Program Assistant - Library & Instructional Services

Company: Columbia Basin College
Location: Pasco
Posted on: January 26, 2023

Job Description:

Description

Columbia Basin College ("CBC" or the "College") seeks a Program Assistant to provide customer service and assist with operational functions vital to the CBC Library and programs affiliated with Instructional Services. This position will assist with purchasing and payroll processes, contracts of various types, track budgets and assist with vendor relations, including tracking related processes and keeping organized documentation utilizing College software and online systems. The Program Assistant is a front-line position where assisting patrons by providing library services frequently interrupts other work, so a customer-first attitude and excellent people skills are essential. This position reports to the Dean for Library & Instructional Services.

This position is open until filled. First consideration will be given to applicants whose complete application has been received by November 27, 2022 @ 11:59 PM Pacific Time.

As a condition of employment, Classified staff must be fully vaccinated. Please note that any offer of employment is contingent upon you providing verification of your vaccine status, having an approved medical accommodation, or having an approved religious accommodation. No start date will be approved until you have either verified your vaccine status or have an approved accommodation. Need more information? Please contact covidvaccinemandate@columbiabasin.edu.

Primary Responsibilities

* Monitor, maintain and project/forecast budgets in line with program activities, plans or priorities; maintain program budgets and initiate corrective action; assist with processing requisitions, p-card purchases, payroll and other budget-related tasks;
* Correspond with vendors to track invoices and payments, and to identify and solve fiscal issues;
* Serve as the front-line professional responsible for providing a high level of customer service and problem-solving assistance to students, staff and the public;
* Provide basic library circulation services and assist users as needed;
* Establish and maintain records and files pertinent to the Library and Instructional Services programs;
* Coordinate, attend and perform logistics and record keeping for program activities such as meetings, trainings and conferences;
* Support the various program Administrators and work as necessary;
* Serve as the web ambassador responsible for updating and maintaining program webpages;
* Compose correspondence, printed materials and/or articles for campus news outlets related to programs;
* Monitor program activities and provide information and guidance to program students, staff and/or the public;
* Promote the programs on campus and to outside organizations;
* Perform the regular opening, closing and monitoring of Library facilities, including weekend hours; and
* Perform other related duties as assigned.

Required Qualifications

* Associate's degree or equivalent from a institutionally accredited college or university; and
* Two (2) years of customer service and clerical experience.

Preferred Qualifications:

* Two (2) years of monitoring/maintaining multiple budgets; and
* Experience working in a library setting.

Skills & Abilities

Analytical Skills: Synthesize complex or diverse information; collect and research data; use intuition and experience to complement data; design work flows and procedures;

Cultural Competence: Accept cultural differences between people; effectively communicate information to culturally diverse staff, students and the community; ability to suspend own biases and prejudices in order to be nonjudgmental; awareness of own background/experiences and how they influence learning process and attitudes;

Customer Service Skills: Manage difficult or emotional customer situations; respond promptly to customer needs; solicit customer feedback to improve service; respond to requests for service and assistance; meet commitments;

Oral Communication: Ability to speak clearly and persuasively in positive or negative situations; listen and get clarification; respond well to questions; demonstrate group presentation skills; participate in meetings;

Problem Solving Skills: Identify and resolve problems in a timely manner; gather and analyze information skillfully; develop alternative solutions; work well in group problem solving situations; use reason even when dealing with emotional topics;

Professionalism: Ability to approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; accept responsibility for own actions; follow through on commitments;

Quality: Demonstrate accuracy and thoroughness; look for ways to improve and promote quality; apply feedback to improve performance; monitor own work to ensure quality;

Technical Skills: Assess own strengths and weaknesses; pursue training and development opportunities; strive to continuously build knowledge and skills; share expertise with others; and

Written Communication: Write clearly and informatively; edit work for spelling and grammar; vary writing style to meet needs; present numerical data effectively; able to read and interpret written information.

TERMS OF EMPLOYMENT:

This position is a twelve (12) month, full-time, overtime eligible, represented, classified staff position. The typical work hours for this position are Tuesday through Friday from 7:00 a.m. to 4:30 p.m. and Saturday from 11:00 a.m. to 4:00 p.m., however, must be available to work a flexible schedule when prior notice is given by the College. This position is available immediately.

PROCESS NOTE:

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.

Additionally, pursuant to RCW 28B.112.080, 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.

Please note that selected interview candidates will be subject to supplemental testing that will measure skills and abilities related to this position (e.g., Communication, Technical Skills, MS Office Simulation [Excel, PowerPoint, Outlook, and Word], Customer Service, etc.).

CONDITIONS OF EMPLOYMENT:

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 Columbia Basin College to maintain an alcohol and drug-free workplace for our employees and students.

If you are hired, you will need 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.

Columbia Basin College operates under an approved affirmative action plan and encourages applications from persons of color, women, veterans and persons of disability. The Human Resources Office is accessible to those with disabilities. If you need accommodation in application or employment, contact the Human Resources Office at (509) 542-4740.

OTHER JOB ELEMENTS:

The physical demands and work environment characteristics described below are representative of those that must be met and may be encountered by an incumbent when performing the essential functions of the position. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

PHYSICAL DEMANDS:

While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility including having the ability to move materials on a regular basis such as files, books, office equipment, etc. Manual dexterity and coordination are required to operate equipment such as computer keyboard, calculator, and standard office equipment.

WORKING CONDITIONS/WORK ENVIRONMENT:

Usual office working conditions. The noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises. Work will primarily be performed at the Pasco Campus Library but may also perform work at the Richland Campus Library as needed.

UNION CLAUSE:

This is a bargaining unit position represented by the Washington Public Employees Association (WPEA). Internal promotional, transfer and voluntary demotion applicants who have skills and abilities to perform the duties of the position will be considered prior to consideration of other applicants.

Keywords: Columbia Basin College, Pasco , Program Assistant - Library & Instructional Services, Other , Pasco, Washington