Administrative Assistant 3

CCS Spokane • Spokane, WA

20h • Onsite

About The Position

The Administrative Assistant 3 to the Associate Dean of Instructional Support Services will perform administrative duties, provide administrative support, provide counsel to faculty and staff, and represent the Associate Dean on campus committees as appropriate. This position also provides direction on behalf of the Associate Dean to faculty, college administration, staff and students, when necessary, within the parameters of collective bargaining agreements. This position specifically supports the Associate Dean, faculty, and staff within the Instructional Support Services division and provides opportunities to collaborate with colleagues across campus in different divisions, departments, and programs. The Instructional Support Services division at Spokane Community College oversees instructional departments that support college-wide initiatives. These departments include Library Services, Tutoring Services, Faculty Work/Copy Center, and the Hagan Center for the Humanities. This position also provides limited administrative support to the Teaching and Learning Center.

Requirements

• A high school diploma, GED, or equivalent.
• Two or more years of experience in an administrative support environment that demonstrates the candidate meets all competency requirements for the position.
• Knowledge of or experience using computers and software functions necessary in a modern office environment, including knowledge of Microsoft Office products (especially Word and Excel), Adobe Acrobat Pro (or similar), database systems, and virtual meeting platforms.
• Demonstrated experience carrying out multiple functions and responsibilities with differing deadlines and priorities while working independently and staying organized in a fast-paced environment.
• Proven ability to understand, track, monitor, and reconcile budgets.
• Experience in maintaining confidentiality, communicating clearly, working independently, and managing time effectively.
• Experience creating an effective working environment through positive interactions with others and a recognition of the value of each individual.
• Demonstrated commitment to creating a welcoming and safe environment for students, faculty, and staff.

Nice To Haves

• Associate degree or higher.
• Three or more years of progressively responsible experience in an office or general administrative support work.
• Experience in a higher education environment.
• Experience using Student Management Systems (PeopleSoft, ctcLink) and event software (25Live).
• Supervisory skills and experience.

Responsibilities

• Provide direct confidential administrative support to the Associate Dean, and act as a liaison, on behalf of the Associate Dean, with senior management, faculty, staff, and district personnel.
• Assist the Associate Dean with administrative support and coordination for departments and programs within the division.
• Perform general administrative duties such as maintaining the Associate Dean’s and other department calendars, answer phones and respond to inquiries; schedule and attend meetings, take meeting minute notes, and follow up on action items.
• Coordinate travel for the Associate Dean, division faculty, and staff, e.g., arrange travel, flights, lodging, and other miscellaneous costs for travel; and ensure timely submission of travel authorizations, expense reports, and vicinity travel reports.
• Interpret, counsel, and implement institutional policies for employees of the division, students and other college personnel.
• Track and monitor departmental and division budget information.
• Assist with the preparation of faculty contracts, following district policies and procedures.
• Coordinate purchase card (p-card) transactions and purchase orders following district policies and procedures for issuing cards, making purchases, and reconciling card statements.
• Oversee the coordination and compilation of student evaluations and tracking of faculty evaluation processes including adjuncts and probationary faculty.
• Coordinate and facilitate various events and meetings for the division including division and department meetings and meetings for the Hagan Center for the Humanities Speaker Series.
• Prepare and maintain administrative and academic reports, communication with division (administrators, faculty, and staff), email, Teams channels, and SharePoint sites.
• Coordinate facilities and maintenance requests as needed including Building Improvement Requests (BIRs), work orders, and facilities requests.
• Coordinate employee action notices, stipend requests, personnel requisitions, marketing requests, and website maintenance.
• Support Associate Dean with oversight of Faculty Work/Copy Center. Assign room usage and coordinate key usage and security functions.
• May coordinate, construct, and maintain quarterly classes in ctcLink (Student Management System) and 25Live (event management) databases in coordination with other divisions as needed.
• May supervise classified and part-time employees and work-study students as needed.
• Model professional decorum and mutual respect in all personal interactions.
• Comply with district policies, procedures and directives, state and federal regulations, orders and statutes, and collective bargaining agreements.
• Support and advance Spokane Colleges’ strategic plan, and perform other duties as assigned.

Benefits

• 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.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED