Whatcom Community College invites applications for a Program Coordinator (Class Code 107N) position in the college's Conference and Event Services department. This recruitment is open to ALL qualified applicants. Reporting to the Conference and Event Services (C&ES) Manager, the Conference and Event Services Program Coordinator serves as the frontline for all internal and external clients and reviews, approves and schedules their requested spaces. This includes fielding calls and emails from internal and external groups regarding availability of WCC spaces. This position works with various departments serving as the scheduling software expert and runs weekly reports that are sent out identifying scheduled activities and events. This position also works with all WCC departments to schedule vans for travel. In addition, this position tracks expenditures for the C&ES office, works with the WCC Business Office to monitor billing and payments for contracts, develops, and updates marketing materials and provides updates to social media as well as the department webpage. This position may participate in start-up tasks and event support when necessary.
Responsibilities
-Meet and greet clients, answer incoming calls, produce, and send weekly events reports, order office supplies, develop and maintain procedural documents, monitor billing, and contract agreements with the Business Office.
-Assist with coordination of major campus events such as Commencement.
-Provide customer service via telephone and email for internal and external groups regarding space availability. Schedule, review and approve events in Whatcom scheduling software 25Live, send follow-up confirmation to requesters after receiving approval from C&ES Manager.
-Maintain and update C&ES webpage, attend expos and build awareness and relationships in the community, and utilize social media and marketing applications and social media platforms to connect with existing and potential clients.
-Assist with event start-up, meet, and greet clients and event participants, and provide excellent communication and customer support.
-Use professional phone etiquette while answering multi-line telephones, taking messages, transferring calls, and otherwise assisting others over the phone.
-Explain complex or technical information regarding rules, rights, regulations, policies, procedures, programs, or services to answer questions, resolve problems, communicate decisions or actions, etc.
-Listen attentively, identify issues, provide options, fulfill services, and/or exercise knowledge of laws and regulations to assist others and/or resolve complaints or conflicts.
-Communicate clearly and effectively with individuals and groups within as well as outside the organization, orally and in writing with a minimum of common grammatical and syntactical errors. Conveys thoughts clearly and concisely; keeps supervisor and co-workers informed; shares complete and accurate information with others.
-Establish, revise, update, and/or maintain numerical and/or alphabetical filing systems; or use an electronic filing and storage system (Burrows).
-Utilize Microsoft Office Software to complete given clerical tasks. Access and move between multiple computer programs, such as databases, word processing programs, and the internet, to search for or enter/update information. Ability to master and utilize job specific software programs as well as desktop publishing software.
-Compose responses, explanations: Independently compose written responses to emails and letters from customers answering questions, providing information, and/or explaining decisions made regarding eligibility for services or compliance with rules.
-Proofread written material, identifying and correcting errors in grammar, punctuation, and spelling, edit written material, improving its clarity, composition, flow, organization, and content.
-Extract and compile data to prepare narrative, statistical or other reports for review, analysis, documentation, etc. Examples of types of reports include financial, payroll, labor distribution, purchasing, inventory, registration, patient, or student information, etc.
Qualifications
Minimum Qualifications:
-High school graduation or equivalent.
-Two years of experience in the program specialty.
-Or equivalent combination of education/experience.
Preferred Qualifications:
-Associate degree from an accredited institution.
-Experience in a community college/higher education work environment.
-Experience in event coordination.
-Experience in content design of materials for publication.
-Experience with web content management and organization.
-Develops innovative ideas that provide solutions to all types of workplace challenges and brings ideas to supervisor.
-Proficiency with publications and desktop publishing software.
-Earns the trust, respect, and confidence of coworkers and public through consistent honesty, forthrightness, and professionalism in all interactions.
-Actively contributes to a work environment that embraces diversity and uses diverse perspectives to enhance the
attainment of organizational.
Salary:
-Range 40, full-time Classified salary starting at Step B $3,558.00 per month with periodic increments to $4,517.00 per month.
Benefit Package:
-The position comes with a full benefit package, including health, dental, life, long-term disability insurance and a retirement plan.
-Accrues 8 hours per month of sick leave and 9.33 hours per month vacation leave with periodic vacation accrual increases based on longevity.
Additionally, as a Washington State, public higher education institution, WCC offers the following:
-Whatcom Community College is a qualified employer for the Public Service Loan Forgiveness program (PSLF). If you work for the College full time, have had Direct Loans and are on an eligible repayment plan, you are eligible to apply.
-Full-time employees are eligible to apply and participate in the Whatcom Community College Employee Tuition Program, which provides a tuition waiver for available and eligible WCC courses.
-Full-time employees may qualify for Washington State Paid Family Medical Leave (PFML) benefit.
Start Date:
-As soon as can be arranged with successful candidate.
Application Due Date:
-Applications due on Thursday, December 12th, 2024 at 5:00 pm.
How To Apply
A completed application consists of and online application and:
-Cover letter which includes a diversity statement that addresses how you have committed to equity and inclusion in the past and how you might support a diverse workplace and educational environment through this position.
-Current resume.
-List of 5 professional references with contact information.
To apply please visit us at: https://www.whatcom.edu/job-info
