Administrative Assistant Pte III

Bates Technical College•Tacoma, WA

8d•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative, operational, and customer service support to the Dean of Instruction and the instructional programs and functional areas under their leadership. This position coordinates course construction and scheduling processes, supports enrollment and program operations, manages records and communications, and collaborates with faculty, staff, students, and community partners to ensure effective and efficient instructional services. The role requires strong organization, attention to detail, problem-solving abilities, technical proficiency, and the ability to manage multiple priorities while maintaining professionalism, confidentiality, and a commitment to student success. As per Bates Professional Technical Employees (PTE) agreement, Section 21.1, this position will be open to all permanent bargaining unit members for a minimum period of 5 days.

Requirements

High School Diploma/GED and three years of relevant experience OR Associates degree and one year of relevant experience

Nice To Haves

Experience with ctcLink (or other student management systems), Tableau (or other data systems), and Canvas (or other learning management systems)
Knowledge of course construction and higher education enrollment processes

Responsibilities

Provides efficient and effective confidential and non-confidential administrative and relational support to the programs under the direction of the Dean.
Supports and maintains certification and program-related tracking for faculty members.
Utilizes and adapts to multiple software systems and databases, including ctcLink, 25Live, Tableau, and Microsoft Office applications, to support instructional operations, maintain data integrity, and improve workflow efficiency.
Coordinates and maintains calendars, meetings, and events for instructional leaders and assigned programs.
Maintains confidential and non-confidential records, documents, and filing systems to ensure accuracy, organization, and compliance with state and college requirements.
Coordinates adjunct faculty onboarding, including initiating hiring paperwork, facilitating completion of onboarding paperwork and employment eligibility verification, and scheduling orientation meetings with the Dean.
Attend meetings on and off Central Campus as necessary. Generally, this is to the other College campuses (i.e., Downtown Tacoma and South Campus) and travel is reimbursable as per established rates.
Coordinates course construction activities by gathering scheduling information from faculty and instructional leadership, creating and maintaining course sections in ctcLink, and ensuring classes are accurately configured to support student registration and instructional needs.
Formats scheduling information and coordinate efforts between Instruction department and registrar’s office.
Communicate with faculty regarding their quarterly class assignments, monitors enrollments, and other related tasks.
Conducts quality assurance reviews of quarterly schedules and course data, identifying and correcting discrepancies to maintain data integrity and support student enrollment.
Manage the schedule for use of the Central Campus and coordinates General Education classroom scheduling.
Assists students with navigating enrollment and registration processes by providing information, answering questions, and connecting them with appropriate resources and staff.
Maintain calendars for career specialists and disseminate information for enrollment of students.
Processes purchase requisitions, invoices, travel expense vouchers, and P-Card transactions in accordance with college policies and procedures, coordinating with the Finance Office as needed.
Prepares and processes quarterly adjunct faculty contracts in ctcLink, ensuring accuracy, compliance, and timely completion.
Coordinates pay authorizations for stipends, substitute pay, and other supplemental compensation in collaboration with the Office of Instruction, Payroll, and the Finance Office.
Provides customer service and information to current and prospective students, faculty, staff, and the public regarding college programs, enrollment processes, financial, and support services.
Responds to and resolves internal (e.g., students, faculty, staff) and external (e.g., community partners, vendors, etc.) customer service inquiries through in-person, phone, email, teleconferencing, and other communication platforms, referring individuals to appropriate resources as needed.
Collects and distributes data related to Central Campus programs and other instructional areas.
Distributes information, resources, and communications to faculty and staff in support of instructional programs and college operations.
Coordinates program advisory committee meetings and communications in partnership with program faculty and maintains advisory committee rosters, records, and related documentation.
Monitors, responds to, and maintains internal and external contacts.
Participate actively and collaboratively on committees for college as needed including but not limited to staff recruitment, college councils, etc.
Other duties as assigned by the Dean.
Accountable for keeping personal development up to date; adding skills and knowledge through courses that may be available through the Bates Technical College courses, professional development committees, etc.
Participate actively and collaboratively on committees for college as needed including but not limited to staff recruitment, college councils, etc.