Office Support Supervisor 1

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or status as a protected veteran. For more information regarding Evergreen's non-discrimination policies or to report discrimination, please visit the Affirmative Action and Equal Opportunity webpage at www.evergreen.edu/equalopportunity or contact the Affirmative Action and Equal Opportunity Officer at (360) 867-5371, Room 3102 Library Building, 2700 Evergreen Parkway NW, Olympia, WA 98505.

• Provide a welcoming environment for students coming to Student Activities and New Student Programs.
• Coordinate a high traffic office with frequent in-person interactions from diverse populations of students and college staff.
• Provide direct administrative support for the Director, including scheduling and copy editing.
• Assist the Director with developing and implementing program assessment strategy, including survey development and building, communication, and deployment.
• Lead administrative coordination for orientation and pre-orientation programs including planning meetings, note taking, communication, housing, meals, and travel.
• Participate in preparation and maintenance of policies and procedures for area of responsibility.
• Develop new documents and communications/outreach using SharePoint, Microsoft Word, Teams, Excel, Outlook, and social media as directed.
• Initiate and process a variety of forms and correspondence, such as campus production reports, electronic personnel action forms, service agreements, honoraria, travel authorities, help tickets, and work orders.
• Enter purchase orders, monitor purchasing card transactions, collect receipts, and reconcile all purchases for multiple programs.
• Supervise student employees in Desk Assistant positions, including recruitment, hiring and promotion, training, support, evaluation, and addressing performance issues.
• Coordinate with department leadership to manage and maintain the learning allotment distribution procedure for student leaders.
• Coordinate with student organization advisors and the Director to manage the logistics for the training and orientation of registered student organization student coordinators and members.
• Manage and maintain digital processes, records, and forms, including development, troubleshooting, and training; enter data into relevant databases.
• Provide information about office programs, college policies, and office procedures to students, staff, and the public
• Provide administrative support for orientation and pre-orientation programs, including notetaking, promotion, communication, housing, meals, and travel.
• Make travel arrangements, hotel, and transportation reservations for administrative staff and student leaders.
• Compose and distribute correspondence for own and/or supervisor's signature.
• Resolve problems as a representative of Student Activities and make appropriate referrals to other college offices.
• Maintain program webpages, including intranet, and online student organization directory.
• Participate in all required meetings and committees, including recording meeting notes and action items; may occasionally facilitate staff meetings.
• Serve as designee for the Director in committee meetings, leadership meetings, and on-going projects as assigned.

• Manage the meeting and event requests for registered student organizations, Student Activities, New Student Programs, and other related programs.
• Approve college requests for Student Activities and New Student Program spaces through scheduling system.
• Manage office space inventory, access lists, and keys in coordination with Facilities and Police Services.
• Assist in resolving equipment, technology, and software challenges; refer issues to IT staff as needed.
• Manage bulletin boards and assist in controlling visual pollution in the College Activities Building.
• Coordinate annual end-of-year student group workstations and basement storage clean-up events.

• Maintain and monitor records on Procurement Cards (P-Cards), events, space requests, and equipment and supply inventory.
• Prepare monthly P-Card reconciliation for the Director's review and approval.
• Collect, maintain, and organize data relating to assessment, budget, and annual reports, as directed.
• Collect, maintain, and organize data relating to registered student organizations, student leadership, vendors, as directed.

• Exceptional organizational skills, including the ability to juggle competing demands, work efficiently, produce accurate results under pressure, adjust to changing priorities, and meet deadlines in a highly distractive and noisy office environment with continuous student contact.
• Excellent skill and ability in performing customer service front office management skills, such as greeting students, fielding inquiries, gathering and processing information, and disseminating accurate information.
• Supervisory skill and ability to recruit, hire, train, schedule, provide work direction, evaluate performance, and address performance issues.
• Ability to communicate effectively in person and electronically.
• Ability to make and reconcile purchases following college policies and procedures with skill in tracking financial transactions, maintaining records, and organizing information for reporting and budgeting purposes.
• Skill in troubleshooting problems, determining priorities, and developing solutions in a timely manner and ability to use sound judgment in deciding when to solve a challenge independently or elevate to others.
• Ability to enter data with a high degree of accuracy using database programs and spreadsheets while maintaining confidentiality.
• Ability to proofread and edit documents for sentence structure, spelling, grammar, punctuation, and content accuracy.
• Ability to learn and communicate knowledge of a variety of regulations, rules, policies, procedures, and/or processes.
• Ability to review and manage documents, records, or applications for completeness, accuracy, and compliance with rules; ability to determine and explain action necessary to achieve compliance or approval.
• Technological skill and ability to work with standard office equipment and computer programs, such as Microsoft 365 (Word, Excel, Outlook, Teams, SharePoint, etc.), relational databases (Banner), web publishing software, social media, etc.
• Ability to work independently and to collaborate effectively with diverse groups and individuals and as part of a team.
• Ability to perform work in an office setting use a computer for extended periods.
• Ability to prioritize daily work, handle competing demands, and meet deadlines.
• Ability to understand and apply college policies and procedures when making decisions and completing assignments.
• Ability to occasionally work evenings and weekends.

• Bachelor's degree.
• Two years of increasingly responsible office experience.
• One year of experience of college administration, with increasing interaction with a diverse student body population.
• Supervisory experience, preferably student employees in a higher education setting.

• Must provide proof of identity and employment eligibility within three days of beginning work.
• This position is part of a bargaining unit and covered by a collective bargaining agreement.
• 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.
• Prior to an official offer of employment, a Declaration Regarding Sexual Misconduct form must be submitted to the college per RCW 28B.112.080. The college will contact current and past employers to verify this information. Applicants who provide inaccurate information in their declaration will be disqualified and, if the inaccuracies are discovered after the applicant has been hired, it shall be grounds for termination.
• Must be able to work occasional evenings and weekends.