Administrative Assistant 5 - Advanced Manufacturing & Construction Trades

Renton Technical College•3000 NE 4th Street Renton, WA

6d•Hybrid

About The Position

Renton Technical College is seeking an Administrative Assistant 5 to support the Advanced Manufacturing Division. The Administrative Assistant will provide direct support to the Dean and the division's programs. This position is responsible for supporting office and program operations, maintaining budget records, curriculum information, and course scheduling. The Administrative Assistant will also support overseeing classroom and facility logistics, coordinating maintenance and facility work requests, preparing reports and schedules, serve as a liaison among administrators, staff, students, and perform a variety of other administrative duties. The Administrative Assistant 5 is represented by the Washington Federation of State Employees (WFSE) union. This is a full-time, classified, and overtime eligible position reporting to the Dean of Advanced Manufacturing.

Requirements

Experience with persons from diverse backgrounds such as sexual orientation, racial, ethnic, religious, linguistic, gender, age, socio-economic, physical and learning abilities, and a commitment to an inclusive and equitable working / learning environment.
High school graduate or equivalent with training in administrative procedures.
Four years of increasingly responsible administrative experience.
Advanced technical training in administrative procedures may substitute on a month-for-month basis for up to two years of the required experience.
Knowledge of general bookkeeping procedures; ability to maintain budget records.
Demonstrated ability to promote universal design and accessibility.
Proficiency in (or ability to learn within 6 months of hire) the production of accessible content, whether print or electronic.
Ability to maintain confidentiality, think critically and exercise independent judgment required.
Proficiency in using Microsoft Office, specifically experience creating & editing documents, spreadsheets and presentations.
Previous success learning new computer software programs/platforms required.
Excellent leadership and interpersonal skills and ability to work effectively as part of a team.
Demonstrated attention to detail required as well as previous experience maintaining accurate records, managing multiple tasks, and planning and organizing work to meet changing priorities and deadlines.
Ability to represent the college in a positive and professional manner, while using tact, discretion and courtesy.
The person hired is required to provide authorization for employment in the United States.
All offers of employment are contingent to background checks, including employment and required degree/credential verification.

Nice To Haves

Ability to speak a regionally top spoken language other than English is preferred (Spanish, Vietnamese, Russian, Somali, and Chinese).

Responsibilities

Provide direct support to the Dean and related programs.
Serve as point of contact between administrators, staff and the general public.
In the Dean’s absence, resolve department and building emergencies.
Investigate and resolve issues making decisions as authorized.
Maintain confidentiality regarding students, staff and office matters.
Establish office priorities and monitor supplies to ensure deadlines are met.
Maintain department administrative, program and personnel records.
Prepare, monitor and schedule Information Services, Facility, and Maintenance work requests.
Schedule classroom use and arrange for distribution of keys.
Coordinate substitute scheduling and timesheets.
Maintain and coordinate curriculum information and course coding documents/files for all department full-time programs and supplemental courses in ctcLink and Curriculog.
Verify course information to generate, distribute, and monitor contracts for part-time faculty.
Prepare and update quarterly course information in ctcLink, proof class schedule, catalog, and brochures.
Create and prepare data as required.
Monitor class loads to determine status, make decisions as authorized to cancel courses with insufficient enrollment notifying appropriate personnel and departments.
Originate and prepare downloads in ctcLink for new and recurring courses.
Coordinate all advisory committee activities, processes, and procedures, keeping up-to-date rosters, minutes, files and attendance records.
Send appropriate correspondence and meeting notices.
Make necessary arrangements for meetings.
Inform the office of the Vice President of Instruction of committee minutes and meeting outcomes.
Coordinate the hiring process of all new part-time instructors.
Assist Human Resources with the orientation of newly hired faculty and part-time instructors.
Maintain and monitor budget reports, track program budgets, analyze and reconcile issues, prepare requisitions and invoices.
Prepare and monitor travel requisitions and expense reports.
Submit budget requisitions and facilitate purchasing requirements of program and department.
Create/compose original correspondence on behalf of departments.
Train and direct work-study students, including authorizing timesheet hours for payment.
Assists students and visitors on campus.
Communicate professionally and effectively, both orally and in writing, with college employees, departments and outside agencies.
Perform other related tasks as assigned.