I must complete the online application, which includes the names and contact information of at least three (3) professional references, responses to the supplemental questions, and the following documents as attachments:1) A current resume;2) A cover letter addressing how your education and experience relate to the duties and responsibilities of the position.

• I understand the application requirements.

Required Question