Program Specialist - Manufacturing and Trades

Salary: $45,924 - $61,332
* Annually

Classification: Classified Staff

Department: Manufacturing & Trades

Reports to: Dean of Manufacturing & Trades

This position will remain open for a minimum of seven (7) days. The College reserves the right to close the recruitment at any time after the minimum posting period once a sufficient applicant pool has been established. All classified positions will start their salary at Step

A.

Olympic College is recruiting for a Program Specialist 2 in the Manufacturing & Trades Division. This position will provide administrative, operational, and student support services for the Manufacturing & Trades Division. This position supports Olympic College's mission of promoting student success and workforce development by helping ensure Manufacturing & Trades programs operate efficiently and responsively to student and community needs. This position closely supports the Dean with administrative coordination and assists students by providing customer service and directing them to college resources.

This position maintains program and enrollment data, supports purchasing and compliance activities, and contributes to data-informed decision-making.

• Assist dean with daily calendar and identify scheduling conflicts; bring to dean's attention and make updates as directed.
• Coordinate division meeting schedules, identifying and resolving scheduling conflicts to support efficient operations.
• Facilitate internal and external meetings, including room reservations, agenda development, presentation preparation, meeting minutes, and post-meeting material distribution and follow-up.
• Assist with dean’s travel plans by completing travel authorizations and expense reports.
• Organize office space by ensuring office supplies inventory is kept up and informational materials are easily accessible to visitors; assist dean in purchasing office supplies.
• Serve as the first point of contact for students, faculty, staff, and visitors by providing customer service in-person, phone, and electronic communications.
• Assist students with login issues, forms, navigation of systems (ctcLink/Canvas) troubleshooting issues and completing required forms.
• Assess inquires, identify needs, and direct students to appropriate campus resources, departments, services, and resources based on their needs.
• Provide basic information about programs, schedules, and processes in accordance with established polices and procedures.
• Coordinate front desk operations by responding to ensure coverage is available during established business hours, communicating any changes operational updates.
• Enter data, update, and maintain program records and documentation.
• Compile enrollment and scheduling data for review by senior staff.
• Prepare reports for all programs within the division, with metrics such as enrollment, fill-rates for courses, and student success rates to assist the division dean in making data-informed decisions. This person will work with institutional research to collect data and run these reports.
• Maintain files, records, and program documentation ensuring accurate recordkeeping and adhering to institution policies and procedures and state regulations.
• Assist department staff with tracking program activities with the PSNS cohort and tracking employment of recent program graduates.
• Assist with processing purchase orders, invoices, and PCard transactions.
• Maintain records related to purchases and vendor documentation.
• Enter data into purchasing systems and route documents for approval.
• Monitor the purchasing of office supplies and classroom supplies.
• Assist the Program Specialist 5 with maintaining student cohort lists and tracking completion status.
• Support grade entry monitoring and…