DESCRIPTION

JOB SUMMARY

The Administrative Assistant 3 position will perform administrative duties, provide administrative support, provide counsel to faculty and staff, and represent the Assistant Dean of Arts & Sciences on campus committees as appropriate. This position also provides direction on behalf of the Assistant Dean to faculty, college administration, staff and students when necessary, within the parameters of collective bargaining agreements. This position specifically supports the faculty and staff within the non-instructional programs of the Division of Arts & Sciences and provides opportunities to collaborate with colleagues across campus in different divisions, departments, and programs.

The Division of Arts and Sciences at Spokane Community Colleges oversees both instructional and non-instructional programs to support students, faculty, and staff. The Division includes instructional departments in Communication Studies, English and Foreign Language, Math, Science, Social Sciences, and Humanities. The Division’s non-instructional programs include Library Services, Tutoring Services, the Teaching and Learning Center, and the Hagan Center for the Humanities.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

• Provide direct confidential administrative support to the Assistant Dean, and act as a liaison, on behalf of the Assistant Dean, with senior management, faculty, staff, and district personnel. *
• Assist the Assistant Dean with administrative support and coordination for non-instructional programs within the division. May assist with instructional programs as needed. *
• Perform general administrative duties such as maintaining the Assistant Dean’s and other department calendars, answer phones and respond to inquiries; schedule and attend meetings, take meeting minute notes, and follow up on action items. *
• Coordinate travel for the Assistant Dean, division faculty, and staff, e.g., arrange travel, flights, lodging, and other miscellaneous costs for travel; and ensure timely submission of travel authorizations, expense reports, and vicinity travel reports. *
• Interpret, counsel, and implement institutional policies for employees of the division, students and other college personnel. *
• Track and monitor departmental and division budget information. *
• Assist with the preparation of faculty contracts, following district policies and procedures. *
• Coordinate purchase card (p-card) transactions and purchase orders following district policies and procedures for issuing cards, making purchases, and reconciling card statements. *
• Assist with the coordination and compilation of student evaluations and tracking of faculty evaluation processes. Oversee the coordination and tracking of faculty evaluation processes for adjunct faculty. *
• Coordinate and facilitate various events and meetings for the division. *
• Prepare and maintain administrative and academic reports, communication with division (administrators, faculty, and staff), and email. *
• Coordinate facilities and maintenance requests as needed including Building Improvement Requests (BIRs), work orders, and facilities requests. *
• Coordinate employee action notices, stipend requests, personnel requisitions, marketing requests, and website maintenance. *
• Assign room usage and coordinate key usage and security functions. *
• May coordinate, construct, and maintain quarterly classes in ctcLink (Student Management System) and 25Live (event management) databases in coordination with the A&S Office Manager as needed. *
• May supervise classified and part-time employees and work-study students as needed.
• Model professional decorum and mutual respect in all personal interactions. *
• Comply with district policies, procedures and directives, state and federal regulations, orders and statutes, and collective bargaining agreements. *
• Support and advance the CCS strategic plan, and perform other duties as assigned. *

• Indicates this is an essential duty.

This position is designated a bargaining unit position.

COMPETENCIES & OTHER REQUIREMENTS

COMPETENCIES

• Action Oriented
• Optimizes Work Processes
• Ensures Accountability
• Drives Results
• Collaborates
• Values Differences
• Communicates Effectively
• Instills Trust
• Demonstrates Self-Awareness
• Self-Development
• Nimble Learning
• Situational Adaptability

Learn more about our competencies.

MINIMUM QUALIFICATIONS

• A high school diploma, GED, or equivalent.
• Demonstrated experience of two or more years in an administrative support environment that demonstrates the candidate meets all competency requirements for the position.
• Knowledge of or experience using computers and software functions necessary in a modern office environment, including knowledge of Microsoft Office products (especially Word and Excel), Adobe Acrobat Pro (or similar), database systems, and virtual meeting platforms.
• Demonstrated experience carrying out multiple functions and responsibilities with differing deadlines and priorities while working independently and staying organized in a fast-paced environment.
• Proven ability to understand, track, monitor, and reconcile budgets.
• Experience in maintaining confidentiality, communicating clearly, working independently, and managing time effectively.
• Experience creating an effective working environment through positive interactions with others and a recognition of the value of each individual.
• Demonstrated commitment to creating a welcoming and safe environment for students, faculty, and staff.
• Demonstrated commitment to fostering and supporting a teaching, learning and working environment that honors diversity, equity and inclusion.

DESIRED COMPETENCIES & QUALIFICATIONS

• Associate degree or higher.
• Three or more years of progressively responsible experience in an office or general administrative support work.
• Experience in a higher education environment.
• Experience using Student Management Systems (PeopleSoft, ctcLink) and event software (25Live).
• Supervisory skills and experience.

CONDITIONS/TERMS OF EMPLOYMENT

TOTAL COMPENSATION WITH BENEFITS: $56,645 - $71,803.

Total compensation is an estimate based upon adding the following amounts together:

• Base compensation of $40,512 - $53,964, plus
• Current employer-paid health and related benefit contribution rates, plus
• Median retirement fund contributions.

The actual total will vary depending upon each employee's enrollment choices.

Person hired must be able to provide acceptable documentation of U.S. Citizenship or lawful authorization to work in the United States. This is an absolute condition of employment. An offer of employment will not carry with it any responsibility or obligation on the part of the district to sponsor an H1-B visa. In addition, the Community Colleges of Spokane maintains a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment.

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position. Once an applicant is chosen for a position, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

PHYSICAL REQUIREMENTS

• Work is performed in a normal office environment with frequent interruptions and background noise.
• Work is sedentary.
• Work directly with students/clients.

CONDITIONS OF EMPLOYMENT

• Full-time schedule (12 month, 40 hours a week).
• 6-month probation period.
• This position is overtime eligible.
• May require infrequent local or regional travel.
• Criminal background check is required.

REQUIRED APPLICATION MATERIALS

To qualify for consideration, applicants must meet required competencies and submit a complete application packet, which includes the following:

• CCS online application. *
• Cover letter addressing your qualifications relevant to the responsibilities of this position. *
• Resume. *
• References – the names, addresses, and phone numbers of three professional references. *
• College transcript(s) if applicable - unofficial/copies of transcripts are acceptable for initial application, official copies must be submitted upon acceptance of job offer.