Administrative & Support Staff Opportunities

The Office of Student Engagement at Whittier College seeks an Assistant Director.

The Assistant Director, under the direction of the Directors of Student Engagement and Equity & Inclusion, develops and oversees the registration, reinstatement, recognition, budget and email management, leadership development, and execution of events/activities, and risk management education for all approximately 75 student organizations. The Assistant Director position serves as the primary advisor for the InterClub Council (the governing body for club sports, field & major related, politically-minded, and general interest organizations), Diversity Council (identity-based organizations), and the Social Justice Coalition (activists and service organizations). This position will also work to provide a diverse offering of programs and services, will assist in the oversight and education of students in risk management and critical thinking, will establish and assess goals and objectives for their specialty areas, and will provide budget management for their specialty areas. The Assistant Director will also be responsible for key diversity, equity, justice, and inclusion programs and services as part of the Office of Equity and Inclusion, including Annual Cultural Graduations, trainings, and Orientation.

Hours: Monday – Friday, 40 hours per week
Exempt Status: Non-Exempt
Full Time/Part Time status: Full time
Salary Range: $49,000-$52,000 annual; Salary will commensurate with experience, skills, and knowledge. 

Reports to: Director, Student Engagement and Director, Equity and Inclusion
Location/Department: Whittier College (Main Campus)/Student Engagement

Responsibilities

Essential Functions of the Job

1. Student Organization Recognition, Registration, and Data Management
   • Provide support to Whittier’s approximately 75 social, cultural/identity, academic, and recreational organizations 
   • Coordinate student organization recognition, reinstatement, and registration processes; maintain organizational files including constitutions and membership lists 
   • Conduct student organization transition workshops in the spring to prepare clubs to transfer to new leadership in the following year. 
   • Serve as a resource to all student organizations regarding budgeting. Serve as the liaison between the Business Office and Accounts Payable to set, countersign, and reconcile budgets for all organizations 
   • Serve as a resource to all student organizations regarding policies, procedures, programming, event management, risk management, and evaluation 
   • Serve as a resource to all student organizations regarding their organization email account. Serve as the liaison between the IT Department and Communications Department 
   • Serve as a liaison and promote positive relationships with all faculty/staff advisors, volunteer coaches, campus departments, and organization alumni(ae) 
   • Report out to annual involvement data to the campus community. 
2. Student Organization Advisement and Event Management 
   • Provide advisement, leadership, training/workshops, and support to the Inter-Club Council, Diversity Council, and Social Justice Coalition.
   • Serve as a liaison and promote positive relationships with all governing body (Inter-Club Council, Media Council, Inter-Society Council, Social Justice Coalition, Diversity Council, Freshman Class Council, and Student Athletic Advisory Committee) faculty/staff advisors and chairs 
   • Create training materials to assist leadership development across all governing body organizations.
   • Serve as the main point of contact for student organizations regarding the online platform, Engage. Conduct regular trainings on use of the platform.
   • Serve as the conduct officer for student organization/group responsibility violations of policy 
   • Serve as a resource to student organizations as they plan in-person and remote events. 
3. Office of Equity and Inclusion 
   • Educate and train student leaders on issues of identity, equity, justice, and inclusion, and facilitate interaction between diverse groups of students within an environment that respects and appreciates the uniqueness of all community members. 
   • Serve as the primary advisor for Diversity Council (DC) and provide support and leadership to all the clubs within the DC. 
   • Serve as the primary advisor for Social Justice Coalition (SJC) and provide support and leadership to all the clubs within the SJC. 
   • Oversee the development of one of the end-of-year Cultural Graduations that celebrate the academic and leadership achievements of historically marginalized students (i.e. Asian Pacific Islander, Black Latinx, Lavender Graduations) 
4. Daily Operations of the Office of Student Engagement and Office of Equity and Inclusion 
   • Coordinate the annual Student Activities Fair, including marketing, coordinating student organization reservations, staff/volunteer coordination and budget management. 
   • Work collaboratively to design racial, equity, justice and inclusion trainings and programs across the Student Life Division that supports a sense of belonging for historically marginalized students
   • Select, train, supervise, evaluate and mentor student staff in planning and implementing programs and Campus Life initiatives 
   • Participate in policy development and review, goal setting, assessment and evaluation efforts for all programs and services. 
   • Assist with the scheduling of the college-wide events calendar using EMS (Event Management System) and Engage 
   • Assure departmental program expenditures are within allocated budgets; monitor budgets 
5. Other duties as assigned. 

Non-essential Functions of the Job

1. None identified at this time.

Position Specifications and Requirements - Minimum Qualifications

Previous Experience

• A minimum of 2 years of professional experience in student engagement or equivalent combination of education, training and experience
• Demonstrated knowledge in the areas of: student development theory, identity formation and related theories, assessment, program coordination, student leader advisement, event/risk management, fiscal management, program evaluation, group dynamics, conflict management, mediation, and leadership development
• Experience in social justice event planning and multicultural issues
• A commitment to the ideals of a liberal arts education and proven experience working with a diverse student population required,
• A commitment to the work of student affairs professionals as co-educators/partners with faculty, staff, alumni, students, and community partners in the holistic education of students
• A commitment to creating a safe, inclusive, and socially just learning environment. 

