Administrative Assistant 2 - Humanities & Social Sciences (C)

Edmonds College•Lynnwood, WA

51d•Onsite

About The Position

The Administrative Assistant for the School of Humanities and Social Sciences (SHSS) is a vital administrative and operational position responsible for ensuring the division's smooth, compliant, and efficient function. This position assists in the maintenance of the entire financial and purchasing cycle, including coordinating supplies, materials, and equipment acquisition, maintaining comprehensive records, and providing essential budget reconciliation support for the main division. The SHSS Administrative Assistant serves as the point of contact for the division's operational and administrative needs. Key responsibilities include coordinating facilities and space management, acting as the primary liaison for maintenance requests and coordinating division-wide emergency preparedness efforts. The position provides professional front-office coverage and high-level administrative support for personnel files, scheduling, and general organizational maintenance. Rigorous attention to detail, flexibility, and the ability to manage competing priorities in a fast-paced, multi-disciplinary environment are essential. This is a Permanent, Full-time Classified position reporting to the Program Specialist 4 for the School of Humanities and Social Sciences.

Requirements

Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work, OR equivalent education/experience.
Established computer proficiency with Microsoft Office (minimum: intermediate level skills with Excel, Word, and Access) and Google Applications (Mail, Calendar, Drive, Docs, Sheets, Sites, and Groups).
Written and oral communication skills affording clear and effective communication with students, faculty, administrators, and outside organizations. Please note: Application materials will also be used to evaluate evidence of communication skills.

Nice To Haves

Associate's Degree.
Strong organizational, record-keeping, and documentation skills with the ability to be flexible, work under pressure, prioritize competing demands, and accommodate short-notice deadlines, while maintaining accuracy and attention to detail.
Excellent customer service, interpersonal, and problem-solving skills.
Demonstrated ability to handle sensitive information and communications in a confidential manner, both internally and externally.
Technology skills: Comfort with learning software such as Google applications, ctcLink, or 25Live.
Ability to work independently and effectively as part of a team with populations representing diverse backgrounds, life experiences, and abilities.
Facility with one or more languages in the College¿s service population: Spanish, Russian/Ukrainian, Arabic, Korean, Chinese, Vietnamese, Amharic or Tigrinya, Dari or Pashto, Hindi-Urdu, and Bengali.

Responsibilities

Welcome and assist students, staff and visitors; schedule appointments; respond to inquiries regarding departmental and/or college procedures and services; contribute to positive working relationships with members of the college; support the organizational mission, philosophy, values, and goals.
Maintain customized spreadsheets and/or other applications for centralized, consistent financial data management, including tracking income/expenditures, personnel transactions, staff development, and inventories.
Purchase supplies and equipment for the Division and Faculty; processing payment documents and tracking expenditures and professional development funding.
Effectively utilize standard office equipment in the performance of work tasks, including computers, multi-line phone system, calculators, copiers, printers and scanners.
Oversee and implement maintenance of division facilities and coordinate maintenance needs for the division with the facilities department.
Coordinate: faculty evaluation and observation processes; travel for faculty and Dean; new associate faculty onboarding; new student hiring; leave documentation per College regulations, policies and negotiated contracts for faculty and staff; tracking of professional development funds and compliance trainings for faculty and staff.
Prepare memos and letters; update divisional websites and related documents; spreadsheets involving the development of simple formulas; proofread materials; perform tasks that require business math skills.
Record, transcribe, and distribute meeting minutes.
Other duties as assigned.

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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