Administrative Assistant 3- Transition Studies - South Puget Sound Community College : Job Details

Salary: $41,724.00 - $55,584.00 Annually Location : Olympia Main Campus, WA Job Type: Full-time Job Number: 00016032 Division: Instruction Department: Transition Studies(205) Opening Date: 10/02/2024 Our Opportunity*Priority Review on October 18th* (SPSCC) seeks a highly motivated and qualified individual for the position of Administrative Assistant 3 in Transition Studies. This position supports the College's mission to support student success in post-secondary academia transfer and workforce education that meets the needs of the South Sound region. This is seen by supporting efforts to implement, administer, and coordinate instruction with students, staff and the public in regards to the Transition Studies programs content, policies, procedures, and activities. South Puget Sound Community College is committed to increasing its cultural diversity with an emphasis on equity and inclusion among its professional staff. A firm understanding of anti racist policy development coupled with the skills to eliminate barriers that harm underrepresented people is a college requirement. The students that we serve come from a variety of backgrounds. On average, 43% of SPSCC students are people of color. We strongly encourage members of the underrepresented groups, veterans, and bi- or multi-lingual individuals to apply for this position to help meet the needs of our diverse students and service district. And if that isn't enough? We also offer:

• A healthy work/life balance for our employees with the opportunity for flexible work schedules and remote work depending on position and college needs
• Fine dining in the , offering vegetarian, vegan, and gluten-free choices as part of our Culinary Arts and Baking & Pastry Arts programs
• The serving Batdorf & Bronson coffee and a selection of delicious food items from our baking/culinary students
• A brand new
• FREE Bus service every 15 minutes to downtown Olympia and beyond
• FREE on our campuses - permits are not required
• On-campus
• Percival Creek which runs beneath our campus footbridge, provides year-round beauty and views of Chinook, Coho, and chum salmon pass through each fall
• Many walking paths that are marked and on nicely paved sidewalks
• SPSCC promotes wellness with a variety of different on campus
• Lots of activities with our , which are FREE for staff and faculty
• Many community events in the
• that offer an opportunity for SPSCC employees to gather and connect around issues that define them personally, and which affect their work at the College and their professional development. Current Employee Resource Groups include:
  • Staff and Faculty of Color (SFOC) ERG - an employee network which strives to create an intentional and relational foundation for community and trust building across different groups through shared values.
  • The LGBTQIA+ ERG creates a space for LGBTQIA+ staff and faculty at the college to share resources, build support and community, and work towards greater equity and accessibility.

What You'll DoAdministrative Support for the Transition Studies Division and/or Transition Studies Administrator/Dean

• Interpret and apply administrative polices to the work of the division, including program, college, state, and federal policies
• Serve as liaison to other divisions/departments in relaying assignments/activities requesting status information to improve college processes
• Submit course schedule changes, providing proofs and correction of final annual and quarterly schedule, and communicate schedule changes with faculty, staff and students as needed
• Assists in the preparation of contracts and reports
• Maintain dean's calendar and assists dean, faculty, and staff in scheduling meetings
• Assist in scheduling and coordinating the collection of student evaluations of faculty; track and maintain the evaluation schedule
• Attend/prepare meeting minutes; department, division, advisory, and Probationary Review committees
• Collect data, prepare course outlines, submit materials to Instructional Council
• Support the Transition Studies programs in preparation for state monitoring visits
• Distribute accurate information and current promotional material to students, staff, and community members
• Enter and retrieve data from various databases related to campus/division operations as needed
• Organize/establish office workflow processes to enhance efficiencies
• Coordinate the recruitment/onboarding of new personnel (i.e. orientation, network/voicemail accounts, copy codes, key requests, etc.)
• Perform other duties as assigned

Office Support/Customer Service

• Serve as the central point of communication for faculty, staff, and students in the Transition Studies programs; providing in person, telephonic, and email customer service for the Transition Studies Division in order to distribute accurate information
• Assign Transition Studies students to a student group in PeopleSoft (ctcLink)
• Alert faculty and staff to administrative process deadlines, such as non-attendance and non-payment drops, tuition waiver, and other deadlines
• Guide prospective and current students by providing accurate information regarding programs, admission process registration procedures, and student services
• Provide typical office support to the dean, staff, and faculty, as directed
• Screen, prioritize, and distribute mail; screen phone calls and visitors
• Make event and/or travel arrangements for dean/faculty/staff, submit documentation through appropriate channels, track expenditures for budgetary purposes
• Maintain forms and documents for division instructional purposes
• Handle confidential and sensitive materials on a daily basis
• Direct work-study students or part-time office support staff
• Perform other duties as assigned