Knowledge and Education

• Master’s Degree in Student Personnel, Counseling, Education Administration or related field 
• Exemplary communication skills (both written and oral); strong interpersonal skills, ability to handle multiple projects simultaneously, ability to make sound ethical decisions, and experience working with a diverse student body 
• Must be computer literate (basic word processing and excel spreadsheets)

Application Deadline: Until Filled

The position is based in Whittier, California. To be considered for this position, please submit your cover letter and resume to: whittierjobs@whittier.edu or mail to Whittier College, Attn: Human Resources Manager, 13406 E Philadelphia Street Whittier, CA  90608. AA/AOE.

The position of Dispatcher is responsible for answering incoming calls to the College Campus as well as the Department of Campus Safety.

Dispatchers provide information to faculty, staff, and students on the telephone or when visiting the Department of Campus Safety. Dispatchers also monitor, and dispatch radio traffic to officers, student officers, facilities, and other departments on the College campus. 

Dispatches enter data into the department's CAD system for both radio traffic and incident management. Additionally, dispatchers coordinate with outside agencies utilizing both radios and phone

This position is considered a mandatory reporter / Campus Security Authority

Salary Range: $14.00 - $15.00 per hour.

Position Responsibilities

• Provides dispatching services to Campus Safety Department.  Answers calls for assistance, contacts officers in the field. Determines appropriate response in accordance with established procedures and assessment of the situation.
• Utilizes CAD system for report management 
• May contact back-up or follow-up services for assistance such as Whittier Police Department, Los Angeles Fire Department or other agencies.
• Maintains department logs using PC. Log must be accurate and maintained on a timely basis.
• Answer telephone for campus and overflow calls from the automated attendant. Transfer calls as requested.
• Monitors and dispatchers officers to Emergency Blue Light System (EBLS)
• Utilizing CAD systems enter parking tickets, citation history, and vehicle registration into a computer using data entry skills. 
• Perform clerical functions such as filing paperwork, light typing.
• Train and supervise student employees to serve as student dispatcher.  
• Other related duties as assigned.

Non-Essential Functions of the Job

• Assist officers during emergency situations and special events (e.g. commencement.)
• Take incident report in the office as directed by the shift supervisor
• Card Access Issuance (CAI)
• Completes monthly duties and audit reports as directed by Command Staff

Requirements

• Minimum 6 months experience working in a busy office with multiple/concurrent duties. Prior security experience preferred. Dispatcher training will be provided during the first year of employment. Good typing skills, general computer knowledge, and experience with database programs.

Knowledge and Education

High school graduate or equivalent required. Some college preferred. 

Machines, Tools, Equipment, Electronic Devices, and Software

Knowledge of personal computers, spreadsheet programs, word processing programs (Microsoft Office.)  Able to use telephone, copy machine, fax machine, and other typical office equipment.  Ability to type a minimum of 30 WPM. 

License(s) and Certificate(s)

Any certificates for related experience/training a plus.

Physical Activity/Effort

Sitting for prolonged periods of time.

To Apply

The position is based in Whittier, California. To be considered for this position, please submit your cover letter and resume to: whittierjobs@whittier.edu or mail to Whittier College, Attn: Associate Director, Human Resources, 13406 E Philadelphia Street Whittier, CA 90608. AA/AOE.

Whittier College is seeking a qualified Campus Safety Officer.

The successful candidate must be able to interact effectively with students, faculty, and staff. Under the general guidance of the Director of Campus Safety, the candidate will perform a variety of duties to ensure the safety of the College Community and campus facilities.

Hours: 40 hours per week, schedule varies
Exempt/Non-Exempt Status: Non-Exempt
Full Time/Part Time Status: Full Time
Salary Range: $15.00 - $17.50 per hour.

Reports To: Campus Safety Captain
Location/Department: Whittier College (main campus- Whittier, CA)/Campus Safety Department

This position is considered a Campus Security Authority. 

Position Responsibilities

• Patrols campus property, in a vehicle or on foot, to provide security and traffic control
• Performs physical security checks of campus facilities, ensuring facilities are in use by appropriate personnel
• Responds to emergency and non-emergency radio calls
• Must be available and ready at any point during shift to respond to community needs
• Observes, reports, and identifies persons involved in suspicious activities or manner and ensures that unauthorized persons leave the campus and community
• Enforces campus policies, regulations, and municipal, state and federal laws.
• Assist local law enforcement as necessary
• Conducts thorough investigations as assigned and completes detailed reports as to those investigations
• Participates in crime prevention programs
• Assist Student Life and Residential Life personnel as required
• Provides on-campus escorts to College students and personnel as requested
• Performs other duties as deemed necessary under the guidance of the Director, via chain of command

Requirements

• High School diploma
• Required certification; PC 832, Guard card, CPR, First Aid, and AED must be in possession at time of hire. Tear gas and collapsible baton certification required within first month of employment
• Must have no criminal record
• Must possess a current CA driver license
• Experience working campus safety/security/law enforcement in a College or University environment

To Apply

The position is based in Whittier, California. To be considered for this position, please submit your cover letter and resume to: whittierjobs@whittier.edu or mail to Whittier College, Attn: Associate Director of Human Resources, 13406 E Philadelphia Street Whittier, CA 90608. AA/AOE.

Whittier College is seeking a qualified Campus Safety On-Call Officer.

The successful candidate monitors and provides protection and security for the buildings and premises for students, faculty, staff, and visitors during the assigned shift. On-call employees utilized mostly to cover other staff members when needed and have shifting hours. May be required to work overtime, weekends, and holidays.

Salary Range $15.00 - $16.00 per hour. 

Position Responsibilities

• Respond to emergency situations such as accidents, injuries, crimes in progress and safety hazards. Provides assistance, summons proper authorities and polices to maintain order, safety and to protect life and property. Ensure proper and appropriate safety methods and procedures are followed.  Prepare report(s) as required.
• Inspect buildings and grounds to watch for and guard against fire, theft, illegal entry, infraction of safety regulations and other irregularities.
• Admit authorized persons, check to see that company articles are not removed from property without proper approval.
• Make periodic tours through buildings and grounds, examine doors, windows, and gates to ensure they are properly secured. 
• Cooperate with local law enforcement agencies on investigations or irregularities connected with campus security.
• Provide information and directions to campus visitors.
• Represent the College as appropriate in community relationships, and with government agencies, professional associations, and similar groups. 
• Other related duties as assigned. 

Non-Essential Functions of the Job

Act as dispatcher; answer phones, field calls, and dispatch fellow officers.

Requirements

• High School diploma
• Required certification; PC 832, Guard card, CPR, First Aid, and AED must be in possession at time of hire. Tear gas and collapsible baton certification required within first month of employment 
• Must have no criminal record
• Must possess a current CA driver license
• Experience working campus safety/security/law enforcement in a College or University environment

To Apply

The position is based in Whittier, California. To be considered for this position, please submit your cover letter and resume to: whittierjobs@whittier.edu or mail to Whittier College, Attn: Associate Director Human Resources, 13406 E Philadelphia Street Whittier, CA 90608. AA/AOE.

Hours: Varies-Monday-Friday
Exempt Status: Exempt
Full Time/Part Time status: Part Time
Salary Range: $1,000 for each student teacher

Reports To: Director of Clinical Practice
Location/Department: Whittier College (Main Campus)/Department of Education

Responsibilities

A College Supervisor ensures, through weekly observations and follow-up conferencing, that our teacher candidates

1. Progress through sixteen-week student teaching assignment; during which time the candidate takes on more teaching responsibility.  
2. Writes appropriate lesson plans using the department template. Incorporated into each lesson plan template includes, but is not limited to: attending to (1) students’ prior academic knowledge, prior experiences, as well as assets and needs; (2) learning activities, student grouping, and instructional strategies that facilitate learning, academic language development; (3) diagnostic, formative and summative assessments; and (4) developmental considerations and accommodations for EL, SN and students with academic/emotional support needs. Lesson plans must also (6) explicitly reference all Teacher Performance Expectations (TPEs) as appropriate.
3. Understands the Teaching Performance Assessments, Instructional Cycles 1 and 2, and are supported during as they complete these cycles during student teaching. 
4. Applies techniques of classroom management to ensure best possible learning environment for students.

College Supervisors need to fulfill the following for each teacher candidate

1. Observe weekly and use observations to complete all required evaluation forms.
2. Conference with the candidate after each observation.
3. Confer with Master Teacher at each observation about the candidates’ progress, strengths and areas of concern.
4. Communicate with Master Teacher and school principal about responsibilities of a Master Teacher and paperwork due throughout student teaching assignment.
5. Communicate any concerns about the candidates’ progress during a student teaching placement with the Director of Clinical Practice.
6. Ensure that each Master teacher completes all necessary paperwork as it pertains to their role during the candidates’ assignment. 

Additional Responsibilities

1. Attend Master Teacher Workshop each semester to continue to develop professionally, connect with Master Teachers, and understand local school district’s educational focus for the academic year. 
2. Attend all College Supervisors’ Meetings, so as to stay apprised of all changes to the college’s student teaching program, CTC requirements, and develop professionally as an educator.
3. Attend one adjunct-faculty breakfast per semester (held on Saturday mornings) to continue professional development and stay apprised of all college and Commission on Teacher Credentialing (CTC) requirements.

The Department of Education and Child Development has a tradition of preparing highly qualified elementary, secondary, and special education teachers. Offerings include undergraduate studies in child development, and graduate studies in elementary, secondary, and special education, including several credential programs and Master of Arts degree program.

Non-essential Functions of the Job

1. None identified at this time.

Position Specifications and Requirements

1. Five years of successful teaching experience in a public school.
2. A teaching credential in subject area(s) related to credential programs offered at Whittier College. 
3. Excellent organization and communication skills (both written and verbal).
4. Ability to work professionally with the public, as well as college and district students, faculty, administrators.

Application Deadline: Until Filled

Applications should include copy of teaching credential, resume, and statement of interest. Applicants must submit materials electronically (PDFs preferred) to Linda Brennan at lbrennan@whittier.edu. Review of completed applications is ongoing. AA/EO Employer. 

The Department of Education and Child Development at Whittier College is seeking a Director of Clinical Practice, with responsibilities in the following areas: (1) District/School Outreach; (2) Clinical Practice; and (3) CalTPA Coordination.

We seek a colleague who is also committed to teaching college students of diverse backgrounds, and preparing future teachers to work effectively with diverse students, parents and communities.

Hours: Monday – Friday, 40 hours per week
Exempt Status: Exempt
Full Time/Part Time status: Full Time
Salary Range: $50,000-$60,000; Salary will commensurate with experience, skills, and knowledge. 

Reports to: Education Department Chair
Location/Department: Whittier College (Main Campus)/Education and Child Development

Responsibilities

District/School Outreach Responsibilities

• Maintain current MOUs and contracts with local school districts to identify locations for fieldwork and student teaching (TK-High School); this involves articulating department goals and guidelines to district personnel as they pertain to particular courses, programs, or partnerships. 
• Serve as the main contact between department and districts when identifying policies and procedures for all clinical practices experiences; such a role requires regular communication both in person and via email or phone. 
• Attend advisory board meetings for local schools, districts, and Induction Programs. Assist Director of Clinical Practice in alerting these program partners and alumni of new programming opportunities. 
• Serve as a representative of Whittier College on the WASA (Whittier Area School Administrators) Board by attending board meetings and events throughout the school year.

Clinical Practice Responsibilities (Fieldwork & Student Teaching)

• In consultation with department faculty and staff, arrange placements for all candidates in undergraduate and graduate level coursework as well as student teaching adhering to district and college policies. 
• With assistance from departmental administrative assistant, document and track all placement information in adherence with CTC guidelines. 
• Maintain EDUC Fieldwork Documentation Moodle Page. This includes, but is not limited to updating the page each semester, and communicating to faculty, staff and students about related policies and procedures. 
• Evaluate applications for student teaching; this includes interviewing prospective student teachers. 
• Organize informational sessions (once per semester) for prospective student teachers. 
• Collaborate with Whittier College’s Office of Institutional Research and Assessment to administer any necessary surveys related to clinical practice (e.g., end-of-placement evaluations of master teachers and college supervisors). 
• Recruit, train, and supervise Whittier College supervisors, who observe and evaluate traditional student teachers/interns in local public and private schools. This includes matching college supervisors with student teachers/interns (by credential). 
• Provide  and monitor 10 hours of training for prospective master teachers to provide them with information about credential programs and training on how to successfully mentor student teachers. This includes collecting documentation of successful completion of training as well as maintaining records for CTC accreditation. 
• Teach sections of EDUC 421/521: Student Teaching Seminar which is associated with candidate’s student teaching experience. 
• Observe all student teachers at least once per semester.
• Monitor development, revision, and use of all digital forms (e.g., Formstack) related to Clinical Practice.
• With assistance from departmental administrative assistant, ensure timely payments for all college supervisors and master teachers.
• Manage digital files for student teachers AND college supervisors on appropriate Moodle Pages. 
• Plan student teaching colloquium (once per semester).

CalTPA Coordination Responsibilities

• Attend Commission on Teacher Credentialing training pertaining to CalTPA (Instructional Cycles 1 and 2) and continue to remain abreast of CalTPA updates and changes. 
• With assistance from departmental administrative assistant, secure voucher numbers from Pearson for all candidates submitting Instructional Cycles.
• Embed candidate preparation for CalTPA in EDUC 421/521: Student Teaching Seminar. 
• Monitor CalTPA submissions for all candidates including submission reminders and remediation as needed. 
• Serve as recipient of ED Reports for CalTPA data and regularly update faculty on CalTPA scores.
• Supervise collection and maintenance of necessary departmental and state documentation for candidates as it pertains to clinical practice. This includes data related to CalTPA passage rates. 

Other Departmental Duties

• Attend all department meetings, including biannual Faculty-Adjunct Breakfasts, biannual Advisory Board Meetings, and department retreats (in January and Summer). 
• Maintain open office hours and visibility at least three days per week to facilitate coordination with college supervisors, department faculty and staff, as well as prospective and current credential students. 40 hours per week includes teaching two sections of EDUC 521. Up to 5 hours per week may be used for approved off campus tasks such as: attending WASA & advisory board meetings, working with district partners, and observing student teachers. 
• Stay up to date on all news from Commission on Teacher Credentialing (e.g., weekly PSD E-News listserve) requiring requirements for credential candidates. 
• Participate in the accreditation process, including but not limited to: assisting with preparing necessary documentation, and participating in Accreditation Site Visits.

Other duties as assigned

Non-essential Functions of the Job

1. None identified at this time.

Position Specifications and Requirements

Previous Experience

Successful teaching experience in culturally/linguistically diverse public elementary or secondary schools, experience in California highly desirable. Experience in student teaching supervision is highly desirable. Experience with CalTPA Instructional Cycles preferred. Evidence of strong commitment to teaching college students of diverse background and to preparing teachers for diverse student populations. 

Knowledge & Education

M.A. required, Ph.D. or Ed.D. preferred. 

Application Deadline: February 1, 2021

The position is based in Whittier, California. To be considered for this position, please submit your cover letter and resume to: whittierjobs@whittier.edu or mail to Whittier College, Attn: Human Resources Manager, 13406 E Philadelphia Street Whittier, CA  90608. AA/AOE.

The Enrollment Operations Manager is responsible for the administration of the college’s enrollment operations and software/data information systems (Technolutions Slate and Ellucian Banner).

The position will oversee the development and management of processes for the offices of Admission and Financial Aid including application workflows, document processing (physical and electronic), data collection and transferring, CRM support, and maintenance for the division’s technological resources. The Enrollment Operations Manager will be the primary contact to address internal and external customer relations with regards to enrollment operations. The position will serve as the division’s liaison to IT Services, and also will collaborate with other offices on campus including the Office of Institutional Research and Assessment, the Office of the Registrar, and the Business Office

The Enrollment Operations Manager will be a member of the Enrollment Division Leadership Team, which engages in strategic planning and oversees all policies and procedures for the offices of Admission and Financial Aid. The ideal candidate will have an understanding of admission, financial aid, and higher education policies, procedures, and standard practices. 

Hours: Monday – Friday, 36 hours per week 
Exempt Status: Exempt
Full Time/Part Time status: Full Time
Salary Range: $70,000-$75,000; Salary will commensurate with experience, skills, and knowledge. 
Reports to: Vice President for Enrollment Management
Location/Department: Whittier College (Main Campus)/Enrollment

Responsibilities

• Coordinate and manage Technolutions Slate CRM system documentation, data management, upgrades, testing, and troubleshooting. Become knowledgeable in all aspects of the platform to ensure the system is being optimally used to its fullest capacity.
• Manage the import of Common Application data and materials into Slate for application processing and review. Develop and manage the application workflow for the undergraduate Common Application population.
• Develop and manage internal applications and forms, and their workflows, for admission to specific programs including Graduate Programs in Education, International Partners, and the California Community College Advantage.
• Process and index electronic and physical documents pertaining to the application process; serve as document steward and archive manager. Work with the Campus Visit Coordinator to assign application processing tasks and projects to student work staff.
• Support and manage Slate users outside of the Enrollment Management Division
• Provide functional support for Ellucian Banner. Responsible for ensuring that all necessary enrollment data is input or transferred into Banner. Develop working knowledge of Axiom and the Argos reporting instance.
• Manage all Slate and Banner data/information imports, exports, and transfers between internal offices on campus, as well as outside vendors.
• IT Liaison- primary contact for any equipment requests and/or purchases.
• Division hardware and software support.
• Support the Vice President for Enrollment Management in creating queries, reports, and dashboards for data analysis.
• Support the Enrollment Communications Manager in managing the Enrolment Division’s communication workflows.
• Support Vice President for Enrollment Management and Office of Institutional Research and Assessment in completing any required surveys.
• Serve as a contact for students and families dealing with technical issues with the application process (as needed).
• Provide training on office tools and technology for Admission and Financial Aid professional and student staff.
• Other duties as assigned.

Non-essential Functions of the Job

None identified at this time.

Position Specifications and Requirements

Previous Experience

1. Experience working with and understanding CRM application configuration and administration required.
2. Knowledge of the higher education environment and business functions, experience having worked in an Admission or Financial Aid Office is strongly preferred

Knowledge and Education

1. Bachelor’s degree required.
2. Demonstrated ability to communicate technology-related information in oral and written form to individuals with varying backgrounds.
3. Demonstrated time-management skills and an ability to commit to and meet multiple concurrent deadlines.
4. Strong attention to detail
5. Comfort with and ability to quickly adopt new technologies and systems
6. Ability to uphold the college’s commitment to inclusive excellence in a diverse campus community.

Application Deadline: Until Filled

The position is based in Whittier, California. To be considered for this position, please submit your cover letter and resume to: whittierjobs@whittier.edu or mail to Whittier College, Attn: Human Resources Manager, 13406 E Philadelphia Street Whittier, CA  90608. AA/AOE.

The Financial Aid Office at Whittier College seeks a Financial Aid Counselor.

The Financial Aid Counselor will work with financial aid systems including Banner, Whittier College system, as well as Federal and State systems. Performs packaging procedures, counsels’ students/parents, and front office coordinator back-up as needed. Also, involved in outreach programs on and off campus as well as our social media site. Coordinates Cal Grants, Outside Scholarships, withdrawals and Re-admitted students.

Hours: Monday – Friday, 40 hours per week 
Exempt Status: Non-Exempt
Full Time/Part Time Status: full time
Salary Range: $20-$23 per hour; Salary will commensurate with experience, skills, and knowledge. 

Reports to: Director of Financial Aid 
Location/Department: Whittier College (Main Campus)/Financial Aid

Responsibilities

Position Duties and Responsibilities

• Essential Functions of the Job
  • Keep up to date on new Federal requirements
  • Counsel students/parents as needed
  • Phone back up for coordinator
  • Student withdrawal/readmission processes
  • New student packaging financial aid awards
  • Financial Aid Facebook moderator
• Non-essential Functions of the Job
  • None identified at this time.

Position Specifications and Requirements

Minimum Qualifications

BA preferred. 1-2 years Financial Aid experience, Familiar with Banner preferred, Familiar with Microsoft Suite, Familiar with external financial aid systems such as COD, CPS and Webgrants, Available to travel 1-2 times her year for conferences or training

Knowledge and Education

Be proficient in Microsoft Suite, Customer service experience

Application Deadline: Until Filled

The position is based in Whittier, California. To be considered for this position, please submit your cover letter and resume to: whittierjobs@whittier.edu or mail to Whittier College, Attn: Human Resources Manager, 13406 E Philadelphia Street Whittier, CA  90608. AA/AOE.

The Office of Human Resources at Whittier College seeks an HR Student Employment & Payroll Specialist. The HR Student Employment & Payroll Specialist reports and provides support to the Human Resources and Payroll offices. 

The position provides clerical and administrative support to functions of Human Resources including but not limited to, primary administration of the Student Employment Program, processing of employment verifications, maintenance of personnel and volunteer program records, support to recruitment, benefits, daily office operation, department projects as needed, and serving as general support to the department by answering phones, maintaining the department email, greeting guests.

The position provides clerical and administrative support to functions of Payroll under general supervision and according to established policies and procedures including but not limited to, primarily responsible for preparing student payroll on a biweekly basis, processing of additional pays for student payroll, and be cross-trained to fill in for the payroll manager to assist with preparing of monthly and bi-weekly payrolls, voiding checks, reissuance of checks, issuance of manual checks, provide support to daily Payroll Office operation such as answering phones, responding to email inquiries, processing direct deposit forms, filing and assisting with department projects as needed. 

The position provides support to both departments as needed to ensure continuity of customer service to students, faculty, staff and community partners and members of Whittier College.

Hours: Monday – Friday, 40 hours per week
Exempt Status: Non-Exempt
Full Time/Part Time status: Full Time
Salary Range: $19-$22.58 per hour; Salary will commensurate with experience, skills, and knowledge. 
Reports to: AVP, Human Resources & Organizational Development/ HR Training & Development, Office Manager, and Payroll Manager
Location/Department: Whittier College (Main Campus)/Human Resources

Responsibilities

This Position is separated into two functions- Human Resources & Payroll.

Payroll Functions (30% time)

• Responsible for overall clerical and administrative duties relating to student payroll:
  • Processing of Payroll Forms such as manual timesheets, direct deposit forms, Form W-4 and EDD DE4 tax withholding forms before payroll deadlines
  • Collect and review community job student timesheets to approve electronically 
  • Process redistributions of student earnings, student PAR forms for additional pay/stipends
  • Review timesheets and make corrections and/or contact student/supervisor to make corrections as needed
  • Contact supervisors to review, correct, approve timesheets during payroll week
  • Pull timesheets into Banner to prepare/finalize pay, reviewing the student payroll register, finalizing, printing checks, submitting direct deposit files.
  • Audit/Review student payroll register and finalize student payroll by printing checks, submitting direct deposit files, etc.
  • Coordinate with the Business Office checks to be pulled each pay period to be applied to tuition accounts.
  • Process reissue payments and manual checks within the appropriate time per labor law; process voided checks and stop payments
• Cross-trained with Payroll Manager duties to assist and/or perform as needed in absence of payroll manager:
  • Run monthly and bi-weekly payroll, print checks, submit direct deposit file.
  • Process monthly timesheets, review bi-weekly timesheets
  • Issue manual checks, issue outstanding checks, issue final checks, VOID checks into the Payroll System, issue stop payments 
  • Process direct deposit forms, tax withholding form changes- W-4 and EDD DE4, additional pay/stipends PARs, 
  • Submit payroll taxes
  • Assist with quarterly taxes
  • Report new employees to the EDD
  • All other Payroll Manager duties and functions
• Prepare and submit bi-weekly and student payroll forms to the Payroll Office, tax forms, name/address changes, stop payments.
• Assist with troubleshooting and problem solving as needed.
• Assists with tracking ACA eligibility for part-time employees.
• Assist with processing of year-end forms such as W-2s.
• Assists with day-to-day operations, such as filing, answering questions, etc.
• Assists with auditing monthly and bi-weekly payroll as needed.
• Performs other position-related duties as assigned.

Human Resources Functions (70% of time)

• Responsible for the administration of the Student Employment Program such as, but not limited to:
  • Preparing and processing student employment related forms- SEAR forms, phonathon bonuses, student PAR forms, new student hiring paperwork
  • Data entry of student employment information in HR system (Banner) and ensure integrity of data and records. 
  • Monitor student payroll earnings to prevent budget overages. Audit timesheets and prepare biweekly earnings reports to send to supervisors. Correct work award overages, prepare redistributions for payroll, etc. 
  • Updating and maintaining student employment job descriptions. Work with supervisors as necessary to correct/update/create student job descriptions
  • Exception funding related duties- announce application period, collect and compile applications, lead committee review meeting, provide award letters, track students funded
  • In collaboration with the HR Training & Development, Office Manager and the Career Center staff representative, oversee the administration of the POET Internship Program
  • Process student LOA/Withdrawal notices to close and terminate student workers
  • Communicating with student supervisors regarding student employment program policies, procedures, and updates, hiring paperwork, timesheets, payroll discrepancies, disciplinary/performance issues, general student employment questions and inquiries
  • Conduct student employment new supervisor training/review sessions
  • Update, write, and distribute the Supervisor Student Employment Handbook each year and/or as changes/updates are needed
  • Update student employment information on the college website
  • Liaison between Whittier College and off-campus community organizations that participate in the Student Employment program. Ensure off-campus organizations understand and abide by the College’s student employment guidelines.
  • Fiscal year-end processes- ensure all academic year positions are closed and balanced, redistributions are processed, overages are charged appropriately, audit materials are gathered and prepared 
  • Provide email and phone correspondence with students and supervisors
  • Assist supervisors and provide guidance with disciplinary/performance concerns, write-ups, terminations, etc.
  • Participate in orientation events related to student employment
  • Participate and represent HR/Student Employment as applicable in student employment related conversations, meetings, trainings, workshops, orientation planning, department partnerships/collaborations, etc. 
• Knowledge and understanding of Form I-9 requirements and accurately document and complete the employer’s certification 
• Supervise and oversee all aspects of the HR department’s student employment staff- recruit, interview, hire, train, assign work and projects, create work schedule, approve timesheets, etc.
• Process employment verification requests, background checks, driving record (ADR) checks and posting/removing job ads to the HR website
• Process, monitor and keep track of the Volunteer Program interns, assign necessary trainings and credentials
• Maintain and update the Employee Change Spreadsheet for the AVPHR & VP Finance
• Support Benefits Desk by assisting with conducting new hire orientation when needed, data entry in HR systems (Banner/BeneTrac) for benefit open enrollment changes, ACA entries, new hires, terminations, etc.
• Assist with upkeep of Banner Timesheet Approval Screens to identify supervisors who should be removed, updated, added, etc. 
• Assist with general HR functions such as processing monthly/biweekly PARs, processing adjuncts, 
• Assist with general HR tasks & assignments such as, but not limited to in the absence of a student worker- answering phones/ door, greeting guests and answering questions, reviewing the Whittierhr Outlook account and responding to emails, sorting mail, copying, faxing, scanning, filing, creating new hire and termination folders and labels, preparing new hire packets
• Assist with HR Commencement responsibilities such as organizing student/staff ushers, arranging cart drivers, working commencement, etc.
• Other duties and tasks as assigned

Non-Essential Functions of the Job

None identified at this time.

Position Specifications and Requirements

Previous Experience

Minimum of three years of progressive office work experience. High School diploma required. Undergraduate degree preferred. Experience working is a higher education environment is preferred. Human Resources and/or Payroll experience preferred. 

Knowledge and Education

Modern office practices and procedures, telephone techniques, alphanumeric filing, general book and record keeping, spelling and composition, and grammar. Proficiency in Microsoft Word, Excel, and Access. Ability to compile data for reports. Accurately prepare typed and written communications, including reports.  Exercise sound judgement, screening and referring individuals. Accurate typing 40 wpm. Good oral and written communications skills.

Application Deadline: Until Filled

The position is based in Whittier, California. To be considered for this position, please submit your cover letter and resume to: whittierjobs@whittier.edu or mail to Whittier College, Attn: Human Resources Manager, 13406 E Philadelphia Street Whittier, CA  90608. AA/AOE.

The Business Services Office is seeking a Senior Accountant to perform general accounting analyses and reconciliations.

Responds to information requests from College personnel related to fiscal and budget administration. Prepares various reports and responses to external information and data compliance requirements.

Hours: Monday – Friday, 40 hours per week
Exempt Status: Exempt
Full Time/Part Time status: Full time
Salary Range: $70,000.00 Annual; Salary will commensurate with experience, skills, and knowledge. 

Reports to: Associate Vice President, Business Services and Controller
Location/Department: Whittier College (Main Campus)/Business Services

Responsibilities

1. Prepares and enters Standard Journal Entries.
2. Prepares and enters wire transfers and bank account transfers into the accounting systems.
3. Maintains subsystems for tracking sub-ledger balances and modules. Including, but not limited to: Fixed Assets subsystems, Bank Reconciliation subsystems, Endowment Tracking subsystems, Cash Receipts subsystems, Purchasing and Payables subsystems, Receivables subsystems, and various Excel and MS Access subsystems for reporting and tracking.
4. Participate in the preparation of audit related schedules and work-papers. 
5. Participates in the monthly closing schedule of tasks and assignments, including account analyses, and balance sheet reconciliations.
6. Performs other duties as assigned or requested.

Non-essential Functions of the Job

1. None identified at this time.

Position Specifications and Requirements

Previous Experience

4 years with professional level experience in general accounting and financial reporting supervisory experience is a plus.

Knowledge and Education

Accounting or closely related business fields. Good knowledge of generally accepted accounting principles and methods. Good communications and problem solving skills; develops and enforces policies and procedures; meets deadlines; high attention to detail; understanding of accounting controls. Expert skills with Excel, capable with Word; some knowledge of MS Access and databases.

Application Deadline: Until Filled

The position is based in Whittier, California. To be considered for this position, please submit your cover letter and resume to: whittierjobs@whittier.edu or mail to Whittier College, Attn: Human Resources Manager, 13406 E Philadelphia Street Whittier, CA  90608. AA/AOE.

The Registrar’s Office at Whittier College seeks a Temporary Registrar Office Assistant.

Hours: Monday – Friday, 40 hours per week
Exempt Status: Non-Exempt
Full Time/Part Time status: Temporary, full time
Salary Range: $15-$18 per hour; Salary will commensurate with experience, skills, and knowledge. 
Reports to: College Interim Registrar
Location/Department: Whittier College (Main Campus)/Registrar

Responsibilities

1. Responsible for opening and closing the office as well as serve as first contact for the Office of the Registrar. Answer phones, direct office traffic, with excellent customer service as the priority.
2. Respond to all inquiries adhering to FEPRA regulations.
3. Maintain student academic schedules (ADD/DROP/WITHDRAW). Assuring efficient running of the front desk area including training of student workers.
4. Process student verification forms; prepare letters, loan verification, insurance forms, degree completion verification forms, etc. for students.
5. Prepare/process official and unofficial transcript requests including electronic and mailed transcripts.
6. Process student withdrawals, readmission, and non-degree admissions applications. 
7. Process induction applications for the office of Education including BTSA and CABE applications.
8. Receive and distribute incoming departmental mail.
9. Receive and respond to departmental e-mail.
10. Assist in entering/maintaining course information in the data system as necessary.
11. Assist with Registration and preparation for Commencement.
12. Assist in maintaining organization of student records, forms, grade reports, class and grade rosters, etc., including the storage and purging of records.
13. Assist in inputting and maintaining student data.
14. Maintain an adequate inventory and order office supplies as needed.
15. Assist the Registrar in maintaining the department budget.
16. Maintain and update, via Formstack, faculty and student use forms initiated by the Office of the Registrar.
17. Assist in keeping Registrar information current of the Registrar Web site.
18. Assist the Registrar in other areas as needed.
19. Assist Student Data Specialist with room reservations and Argos data reports as needed.
20. Other projects as assigned by supervisor.

Non-essential Functions of the Job

1. None identified at this time.

Position Specifications and Requirements

Required experience and skills

• Typing and PC Computer proficiency. 
• MS Word, Excel, and Outlook are required. 
• Experience with Banner preferred
• Experience working in Higher Education preferred
• Ability to work with accuracy and diligence.  
• Ability to work with discretion and abide by FERPA
• Patience and sensitivity to deal with students and student complaints. 
• Ability to communicate effectively convey policies and procedures to an audience of students, faculty and staff.

Application Deadline: Until Filled

The position is based in Whittier, California. To be considered for this position, please submit your cover letter and resume to: whittierjobs@whittier.edu or mail to Whittier College, Attn: Human Resources Manager, 13406 E Philadelphia Street Whittier, CA  90608. AA/AOE.

Temporary and On-Call assignments are periodically available in various departments of the College.

Varying levels of experience, skills, knowledge, and abilities in secretarial and clerical work desirable. Candidates must be available on short notice and be flexible regarding duties and scheduled work hours. Qualified candidates interested in this opportunity are welcomed to send resume and cover letter to whittierjobs@whittier.edu.