Administration Assistant 4 (Temporary)

Grays Harbor College•Aberdeen, WA

About The Position

Grays Harbor College is seeking a temporary, full-time Administrative Assistant 4 to fill a temporary vacancy expected to last between 2 and 6 months. The position provides advanced, comprehensive administrative support to the Learning and Student Success Division, supporting integrated division work under the Vice President for Learning and Student Success. It coordinates complex workflows, manages operational processes, and promotes continuity, efficiency, and quality across administrative functions. The role supports instructional and student success services through coordinated, equitable, and responsive administrative systems and involves working with a diverse community of students, faculty, staff, and others. The position provides administrative, clerical, instructional, contracting, budgeting, scheduling, data, and communications support. Duties include maintaining records and databases; coordinating workflows across instructional and student service units; tracking budgets, expenditures, contracts, and compliance; supporting course schedules and faculty contracting; maintaining curriculum and academic program information; preparing communications and reports; and assisting with division projects and college-wide initiatives. Classified positions are represented by the Washington Public Employees Association, Local 365. The posted salary range is the Washington State range for classified employees; starting salary is typically placed toward the lower end. The college describes its mission as providing excellent educational opportunities, prioritizing student learning, supporting student and faculty success, fostering inclusion, managing resources, and connecting with the community. It also emphasizes culturally relevant practices, equity-mindedness, and diversity.

Requirements

Associate’s degree and two years of progressively responsible administrative experience, or an equivalent combination of education and experience.
Demonstrated ability to manage complex workflows and multiple priorities.
Strong written and verbal communication skills.
Experience with data systems, spreadsheets, and office software.
Ability to maintain confidentiality and exercise independent judgment.

Nice To Haves

Bachelor’s degree.
Experience in a community college or higher education setting.
Experience with ctcLink or similar enterprise systems.
Experience supporting multiple supervisors or departments.
Knowledge of instructional and/or student services operations.

Responsibilities

Provide administrative, clerical, instructional, and contracting support across the Learning and Student Success Division.
Coordinate office operations and independently plan, prioritize, and manage multiple administrative tasks and deadlines.
Establish and maintain electronic and manual records, databases, tracking tools, and departmental files.
Process documents, agreements, requests, and contracts accurately and in compliance with applicable requirements.
Safeguard student records, confidential personnel information, and sensitive instructional materials.
Respond to phone, email, online, and in-person inquiries and provide information or referrals.
Retrieve, organize, and disseminate information for division staff and faculty, and maintain a professional, welcoming office environment.
Prepare, distribute, collect, and store student evaluations; track faculty observations, tenure and post-tenure processes, vocational certifications, curriculum changes, and syllabi.
Coordinate workflows and communication across instructional units, student services, and off-site or distance locations.
Track assignments, deadlines, and follow-up; serve as a liaison among faculty, staff, deans, student services offices, and community partners.
Support faculty contracting, instructional planning, compliance tracking, and reporting cycles.
Track, reconcile, and report on funding sources and program, grant, contract, travel, and supply budgets.
Process and monitor grant and program expenditures, including purchasing, contracts, stipends, travel reimbursements, and purchasing card transactions.
Ensure compliance with federal, state, institutional, and funding-specific requirements; analyze expenditures and support budget planning.
Reconcile budgets with District financial reports and work with District budget staff to resolve discrepancies and support audit readiness.
Develop, input, and maintain quarterly and annual class schedules, including modality, staffing, room assignments, and enrollment capacity.
Communicate schedule changes, cancellations, and instructional adjustments to affected stakeholders.
Build, revise, and maintain courses, classes, course fees, faculty workload, and related instructional data in ctcLink.
Prepare workload reports and assist with faculty assignments and instructional contracts in collaboration with administrators.
Maintain curriculum and academic program information, including course descriptions, requisites, degree requirements, and class data.
Assist with developing, maintaining, and publishing the college catalog; update or archive outdated course and program information.
Manage instructional, faculty, and student data; develop and run queries, identify discrepancies, and support data quality and reporting.
Draft, edit, proofread, and produce correspondence, reports, minutes, policies, procedures, catalog content, and course descriptions.
Develop and maintain communications for instructional programs, pathways, and student services initiatives.
Provide accurate information and procedural guidance to students, faculty, staff, and the public, referring inquiries to appropriate departments when needed.
Assist faculty and administrators with curriculum and program documentation.
Participate in committees, governance groups, and college-wide initiatives as assigned.
Collaborate on process improvements related to efficiency, compliance, data quality, and student success.
Advance the college mission through inclusive, equity-centered administrative practices.
Perform related duties and special projects as assigned.