Career Center

Program Specialist 2 - WSP

Walla Walla Community College


Salary: $3,401.00 - $4,425.00 Monthly

Job Type:

Job Number: 2023-107I

Location: Walla Walla, WA

Department: WSP/CORRECTIONS EDUCATION

Closing: Continuous

Join our team to help inspire all students to discover their potential and achieve their goals by providing relevant, equitable, and innovative learning opportunities and services.

Description
Walla Walla Community College is accepting applications to fill the role of Program Specialist 2 position for the WWCC Correction Education program located at the Washington State Penitentiary (WSP) in Walla Walla, Washington.

This position is filled to fulfill a contract awarded to Walla Walla Community College (WWCC) by the Washington State Board for Community and Technical Colleges (WSBCTC) to operate a correctional education program at WSP in accordance with an interagency agreement with the Department of Corrections. Walla Walla Community College and its employees working in a correctional education program are expected to follow all Department of Corrections (DOC) Policies, IT and other Security requirements, follow DOC Operational Memorandums, and comply with the Superintendent's directions.

At Walla Walla Community College, we inspire all students to discover their potential and achieve their goals by providing relevant, equitable, and innovative learning opportunities and services. We have identified three core themes that describe the fundamental aspects of the College's mission by translating it into practice: Student Success, Strong Communities, and Resource Stewardship. As an organization, we value learning opportunities, a sense of community, diversity, health and humor, excellence, integrity, teamwork, innovation, personal and professional growth, and sustainability.

General Responsibilities:

This position prioritizes and performs administrative, staff, and faculty support duties under general supervision of the Dean/Assistant Dean of Corrections Education. Independently performing a variety of complex clerical projects and assignments such as assist in developing and maintaining the department budgets and resale accounts (including SCP, PELL, and other grants). This position is responsible for accurate accounting and recommendations to the North Campus leadership team on updates or issues with both the corrections education contract budget and the Second Chance Pell and other financial aid funding.

Prepares clearance forms and memos for visitors and new instructors, resolves problems and responds to inquiries requiring substantive knowledge of office/departmental procedures and policies. Function as an education representative and resource for education staff, DOC staff and offenders. Determines need for office equipment, furniture, and supplies; coordinates purchasing and maintenance; Serves as department records management officer; installs filing systems; arranges for records classification, retention, and disposition; Supervises transportation requests, including use of pool and department automobiles; Arranges for maintenance contracts and emergency repairs;

Act as one of the ctcLink liaisons between WSP and WWCC Office of Admission and Registration. Assist in building quarterly schedules, enrollment and registrations in ctclink.

Serves as a liaison between supervisor and other staff; members, relaying assignments and requesting status information; Provides secretarial support to supervisor; coordinates office operations; makes travel arrangements; screens, prioritizes, and distributes mail; transcribes minutes, screens calls and visitors; May supervise lower-level staff.

This position is responsible for effective interactions with various Department of Corrections and WWCC Main Campus departments to complete required duties, including but not limited to the WSP Business Office and WWCC Main Campus Offices: Business Office, Financial Aid Office, Registrar's Office, Human Resources, etc.



Essential Functions:

Provide administrative support to the Dean and Assistant Dean of Corrections Education and other department staff.
Tasks include:

• Assist Corrections Education Leadership Team in day to day details where possible, ensuring to keep the dean apprised of any pertinent or significant issues.
• Interpret, follow and support the Department of Corrections and WWCC Education department related policies and procedures.
• Assist Corrections Education Leadership team in ensuring our department is in compliance with SBCTC/DOC contract.
• Represent the Corrections Education Leadership Team at various institution meetings, with offenders and to the general public when assigned.
• Assist Corrections Education Leadership Team in communicating with other departments helping to build strong interdepartmental relationships and resolve problems that arise between departments.
• Coordinate and the Leadership Team in constructing the WWCC Corrections Education annual instructional calendar.
• Assist with investigation and response to offender grievances pertaining to the education program.
• Review department programs and recommend changes, modifications, and/or expansion providing appropriate analysis and documentation.
• Communicate instructions and processes established by administration to department staff.
• Take and type-up meeting minutes when requested, especially for Place Safety Musters and staff meetings.

Data and Student Records in ctcLink
Tasks include:

• Act as a liaison between CRCC and the college Office of Admission and Registration.
• Provide backup to the PS2 who oversees ctclink functions at WSP.
• Input registrations, admission forms and other information as needed.

Assist with Personnel & Security Practices
Tasks include:
For new staff:

• Prepare clearance documents, personnel documents and payroll documents.
• Establish DOC network account (H drive), schedule for WSP CORE training and/or security briefing and provide new staff with appropriate key chits and radio number along with key control and radio use training.
• Issue flash drives (request green cards, obtain wireless device form).
• Deactivate and/or suspend DOC accounts as needed.
• Collect and return to Records Department adjunct instructor's ID badges at end of quarter for storing or destruction.
• Schedule staff for WSP annual in-service training and run annual clearances at this time.
• Maintain quarterly list of WSP campus employees, work location & hours, and emergency contact information for institution security requirements.
• Coordinate with custody staff logistics of bringing in vendors, tools and guests into the facility.
• Facilitate and assist tracking faculty evaluations in compliance with CBA and notify leadership team of evaluations due.
• Collecting and reporting faculty optional days for WSP faculty.
• Accountability task: Send quarterly employee listings to Records and Training Departments and WWCC main campus human resources with staff personal contact information and updates throughout the year as needed.
• Maintain and print staff sign in sheet for EC.
• Collect and report any accident reports to WWCC and WSP.
• Provide back-up for other North Campus Program Specialist.

Funds Management
Tasks include:

• Coordinate and finalize annual budget development for all funding sources with the Dean.
• Discuss budget needs with administrators, reviewing department needs against budget limitations and recommend appropriate action.
• Prepare, review and submit staff budget requests/needs for their related program areas.
• Review expense and budget status reports; analyze problem areas and advise WWCC Leadership Team of possible corrective action.
• Prepare cost estimates and projections of future needs for proposed action.
• Manage all aspects of the Resale Accounts.
• Manage all aspects of the PCards (MasterCard) Accounts (includes all Workforce).
• Manage year end projections and spend down plans.
• Track and inventory department receivables, use and purchase department supplies.
• Process and track all department expenditure requests, purchase requisitions, check requests, payroll, and travel requests and reimbursements.
• Make travel arrangements on behalf of staff

Contract Administration
Tasks include:

• Gather data and prepare reports as requested by the Leadership Team to track completions and follow-up with graduates for records related to academic achievements to include post incarceration education and employment results when data is available.
• Maintain department records as outlined by State records retention guidelines.
• Gather and/or supervise compilation of information from a number of sources and refer pertinent information to the Dean of Corrections Education.
• Forward quarterly instructional schedules to SBCTC corrections education administrator.

Space, equipment, supplies and property management
Tasks include:

• Submit facility requests for areas that need maintenance or repair.
• Contact vendors to coordinate maintenance and repair of equipment.
• Maintain inventory of equipment.
• Determine need for office supplies, equipment and furniture.
• Coordinate with main campus purchasing representative surplus of non-essential equipment.
• Checkout WSP campus agency vehicles.
• Delegate and assign servicing and recall work for WSP campus agency vehicles.

Public Information
Tasks include

• Notify institution counselors of planned changes to programs and course entry requirements, as directed by the Leadership Team.
• Promote programs throughout the facility through a variety of means.
• Coordinate program functions with appropriate agencies and departments to accomplish program activities; promote the programs at WSP and with other organizations. (I.e. Graduations, advisory board meetings, student voice council meetings, or forums as assigned by the Dean or Assistant Dean.)
• Share our quarterly class schedule with EC Lt, movement CO's, CPM's assistant and any others who use the education floor and classroom space.

Student Services
Tasks include:

• Provide backup for weekly education orientation to newly arrived offenders in the East Complex regarding offered services. Assist offenders in selecting courses.
• Provide back-up for the weekly Program Review Committee.
• Deliver student evaluation forms to classrooms where needed, administer and collect said forms. Send student evaluations to WWCC main campus for recording.
• Work with institution job supervisors and counselors to adjust offender student work schedules when needed to accommodate educational needs.
• Monitor offender student progress. Document and notify appropriate institution staff when offender students are eligible to work institution jobs. Take corrective action in regard to offender students who demonstrate unsatisfactory progress.
• Send quarterly transcripts to students.
• Send out Vice President's and President's list, update spreadsheet and posters regarding this.

Competencies

• Ability to interact with those in custody and/or the public according to expected guidelines; treat people with dignity and respect.
• Ability to work with students (offenders) in a correctional setting and understand goals and objectives of the community college program at the correctional center.
• Ability to recognize the value of cultural, ethnic, gender and other individual differences in people.
• Ability to build constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect.
• Ability to understand and apply security requirements and State and department policies.
• Microsoft Office aptitude, including Excel, Word, and Outlook skills.
• Effective oral and written communication skills.
• Ability to learn and work with new software programs.
• Demonstrate productive conflict management strategies.
• Effective multitasking and optimal task prioritization abilities.

Required Qualifications:
Equivalent combination of education and experience may be considered at the discretion of the college.

