Administrative Assistant 3 or 4

Walla Walla Community College • Walla Walla, WA

1d • Onsite

About The Position

Walla Walla Community College (WWCC) is seeking applicants for a Full-Time Administrative Assistant 3 or 4 at the Walla Walla campus. At Walla Walla Community College, we inspire all students to discover their potential and achieve their goals by providing relevant, equitable, and innovative learning opportunities and services. As an organization, we value learning opportunities, a sense of community, diversity, health and humor, excellence, integrity, teamwork, innovation, personal and professional growth, and sustainability. This position supports the mission by providing high-level, specialized support to the Arts & Sciences, Transitional Studies, and High School Programs Area, as well as its leadership. This position will provide assistance to the Area Dean by coordinating all aspects of Area and specialized program services; providing technical and specialized assistance to faculty, staff, and the Dean as it pertains to Area functions; and supervising area program coordinators.

Requirements

• High school diploma or GED or equivalent.
• Three (3) years progressively responsible office administrative experience.
• Demonstrated ability to handle confidential and sensitive information.
• Proficiency in Microsoft Office 365 (Word, Excel, Outlook, Teams, SharePoint) and Zoom.
• Associate degree or AAS in Administrative Office Professional or related, or equivalent education/experience.
• Four years (4) progressively responsible office administrative experience.
• Supervisory experience.
• Grant writing experience.
• Three years’ experience as an Administrative 3 or similar position in higher education.

Nice To Haves

• General experience in higher education.
• Bilingual in English and Spanish - written and oral.
• Bachelor’s degree.
• Experience and historical/working knowledge of WWCC; Arts, Science, Transitional Studies, & High School Programs Division (Area), and WWCC's processes and procedures.

Responsibilities

• Coordinate program functions with appropriate departments to accomplish Area activities.
• Monitor and track Area activities.
• Promote the Area on campus and with external organizations.
• Represent the Area at meetings.
• Prepare, submit, and facilitate the coordination of quarterly class schedules.
• Provide Chairs with information to develop quarterly schedules.
• Convert and enter class offering information to meet ctcLink submission requirements.
• Conduct research and analyze enrollment data to identify Area needs.
• Inform the Dean of the need for possible openings, changes, and cancellations of current offerings.
• Submit changes from faculty, Department Chairs, and Area Dean to ensure class offerings are accurate.
• Submit class opening, change, and cancellation requests to accommodate needs of Area schedules.
• Review and calculate faculty workload (FWL) using the Area’s internal FWL workbook to ensure faculty are assigned accurate loads in correlation with the faculty collective bargaining agreement (CBA) and ctcLink calculations.
• Notify the Dean of any overloads or underloads that require review and action.
• Compare the internal FWL workbook with the college FWL Overview to validate calculations and check for any discrepancies.
• Facilitate all changes to faculty contracts and teaching assignments.
• Initiate contracts for faculty NISAs, off-contract, and stipend payments.
• Coordinate activities as it pertains to Area faculty Evaluation & Promotion cycle.
• Track, add, and update information in the Evaluation Tracking workbook related to Area faculty status.
• Inform the Area Dean of upcoming evaluations to be completed.
• Assist the Dean in notifying faculty regarding evaluation and promotion steps.
• Submit faculty requests for student evaluations to the Office of Instruction.
• Schedule faculty evaluation pre- and post-meetings on behalf of the Area Dean.
• Perform yearly and quarterly updates to the Internal Evaluation Tracking workbook.
• Maintain awareness of changes to the Evaluation & Promotion schedule.
• Gather and store adjunct faculty evaluation materials.
• Facilitate coordination with other departments (facilities services, IT needs, graphics orders, purchasing, etc.) to support and promote Area needs.
• Attend meetings and trainings to represent the area as requested by the Dean or as needed.
• Monitor budget status in line with program activities, plans, or priorities.
• Maintain program budgets and initiate corrective action.
• Develop information to support budgetary requests.
• Project income and expenditures required to maintain program activities.
• Administer program budgets.
• Maintain records regarding funds.
• Monitor Area budgets utilizing both the Area’s Budget Tracking Workbook and ctcLink reports.
• Maintain the Area’s Budget Tracking workbook by adding in transactions and information as they occur.
• Manage Area purchasing by gathering required documentation and approvals.
• Initiate purchase requisitions, submit quick invoices for payment, process expense reports, and reconcile department credit cards.
• Coordinate travel on behalf of faculty, staff, and students by preparing prior approvals, making travel arrangements, and completing expense reports.
• Complete and maintain Time & Effort Reporting.
• Create Time & Effort Reports for identified individuals.
• Distribute reports to appropriate personnel for signature.
• Collect signed reports, send copies to the Grants Fiscal Analyst, and maintain hard copies.
• Mitigate payroll corrections by gathering and using accurate combo codes in class scheduling tasks and by reviewing Area payroll.
• Submit identified corrections to appropriate personnel.
• Assist Area faculty with use of allocated Professional Development Funds by submitting notification of use requests, initiating purchase of items, and arranging travel.
• Maintain Area financial records by gathering and storing required and supporting documentation.
• Complete other fiscal-related tasks (surplus & disposal requests, graphics requests, paper & printer supply requests, etc.).
• Assist in the preparation of grants and grant proposals (AA4 level).
• Assist Area Dean with Basic Education for Adults (BEdA) Grant management including: grant submission, expenditure of grant, tracking of grant spend-down, and submission of additional reports related to grant (AA4 level).
• Assist in developing and establishing procedures and policies to implement Area and specialized program activities.
• Assist in formulating Area policies, procedures, and standards.
• Assist in planning, implementing, and evaluating institutional policies related to Area and program specialty.
• Devise and implement new procedures to facilitate administration of assigned Area and program specialty.
• Assist in the development of Area content.
• Anticipate potential conflict and attempt resolution before problems occur.
• Recommend resolutions designed to meet the goals and objectives of Area programs.
• Review internal processes and evaluate effectiveness in consultation with Area faculty and staff.
• Develop new or update current Area processes and standard procedures.
• Collaborate with Area Program Coordinators on the review of each position’s desk manuals and provide guidance or consultation on updates or changes.
• Keep apprised of changes related to ctcLink, BEdA Programs, faculty CBA, and other WWCC Departments.
• Notify affected Area individuals of changes.
• Plan, evaluate, and consult staff to identify problems with changes, explore solutions and alternatives.
• Recommend resolutions in order to develop and update internal practices to comply with changes.
• Coordinate implementation of changes and evaluate feasibility of meeting program needs.
• Provide administrative support for the Area Dean, Faculty, and Support Staff.
• Provide high-level, confidential administrative support to the Dean as needed.
• Handle sensitive issues involving faculty, staff, and students with tact and compassion.
• Assist the Dean with preparation of complex comprehensive plans, summaries, recommendations, progress or special reports, and projects.
• Inform students, staff, and the public regarding institutional policies and Area standards of practice and advise individuals of the appropriate course of action.
• Assist with scheduling meetings on behalf of the Dean, individuals needing to meet with the Dean, department chairs, and the Area.
• Prepare meeting agendas and take minutes for Area Meetings and other meetings as requested and appropriate.
• Assist with Area hiring by scheduling candidate interviews, completing reference checks, and preparing for new hires.
• Write and edit publications, reports, pamphlets, or newsletters for internal and external distribution.
• Update Program Specialist desk manual as needed.
• Maintain the Area filing system by following established internal guidelines and WWCC Record Retention Guidelines.
• Maintain awareness of the Dean's calendar to provide timely reminders and ensure attendance at scheduled meetings.
• Utilize an appropriate platform (i.e., 25Live Room Scheduler, Teams, or Zoom) when scheduling meetings.
• Supervise the Basic Education for Adults (BEdA) Program Coordinator and the Program Coordinator for High School Programs (AA4 level).
• Establish work priorities according to the needs of both the Transitional Studies Program and High School Programs.
• Train, mentor, and give direction to program coordinators in the performance of duties as needed.
• Assign duties to program coordinators according to defined procedures.
• Delegate attendance to meetings, trainings, and conferences as applicable to both positions.
• Review work for accuracy, completion, and adherence to instructions and established standards, processes, and procedures.
• Direct preparation of reports and publications related to BEdA Program compliance and High School Programs’ requirements and NACEP Accreditation needs.
• Ensure LACES data is submitted according to established State requirements and deadlines.
• Ensure tasks related to the NACEP Accreditation timeline are being met.
• Provide back-up support to BEdA Program Coordinator and/or Program Coordinator for High School Programs during peak times.
• Evaluate employee performance and prepare performance appraisals.

Benefits

• medical insurance
• dental insurance
• life insurance
• long-term disability insurance
• paid sick leave
• paid vacation leave
• retirement plan
• 3% of taxable income deferred into the State of Washington Deferred Compensation Program (DCP) unless declined at time of hire.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree