Program Assistant - Transitions bei Grays Harbor College

About the Department

Grays Harbor College is accepting applications for a Program Assistant in the Transitions Department.  Under general supervision, this position performs work that requires knowledge and experience with all Transitions Programs including Basic Education for Adults (BEdA), GED/HS Completion, English Language Acquisition, I-Best and Pre-College coursework. This position will provide students, staff, program participants and the public with information regarding policies and activities related to all of these programs. Record keeping is a key responsibility of this position.
 
Grays Harbor College has an excellent benefits package to include medical, dental, vision, basic life insurance, primary and supplemental retirement programs and long-term disability insurance. Full-time employees will also receive 11.33 hours of vacation leave per month to start, 8 hours of sick leave per month, and 4 personal leave days a year. Washington state also observes 11 paid holidays per year.

Classified positions at Grays Harbor College have been designated as bargaining unit positions represented by the Washington Public Employees Association, Local 365.  The union and the college have a collective bargaining agreement (referred to as the contract) that is posted on the GHC website.  https://www.ghc.edu/hr/labor-relations

About the College                                                                 .
Grays Harbor College serves the communities of Grays Harbor and Pacific counties on the Pacific coast of Washington. Located in Aberdeen, Washington at the base of the beautiful Olympic Peninsula, the College is less than an hour away from scenic Pacific Ocean beaches and close to both the Olympic and Mount Rainier National Parks. Grays Harbor provides the perfect landscape to enjoy the abundance of excellent outdoor activities such as camping, hiking, biking, fishing, clam digging, surfing, boating, and various kayak/canoe paddling opportunities. Grays Harbor College is located on the ancestral lands of the Chehalis, Chinook, Quinault and Shoalwater Bay Peoples. For more information about working for the college and living in Grays Harbor visit https://www.ghc.edu/hr

Grays Harbor is committed to providing excellent educational opportunities. We prioritize student learning, promote student and faculty success, foster an inclusive environment, manage our resources, and connect with the community. We strive to create a culturally relevant environment on campus and in the community by learning and practicing equity-mindedness and promoting faculty, staff, and student diversity.

Position Duties

• Serve as the primary receptionist for the Transitions Office.
• Serve as primary contact with program participants and the public via phone, text and email.
• Participate in yearly CASAS and LACES state training to maintain testing certification and currency in programs.
• Conduct CASAS testing and assist students with required paperwork during Transition Orientations.
• Provide program information including procedures and operations to students, the college community and the public.
• Respond promptly to student inquiries and make appropriate appointments.
• Use texting program to communicate with students.  
• Assist with end-of-quarter monitoring procedures such as running transcripts, checking transcripts for 3 quarter rule and monitoring next quarter enrollment.
• Compile and distribute information relative to program activities and confer with other appropriate campus departments.
• Provide assistance for the HS+ program such as helping to track students and doing student outreach.
• Use the ctcLink and LACES reporting system to obtain and input information, research student data and create and/or update reports as needed.
• Collaborate with AccessAbility Services to arrange testing accommodations.
• Collaborate with WorkFirst personnel to coordinate orientation services for program participants and communicate testing and advising information following orientation.
• Provide assistance with enrollment management tasks during quarter breaks such as printing transcripts, tracking post-testers registrations, contacting non-testers for possible enrollment, and ensuring paperwork is completed.
• Draft correspondence and printed materials related to programs, edit materials for accuracy, appearance, readability and style. Monitor Transition webpages for accuracy and submit changes as needed.
• Establish and maintain records and files; track missing paperwork.
• Perform complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheets and data base files.
• Use desk top publishing software.
• Assist with High School Completion Graduation.
• CASAS Cadre
• Work may require some evening or weekend hours.
• Assist with outreach as needed.
• Assist with preparation for department meetings.
• Perform related duties as needed.

Knowledge/Abilities:

• Basic understanding of Transitions Programs.
• Demonstrated ability to provide excellent customer service by conveying friendliness, warmth and acceptance to all individuals.
• Ability and commitment to work with diverse populations, under represented populations, students, staff, and faculty.    
• Demonstrated effective interpersonal and communication skills.
• Ability to work independently.
• Understanding of FERPA and ability to maintain the highest level of confidentiality.
• Ability to multi-task and prioritize in a busy changing, environment.  
• Demonstrated attention to detail.
• Knowledge of CASAS and GED tests.  

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Qualifications

• Associate Degree     AND
• Two years of full-time clerical experience

Desired Qualifications

• Experience with ctcLink
• Familiarity with LACES reporting system
• Bi-lingual
• Bachelor’s Degree

Other Qualifications

In addition to the GHC online Application you will need to submit the following materials. Incomplete applications will not be accepted or considered.     

• Letter of application addressing your qualifications for the position. 
• Resume 
• Contact information for 3 professional references.
• Transcripts of college work completed.  Unofficial copies are acceptable.

Background checks - Prior to a new hire, 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.  Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington State Law.

Grays Harbor College does not discriminate on the basis of race, color, national origin, sex, disability, sexual orientation, gender identity, creed, religion, marital status, veteran status, genetics, or age in its programs, activities, and employment. The following person has been designated to handle inquiries regarding the non-discrimination policies:

• Title II/Section 504 – Erin Tofte, Associate Vice President of Human Resources 
• Title IX Coordinator – Ashley Bowie-Gallegos, Dean of Student Services and Enrollment Management

For further information on notice of non-discrimination, visit https://ocrcas.ed.gov/contact-ocrfor the address and phone number of the office that serves your area, or call 1-800-421-3481.

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