Administrative Assistant 4 - STEM

Green River College•Main Campus - 12401 SE 320th Street Auburn, WA

13h•Onsite

About The Position

Primary responsibilities include acting as the principal operational assistant to the Dean, representing the divisions’ goals and interests, and independently coordinating high-level functions such as multi-layered fiscal management, personnel administration, quarterly/annual course scheduling, and student inquiries. The position operates with a high degree of autonomy to manage day-to-day office infrastructure and serve as an essential liaison for the STEM division across the campus community. This position reports directly to the Dean of STEM.

Requirements

High school diploma or equivalent AND Four years progressively responsible clerical, office or administrative experience OR Bachelor’s degree in business administration, public administration or a closely related field substitutes for related experience OR a combination of education and work.
Demonstrated proficiency with modern office productivity software (Microsoft Office Suite, especially Excel) and enterprise databases.

Nice To Haves

Demonstrated, professional-level capability to track, analyze, and manage multiple complex funding streams and operational budgets.
Comprehensive understanding of institutional policies, labor rules, or collective bargaining frameworks as they apply to faculty loads and contracts.
Advanced written and oral communication skills.
Accounting, bookkeeping, and project management skills.
Demonstrated experience working effectively with diverse student, faculty, and staff populations, including individuals from various racial, ethnic, socioeconomic backgrounds, and individuals with disabilities.

Responsibilities

Compile, monitor, and present summarized budget information to the Dean for the STEM divisional budgets, including the general fund, co-op allocations, part-time hourly lines, specialized grants, and instructional contracts.
Query complex student and institutional data systems (such as ctcLink, Navigate 360, etc.) to generate analytical reports on enrollments, student-faculty ratios, faculty loads, and FTE production to aid in executive decision-making.
Coordinates class schedule activities with division programs, including managing timelines and worksheet verification and delivery.
Coordinates purchasing activities including creating requisitions, expense reports and maintaining a P-card record and monthly reconciliation.
Support the prep of critical personnel documents including stipends, premiums, proportional pay, overtime, and release time while ensuring alignment with institutional policies and labor frameworks.
Coordinate adjunct faculty and part-time hourly hiring processes, including arranging interviews, conducting campus tours, securing references, initiating HR paperwork, and facilitating technical onboarding (IT accounts, key access).
Monitor and make timely adjustments to faculty teaching assignments, teaching loads, and course enrollments within the division.
Manage the lifecycle—including secure collection, organization, and maintenance—of confidential faculty instructional artifacts (e.g., observations), while assisting the dean's office in tracking the various instructional processes (e.g., post-tenure and adjunct cycles).
Assist Dean STEM with divisional logistics as a result of implementing CBA requirements.
Provide administrative support to the Dean of STEM; compose and transmit highly sensitive correspondence.
Serve as a primary operational liaison and resource for faculty, staff, and Division Chairs within the STEM umbrella.
Act as a visible intermediary for the campus community on behalf of the Dean's office; respond to staff and student inquiries and connect individuals to the appropriate college resources.
Efficiently manage immediate logistical shifts, including notifying faculty, staff, and students of cancelled or relocated classes.
Perform complex document and data processing tasks integrating text, graphics, and databases using advanced office software suite tools.
Duties as assigned.