Secretary Senior - Division Operations

Clark College is currently accepting applications for a full-time, permanent classified Secretary Senior-Division Operations position in the Transitional Studies, English, Communications and Humanities Unit. The unit consists of 10 instructional departments, including: College Essentials, Communication Studies, Journalism, American Sign Language, Japanese, Spanish, Philosophy, English, Career and Academic Prep, and English as a Second Language, as well as multiple Dual-Credit and Limited English Proficiency programs. The Secretary Senior-Division Operations position works effectively and collaboratively with other college departments, unit leadership, students, faculty, and staff to provide efficient and consistent operational support for the unit. The hours for this position are Monday through Thursday 8:00am-1:00pm-on campus / 2:00pm-5:00pm-remote and Friday- fully remote. These hours are subject to change.

At Clark, we value equity, diversity and inclusion. We are committed to growing, learning, and supporting our employees. Our Office of Diversity, Equity, and Inclusion (ODEI) supports individuals with their academic, personal, and professional development, as well as provides training and educational resources for all members of the college community around diversity, inclusion, power, privilege, inequity, social equity, and social justice. The college offers further professional development for our employees through opportunities such as Employee Resource Groups, Social Justice Leadership Institute, Cross Institution Faculty of Color Mentorship program, Administrators of Color Leadership Program, and Faculty and Staff of Color Conference."

JOB DUTIES AND RESPONSIBILITES:

• In conjunction with the unit operations team, coordinate the daily work of the unit, including purchase requests, travel authorizations, work orders, petty cash requests, faculty pay documents, IT tickets, key requests, room reservations, records management, equipment maintenance and repair, and maintenance of office and classroom supply inventory
• Monitor, reconcile, and correct budgets for department, faculty development, and dedicated fee accounts
• Coordinate faculty evaluation process
• Collect, track, and upload quarterly class syllabi to Canvas
• Pull reports and statistical data, such as enrollment and/or class rosters
• Contact students regarding cancelled and changed classes
• Assist with onboarding, service coordination, and separation of faculty and staff
• Manage student laptop check-out and return program
• Serve as point of contact for students, faculty, staff and the public to resolve problems, provide information and clarification of college policies, and direction to appropriate resources
• Ensure all work is in compliance with State and Federal regulations, Clark College Policies and Procedures, and collective bargaining agreements
• Perform related duties as required.

POSITION REQUIREMENTS AND COMPETENCIES:
Candidates will be evaluated based on application materials, including the supplemental questions and personal interview(s), and will be required to demonstrate competencies in the following areas:
Minimum Qualifications

• Education: High school graduation or equivalent.
• Experience: One (1) year experience working in an office setting.
• Computer Skills: Intermediate proficiency in Microsoft Office Suite, including Excel, Word, Outlook, PowerPoint, or comparable software.
• Customer Service: Experience providing customer service that builds and maintains internal and external customer satisfaction. Ability to work effectively and sensitively with a diverse population and confidential matters.
• Vaccination requirement: Per Washington State Proclamation 21-14.1: college employees must be fully vaccinated. Your COVID-19 vaccine status must be validated by the Human Resources office prior to the commencement of work. Requesting a disability or religious exemption would be done through the Human Resources office.

JOB READINESS/WORKING CONDITIONS:

• Ability to manage work effectively and efficiently to identify priorities, manage time, and plan and establish workflows using available resources. Willingness to be flexible and perform a variety of tasks.

• Ability to work well with people of all ages from academically, culturally, and socioeconomically diverse backgrounds.
• Ability to function independently and produce accurate and timely work with minimal supervision.
• Ability to work collaboratively as a member of a team and effectively build and maintain strong relationships with a variety of people.
• Ability to communicate in a clear, straightforward, and technically correct manner, adjusting writing and terminology to the needs of the reader.
• The initial appointment will include a 6-month probationary period and the employee will earn permanent status after successfully completing probation.
• This position is represented by Washington Public Employees Association.

• 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.

• Clark College online application
• Current resume, with a minimum of three references listed
• Cover letter describing background and experience related to qualifications and responsibilities of the position
• Responses to the supplemental questions included in the online application process
  1. Please describe how you have implemented practices and/or participated in initiatives that promote racial and cultural equity.