Budget and Purchasing

• Monitor, track, and review individual department/program/grant expenditures to advise dean in compiling annual budget
• Track division expenditures and reconcile with business office records for division budgets.
• Coordinate with the Office of Instruction Budget Manager and dean
• Coordinate, review, and submit documentation for faculty substitutes, timesheets, and/or stipend pay
• Prepare, enter, and/or review all purchase requests, ensuring budget information/tracking is accurate
• Reconcile department/division budgets on a monthly basis
• Prepare budget reports and make budget recommendations to the Transition Studies Administrator/Dean on fiscal related decisions (i.e. class cancellations, purchases)
• Serve as custodian of the program purchase card, maintain expenditure records, and ensure compliance with college purchasing policies and recording
• Maintain inventory of division office supplies and orders supplies and materials as needed
• Run various queries and reports in PeopleSoft (ctcLink)
• Perform other duties as assigned

Qualifications You PossessMinimum Qualifications

• High school graduation or GED and three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work or formal education will substitute year-for-year for experience.
• Excellent written and oral skills and working knowledge of computers and software applications, specifically Microsoft Office, and online applications
• Strong commitment to customer service
• Strong aptitude for attention to detail
• Commitment to a working environment that values a diverse academic environment, inclusive of students, faculty, and staff of diverse cultural, socioeconomic, and educational backgrounds
• Ability to work independently, prioritize multiple tasks and accommodate numerous interruptions is essential
• Excellent communication skills and the ability to work well with others and function as a team member
• Bilingual (optional)

To ApplyApplications must be completed online and include the following attachments:

Cover letter addressed to the Screening Committee highlighting your ability to perform the responsibilities and competencies described in the job posting.

Current resume/CV showing all educational and professional experience which demonstrates how you meet the minimum and any preferred qualifications.

Top candidates will be notified directly to interview for this position. Selection will be based on the applicant's knowledge, skills, and abilities to perform the duties listed in this job posting as identified in the materials requested above. Applications with comments directing the reader to see attachments will be considered incomplete. Veterans PreferenceApplicants who meet the minimum qualifications and are wishing to claim Veterans Preference should redact their personally identifiable information from a copy of their United States Department of Veterans Affairs honorable discharge documentation and email to [email protected] with the job number for which they are applying in the subject line. Background Check Condition of EmploymentEmployment with the college is contingent upon the successful completion of a comprehensive background check. Any adverse information will be considered on a case-by-case basis and does not automatically preclude a candidate from employment. Bargaining Unit This position has been designated as a bargaining unit position represented by the Washington Federation of State Employees. South Puget Sound Community College values diversity and is an Equal Opportunity Employer and Educator South Puget Sound Community College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). SPSCC provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following person has been designated to handle inquiries regarding non-discrimination policies, Title II and Title IX, Samantha Dotson, Executive Human Resource Officer /Title IX Coordinator, 360-###-####, , Building 25, Room 220, 2011 Mottman Rd SW, Olympia, WA 98512; South Puget Sound Community College is a smoke-free/drug free environment. Applicants needing accommodation in the application process in an alternative format may contact the Human Resources office at (360) ###-####. A generous benefits package including medical, dental, vision, life insurance, long-term disability, retirement, and optional deferred compensation programs. The position is eligible to participate in the (DRS) retirement plan. Employees have the option to participate in two tax-deferred retirement investment programs. For health benefit information go to COMPENSATION Your paycheck is just part of your total compensation package, with an employee benefits package worth about 30% of your salary. VACATION AND SICK LEAVE Annual leave includes vacation, 11 paid holidays, and 12 days of sick leave. Additional leave may fluctuate as a result of the WFSE union bargaining agreement For more benefits information please visit our website. 01 How do you approach cultural conflicts that might occur between individuals and/or groups of people? 02 How do you show empathy when working with others, especially those who are from another culture, or might have a different perspective than you? Required Question