Office Assistant 2

The Evergreen State College Portal • Olympia, WA

1d

About The Position

Essential Functions Process official narrative evaluations originated by faculty through the Online Records System by editing for accuracy, grammar, punctuation, spelling, credit equivalencies, and discrepancies. Communicate effectively with faculty and staff for a timely turnaround of evaluations through the Online Record System for submission to Registration and Records for student transcripts. Respond to and assist with questions in person, via phone, and email to provide program support. Provide support to other program offices. Keep Outlook calendar updated and visible to all. Unlock office doors for maintenance and/or computer support, mail delivery, shred, and others. Coordinate supplies requests with supervisor and centralize office supplies centers. Assist in hiring, training, and leading the work of student workers as office assistants. Distribute mail and assign faculty and staff mailboxes based on office location, supervise student workers with these tasks. Troubleshoot problems with copy machines, printers, network problems, and computer application errors; triage and report issues to appropriate areas via Help Tickets for inspections and repairs. Initiate Facilities work order requests (maintenance, door signage, and custodial). Provide administrative support to faculty, deans, and staff with approved communications as needed. Track evaluation status data and download and update reports. Work with supervisor and coworkers to search and provide information to Registration and/or Deans regarding faculty response to requests for evaluation updates and reports. Update Program Support work documents and online forms to keep uniformity among support offices. Maintain file records for staff and faculty in an easily accessible location. Provide college information, such as campus calendar events, maps, and resources as available. Maintain confidentiality at all times in accordance with Family Educational Rights and Privacy Act ( FERPA ). Assist faculty and academic staff in processing state and internal forms, such as travel authorities, reimbursements, honoraria requests, and contract services. Create and maintain current email distribution lists for program offices. Be familiar with and learn new college-issued equipment, software programs, and applications. Assist in preparations and distribution of program materials for conferences, college website, and college events as requested by Deans Area and as time allows. Be punctual and professional at all times. Acknowledge receipt of emails; respond to email as soon as possible and no later than 24 business hours after receipt. Additional Duties Perform other job-related duties as assigned by supervisor and/or Academic leadership. Serve on special committees and/or projects and college-driven initiatives as assigned.

Responsibilities

• Process official narrative evaluations originated by faculty through the Online Records System by editing for accuracy, grammar, punctuation, spelling, credit equivalencies, and discrepancies.
• Communicate effectively with faculty and staff for a timely turnaround of evaluations through the Online Record System for submission to Registration and Records for student transcripts.
• Respond to and assist with questions in person, via phone, and email to provide program support.
• Provide support to other program offices.
• Keep Outlook calendar updated and visible to all.
• Unlock office doors for maintenance and/or computer support, mail delivery, shred, and others.
• Coordinate supplies requests with supervisor and centralize office supplies centers.
• Assist in hiring, training, and leading the work of student workers as office assistants.
• Distribute mail and assign faculty and staff mailboxes based on office location, supervise student workers with these tasks.
• Troubleshoot problems with copy machines, printers, network problems, and computer application errors; triage and report issues to appropriate areas via Help Tickets for inspections and repairs.
• Initiate Facilities work order requests (maintenance, door signage, and custodial).
• Provide administrative support to faculty, deans, and staff with approved communications as needed.
• Track evaluation status data and download and update reports.
• Work with supervisor and coworkers to search and provide information to Registration and/or Deans regarding faculty response to requests for evaluation updates and reports.
• Update Program Support work documents and online forms to keep uniformity among support offices.
• Maintain file records for staff and faculty in an easily accessible location.
• Provide college information, such as campus calendar events, maps, and resources as available.
• Maintain confidentiality at all times in accordance with Family Educational Rights and Privacy Act ( FERPA ).
• Assist faculty and academic staff in processing state and internal forms, such as travel authorities, reimbursements, honoraria requests, and contract services.
• Create and maintain current email distribution lists for program offices.
• Be familiar with and learn new college-issued equipment, software programs, and applications.
• Assist in preparations and distribution of program materials for conferences, college website, and college events as requested by Deans Area and as time allows.
• Be punctual and professional at all times.
• Acknowledge receipt of emails; respond to email as soon as possible and no later than 24 business hours after receipt.
• Perform other job-related duties as assigned by supervisor and/or Academic leadership.
• Serve on special committees and/or projects and college-driven initiatives as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed