Administrative Assistant 2 - STEM (Science, Technology, Engineering & Math) (C)
About The Position
Edmonds College, School of STEM (Science, Technology, Engineering, and Mathematics) is seeking an Administrative Assistant 2. The school of STEM Division at Edmonds College is seeking a highly organized, proactive, and technologically proficient Administrative Assistant 2 to provide essential support to our bustling office. This pivotal role directly assists students, faculty, and staff, ensuring the smooth operation of our division while upholding college policies, business practices, and state regulations. The ideal candidate will be a dependable and self-motivated multitasker with exceptional communication skills and a keen eye for detail. If you have a passion for education, a strong interest in STEM, and a desire to impact your community and transform students' lives positively, we encourage you to submit your application to join our team.
Requirements
- High School Diploma, GED, OR equivalent education.
- Two years of experience as an Administrative Assistant OR similar/relevant experience.
- Demonstrated proficiency with Microsoft Office Suite (minimum: intermediate-level skills with Excel, Word, and PowerPoint) and/or Google Applications (Mail, Calendar, Drive, Docs, Sheets, Sites, and Groups).
- Excellent verbal and written communication skills, with a professional and approachable demeanor.
- Exceptional organizational and prioritization skills with the ability to manage multiple tasks and deadlines effectively.
- Superb customer service skills with a strong commitment to supporting students, faculty, and staff.
Nice To Haves
- Proven ability to utilize and maintain basic databases for tracking electronic records (e.g., Access, Airtable, or similar systems).
- Ability to adapt quickly to changing priorities, work effectively under pressure, and accommodate short-notice deadlines.
- A strong desire and aptitude for learning new computer software programs and digital platforms.
Responsibilities
- Front Office Support: Serve as the primary point of contact for the STEM division, welcoming and assisting students, staff, and visitors. Manage the phone system, provide accurate information, offer directions, respond to inquiries, and schedule appointments.
- Faculty Support & Onboarding: Coordinate and track faculty hiring and onboarding processes, including managing communications, scheduling orientations, and maintaining accurate electronic records.
- Office Management: Maintain accurate inventory of office supplies, anticipate needs, and arrange for equipment maintenance and repairs.
- Meeting Coordination: Schedule and attend Division meetings, meticulously record and transcribe minutes, and ensure timely distribution to all attendees.
- Financial Administration: Maintain, monitor, and reconcile assigned monthly division budgets. Compile, calculate, and review the accuracy of reimbursement documents, and prepare purchase orders and other financial payment documents with precision.
- Record Keeping & Reporting: Prepare and submit student evaluation data for both full-time and associate faculty by established deadlines. Coordinate and track faculty leave, reconciling absences, processing leave requests, and monitoring and posting schedule changes in various systems. Organize and schedule all quarterly faculty observations and follow-up meetings by the deadlines established by the Dean.
- Digital Presence & Data Management: Maintain and update the STEM division's Google Site and email listservs, ensuring all information is current and accurate. Utilize and maintain basic databases to track electronic records, ensuring data integrity and accessibility.
- Document Preparation & Office Efficiency: Prepare a variety of documents and spreadsheets, including those requiring the development of simple or intermediate formulas. Proofread and edit materials to ensure accuracy and clarity. Perform basic arithmetic tasks, check incoming documents for required information, and manage incoming and outgoing mail. Develop and maintain efficient office procedures and comprehensive files (web-based, electronic, and hard copy), including the creation of supplemental materials (such as short narrated PowerPoint/Slide presentations) to optimize workflows.
- Other Duties including Specific Projects as Assigned: Perform additional duties as directed by the supervisor and Dean to support the operational needs of the STEM division.
Benefits
- full state benefits package, which includes tuition waivers for college classes, medical, dental, retirement options, and more.
- Vacation and leave package includes 12 sick days per year, 11 scheduled holidays, 1 personal holiday, 3 personal leave days, and 14 vacation days per year (incremental increases to 24 vacation days per year).
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Industry
Educational Services
Education Level
High school or GED
Number of Employees
1,001-5,000 employees
