Location: Spokane CC Main Campus Spokane

Department: SCC Admissions/Registration

Salary Range: $3,167 - $3,999

Starting salary for this position is: $ 3,167 (Monthly)

Employees hired at the entry step of this range receive salary step advancement after six months and every 12 months thereafter. An employee hired at anything higher than the entry step of the range will have salary step advancement after 12 months and every 12 months thereafter until they reach the top of the salary range. Each salary step advancement will be approximately a 5% increase.

About Us 

Spokane Community College (SCC) is a beautiful campus located in the inland Pacific Northwest, on the ancestral home of the Spokane Tribe, near the Spokane River. Our campus is not far from the urban center of Spokane, a mid-sized city with a high quality of life and quick access to the outdoors.

SCC is one of two accredited community colleges that comprise the Community Colleges of Spokane (CCS). Serving about 15,000 students, SCC endeavors to be an educational leader and a responsive partner with the community and region, offering access to relevant programs of the highest quality. We offer state-of-the-art career technical programs (approximately 50% of total enrollment) as well as liberal arts/transfer programs (about 25%) and basic education for adults (about 25%), In addition to serving the urban and suburban population in greater Spokane, CCS provides educational services to rural communities throughout a 12,302 square mile region in Eastern Washington. This region includes all of Spokane, Stevens, Whitman, Ferry, and Pend Oreille Counties as well as portions of Lincoln County.

SCC’s mission is to provide all students with an excellent education that transforms lives and expands their opportunities.

Applications will be accepted until 4:00 p.m. PST on July 11, 2024. The application process will not be available after this time. To ensure consideration make sure your application is completed and submitted as soon as possible. Applications will only be accepted prior to 4:00 p.m. on the closing date.

About the Office Assistant 3 - Spokane Community College

Under the general supervision of the Associate Registrar in Admissions and Registration, this position will maintain electronic and manual records for Spokane Community College (SCC) Admissions and Registration departments (Admissions, Registration, Non-Credit Registration, Testing Center and Transcripts/Records).

This position will also be responsible for scheduling and approving events in 25Live (event management system). They will act as a backup to other Admissions and Registration personnel, supporting office reception areas and phone queues as an initial point of contact and providing answers to frequently asked questions for credit and non-credit registration, admissions, testing, transcripts, financial aid, disability access services, and counseling.

Duties & Responsibilities

• Process, audit, scan, and index various documents into the document imaging system for Admissions and Registration. *
• Maintain digital and paper documents according to records and retention schedule and document destruction requirements. *
• Perform general office duties, e.g., process/distribute mail, make copies, file, type correspondence, scan, fax, schedule and approve events in 25Live and run related reports. *
• Act as backup to other department personnel as requested, including, but not limited to supporting Admissions and Registration office reception areas and phone queues as initial point of contact and providing answers to frequently asked questions for credit and non-credit registration, admissions, financial aid, disability access services, testing, transcripts and counseling. *
• Act as backup for processing Family Educational Rights and Privacy Act (FERPA) authorizations, enrollment verifications, and name change requests. * 
• Assist students and potential students with web transactions including schedule planning, online registration, application for admissions, and basic Financial Aid assistance. *
• Answer phones, greet and direct students and the public and enter student information into the Customer Relationship Management (CRM) system, TargetX. Respond to inquiries regarding programs and procedures in person, verbally, by mail, or electronically. *
• Process credit and non-credit student registration transactions; adds, drops, and withdrawals. *
• Perform complex data and word processing tasks, merging and sorting spreadsheet and database files, and uploading and downloading data. *
• Review Admissions and Registration informational materials, webpage, and publications to ensure information is current, consistent, and accurate. *
• Model professional decorum and mutual respect in all personal interactions. *
• Comply with district policy, procedures and directives, state and federal regulations, orders and statutes and collective bargaining agreements. *
• Support and advance the CCS strategic plan, and perform other duties as assigned. *

* Indicates this is an essential duty.

Competencies

• Action Oriented
• Optimizes Work Processes
• Ensures Accountability
• Drives Results
• Collaborates
• Values Differences
• Communicates Effectively
• Instills Trust
• Demonstrates Self-Awareness
• Self-Development
• Nimble Learning
• Situational Adaptability
  

Learn more about our competencies.

Minimum Qualifications

• Demonstrated customer service experience.
• Experience using Microsoft Office software.
• Excellent verbal, written, and interpersonal communication skills.
• Working knowledge of general office equipment.
• Ability to use a multi-line phone system and possess proper phone etiquette skills.
• Ability to work on and pivot between multiple tasks and work in a fast-paced environment.
• Ability to handle constant interruptions.
• Ability to maintain a high level of confidentiality.
  