• AA Degree or above
• 18 months of responsible office experience at an advanced level

Desirable Qualifications:

• BA Degree or above in Accounting/Bookkeeping.
• Bilingual - English/Spanish

Conditions/Terms of Employment
This position is located inside the Washington State Penitentiary, an adult male prison. Interacts daily with students (incarcerated individuals), instructors, counselors, DOC, and WWCC staff. Successful candidate must have the ability to travel between on-site testing sessions with or without accommodations, approx. 2-3 miles per day. Washington State Penitentiary is fully ADA compliant. Standard business hours are 40 hours per week, Monday - Friday from 7:30 p.m. to 3:00 p.m. with a half-hour lunch break. Incumbent may be expected to occasionally adjust the work schedule to meet business needs. Duties require the use of standard office furniture and equipment (e.g., desk, filing cabinet, computer, printer, telephone, fax machine, copy machine, etc.). Interact daily with students (incarcerated individuals), instructors, counselors, DOC, and WWCC staff. Minimal travel may be required for occasional training.

This classified position is in a bargaining unit for which WPEA Higher Ed is the exclusive representative.

The college has an excellent benefit program including medical, dental, life and long-term disability insurance; paid sick leave; paid vacation leave; and retirement plan. All full-time employees will automatically have 3% of taxable income deferred into the State of Washington Deferred Compensation Program (DCP) unless declined at time of hire. WWCC requires all employees to participate in direct deposit for payment of salary. The College is a tobacco-free campus.

Persons hired must be able to provide acceptable documentation of lawful authorization to work in the United States within three (3) days of employment and official college transcripts. WWCC participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. All Walla Walla Community College staff members employed at one of the Correction Education facilities must be cleared by an FBI background check before being hired into such positions and successfully complete a 3-week corrections training program. Information from the background check may not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

Required Application Materials
This position is posted as open until filled. For priority consideration applications should be received by 11:59 p.m. on Friday, April 21, 2023. To qualify for consideration, applicants must meet required qualifications and submit a complete application packet that includes the following:

• Online application
• Cover letter
  • In your cover letter, please describe why you would like to join the staff at WWCC's Washington State Penitentiary campus and what qualities, strengths, and experiences you would bring to the college; be sure to speak to the Qualification and Core Competencies.
• Resume
• List of names, addresses, and telephone numbers of three professional references.
• Unofficial transcripts for application purposes (if applicable); official transcripts are required prior to an official start date.

WWCC reserves the right to not fill this position, reject all applicants, reopen the position or make a direct appointment. Applications received during this recruitment may be used to fill future vacancies at the College's discretion.

If you have difficulty logging into your account, attaching documents, submitting your application, etc., please call NEOGOV customer service at 1-855-524-5627.

Walla Walla Community College is committed to provide equal opportunity and nondiscrimination for all educational and employment applicants as well as for its students and employed staff, without regard to race, color, creed, national origin, sex, sexual orientation, including gender expression/identity, marital status, age (over 40), the presence of any sensory, mental, or physical disability, the use of trained guide dog or service animal by a person with a disability, or status as a Vietnam and/or disabled veteran, National Guard member or reservist in accordance with the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Federal Rehabilitation of 1973, the Americans with Disabilities Act of 1990, and any other applicable Federal and Washington State laws against discrimination. To qualify for veteran's preference, you must attach a copy of your DD214 or NGB 22. The Human Resources Office is accessible to persons with disabilities. If you need accommodation in the application/ employment process, please call (509) 527-4323 - TDD (509) 527-4412.

WWCC reserves the right to not fill this position, reject all applicants, reopen the position, or make a direct appointment. Applications received during this recruitment may be used to fill future vacancies at the College's discretion.

If you have difficulty logging into your account, attaching documents, submitting your application, etc., please call NEOGOV Applicant Support at 1-855-524-5627.

Walla Walla Community College is committed to provide equal opportunity and nondiscrimination for all educational and employment applicants as well as for its students and employed staff, without regard to race, color, creed, national origin, sex, sexual orientation, including gender expression/identity, marital status, age (over 40), the presence of any sensory, mental, or physical disability, the use of trained guide dog or service animal by a person with a disability, or status as a Vietnam and/or disabled veteran, National Guard member or reservist in accordance with the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Federal Rehabilitation of 1973, the Americans with Disabilities Act of 1990, and any other applicable Federal and Washington State laws against discrimination. To qualify for veteran's preference, you must attach a copy of your DD214 or NGB 22. The Human Resources Office is accessible to persons with disabilities. If you need accommodation in the application/ employment process, please call (509) 527-4323 - TDD (509) 527-4412.



To apply, please visit https://www.schooljobs.com/careers/wwcc/jobs/3995209/program-specialist-2-wsp




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