Desired Qualifications

• Increasingly responsible clerical experience.
• Associate degree or higher.
• Knowledge of CCS academic programs, non-credit and continuing education, and available support services.
• Experience using a student management system (e.g., PeopleSoft, Ellucian, Workday, etc.).
• Experience using a customer relationship management system (e.g., TargetX, Salesforce, Starfish, Oracle CRM, etc.)
• Understanding of Family Educational Rights and Privacy Act (FERPA) guidelines.
  

Physical Requirements

• Work is performed in a semi-open office setting with frequent interruptions and background noise.
• Work is sedentary.
• Work directly with students/clients.
• Move up to 25 lbs. occasionally.
  

Conditions of Employment

• Full-time schedule (12 month, 40 hours a week).
• 6-month probationary period.
• This position is overtime eligible.
• Criminal background check required.
  
• This position is covered under a collective bargaining agreement. Membership is optional.

Person hired must be able to provide acceptable documentation of U.S. Citizenship or lawful authorization to work in the United States. This is an absolute condition of employment. An offer of employment will not carry with it any responsibility or obligation on the part of the district to sponsor an H1-B visa. In addition, the Community Colleges of Spokane maintains a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment.  

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. Once an applicant is chosen for a position, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

Benefits Information

Medical, dental, life and long term disability insurance benefits are provided as currently administered under Public Employees Benefits Board; WA State Retirement Plan; vacation and sick leave begin to accrue at the rate of one (1) day per month, upon employment. (For positions that are less than full time, leave accruals will be prorated to the percentage of the position.) This position is designated a bargaining unit position and union membership is not a condition of employment. Leave accruals and usage are governed by the WFSE collective bargaining agreement.

Public Employees Benefits Board

Additional benefits information

Required Application Materials

To qualify for consideration, applicants must meet required competencies and submit a complete application packet, which includes the following:

• Cover letter - addressing your qualifications relevant to the responsibilities of this position.
• Resume.
• References – the names, addresses, and phone numbers of three professional references.

For questions regarding a job application or the hiring process, or if you require an accommodation during the application or interview process, please contact HR at CCS.Recruiter@ccs.spokane.edu.

Community Colleges of Spokane (CCS) Equity Statement

CCS believes that access to high-quality education in a safe and inclusive environment is the right of all individuals and imperative for the continued advancement of a strong democracy and workforce. We also believe higher education institutions have an obligation to work toward and demonstrate progress in ensuring equity amongst their students, faculty, and staff. Equity is grounded in the principle of fairness. In higher education, equity refers to ensuring that each student receives what they need to be successful through the intentional design of the college experience.

Native Land Acknowledgement

We are honored to acknowledge that the Community Colleges of Spokane, and our main campuses for Spokane Falls and Spokane Community College, are located on the traditional and sacred homelands of the Spokane Tribe. We also provide services in a region that includes the traditional and sacred homelands of the Coeur d’Alene Tribe, Confederated Tribes of the Colville Reservation, Kalispel Tribe and Nez Perce Tribe.
 
We pay our respect to tribal elders both past and present as well as to all Indigenous people today. This land holds their cultural DNA, and we are honored and grateful to be here on their traditional lands. We give thanks to the legacy of the original people and their descendants and pledge to honor their stewardship and values.

Equal Opportunity Institution

Community Colleges of Spokane does not discriminate in its programs, activities and employment on the basis of race, creed, color, religion, national or ethnic origin, age, sex, marital status, pregnancy, pregnancy related conditions, parental status or families with children, status as a mother breastfeeding their child, AIDS/HIV or hepatitis C, honorably discharged veteran status, sexual orientation, gender identity or expression, disability, use of a trained guide dog or service animal by a person with a disability, genetic information, or any other legally protected category. 

Direct all inquiries or grievances regarding access and Title IX or ADA to: 
Amy McCoy | Chief Compliance Officer
Title IX and ADA Coordinator
Community Colleges of Spokane
2917 W. Whistalks Way, MS 3027
Spokane, WA. 99224-5288
ccs.titleix@ccs.spokane.edu
509-279-6012
 
Direct all inquiries regarding equal opportunity compliance and/or grievances to: 
Greg Stevens | Chief Strategy and Administration Officer
Community Colleges of Spokane
P.O. Box 6000, MS1004
Spokane, WA. 99217-6000
509-434-5040