Secretary Senior - Student Services (Reopened)
Our Opportunity*** This position has been reopened to expand the candidate pool. Previous applicants do not need to reapply. ***
South Puget Sound Community College (SPSCC) seeks highly motivated and qualified candidates for the position of Secretary Senior providing administrative support to the Student Services Division.
SPSCC is committed to increasing its cultural diversity with an emphasis on equity and inclusion among its professional staff. The students that we serve come from a variety of backgrounds. 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.
We also offer:
- The Clipper Café specializing in seasonal comfort foods
- The Bake Shop offering daily baked goods made by our students
- Fine dining in the Percival Room, offering vegetarian, vegan, and gluten-free choices as part of our Culinary Arts and Baking & Pastry Arts programs
- Campus bookstore offering snacks, apparel, and specialty supplies
- Starbucks coffee shop
- Bus service every 15 minutes to downtown Olympia and beyond – you receive a FREE State Agency Rider (STAR) Pass
- FREE parking on our campuses – permits are not required
- On-campus child care
- 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
- Gym and recreation facilities
- SPSCC promotes wellness with a variety of different workshops and events on campus
- Lots of activities with our Artist & Lecture series, which are FREE for staff and faculty
- Many community events in the Kenneth J. Minnaert Center for the Arts
What You'll Do
As the Secretary Senior for Student Services, you will:
- Provide clerical support to the Vice President of Student Services Office
- Take meeting minutes for various Student Services Meetings
- Make travel arrangements for Student Services Division
- Prepare and process business office documents and forms
- Create, review, and process purchase requests, travel authorizations, travel expenses, etc.
- Maintain accurate and organized filling systems and ensure filing is up-to-date
- Maintain Division office supplies
- Establish and maintain complex electronic or manual or database files
- Compose office correspondence for requests for information
- Update student information in Student Information Systems
- Scan documents and upload them into the document imaging system
- Perform complex secretarial duties, such as planning, organizing and prioritizing work
- Maintain fiscal record keeping system
- Reconcile monthly accounts with the college Business Office for Student Services, including the Title III grant
- Manage departmental purchasing card usage
- Advise Student Services staff regarding budget policies and procedures and explains action necessary to achieve compliance or approval
- Prepare, compile, and provide fiscal reports as needed for the Vice President for Student Services.
- Review and verify fiscal reports for accuracy; investigates and corrects errors
- Work with the Business Office to ensure accuracy in money expenditures
- Ensure security and cash management with armored services within Student Services.
- Work collaboratively with the campus community, students, staff and faculty.
- Exhibit effective communication and customer services skills.
- Back-up the One-Stop, Start Here Desk, and Operators, if necessary
This position will also review, monitor, and reconcile grants (WorkForce and Title III) and support the Dean of Enrollment Services:
- Communicate with SPSCC staff concerning guidelines, requirements, and regulations for WorkFirst and BFET grants
- Coordinate fiscal processes of the WorkFirst and BFET grants
- Work with WorkForce staff to understand the procedures and guidelines related to the grants
- Work with grant holders to prepare, maintain, and submit routine grant proposals and renewals
- Monitor, review, and reconcile grant budgets
- Process BFET payment rosters and billing for fund matching
- Assist with monthly monitoring and budget transfers of other Financial Aid state and Federal funds, if needed
- Maintain the Dean's schedule/calendar and any other office schedules/calendars within the department
- Provide information related to supervisor's planning, organizing, and department operation
- Compile and produce reports and data on behalf of the Dean
- Take meeting minutes for Enrollment Services meetings
- Relay messages and instructions from supervisor(s) to others
- Respond professionally to all sensitive and confidential matters, including email, phones, and correspondence on behalf of the Dean
Qualifications You Possess
- High School graduation or equivalent, AND two years of progressively responsible experience in office, clerical, or administrative work; formal education can substitute year-for-year experience.
- Demonstrate commitment to high level of customer service
- Excellent written and verbal communication skills
- Advanced knowledge of computers and software applications, specifically MS Office Suite (Word, Outlook, Excel, PowerPoint)
- Demonstrated experience or participation with persons from diverse backgrounds such as sexual orientation, racial, ethnic, religious, linguistic, gender, age, socio-economic, physical and learning abilities, and a commitment to an inclusive and equitable working/learning environment.
Skills and Abilities:
- Ability to communicate and present oneself in a professional manner
- Ability to work well with others and function as a team member
- Strong aptitude for attention to detail and accuracy of information
- Ability to work effectively with a diverse population of students, faculty, administrators and support staff in accomplishing tasks
- Strong organizational skills, ability to work independently and prioritize multiple tasks, work under pressure, meet deadlines and accommodate numerous interruptions while performance multiple tasks
Applications 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 of their invitation 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.
Applicants who meet the minimum qualifications and 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.
Condition of Employment
Employment 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.
This position has been designated as a bargaining unit position represented by the Washington Federation of State Employees.
SPSCC is an Equal Opportunity Employer
South Puget Sound Community College (SPSCC) is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientations, and gender identity diversity. Women, racial and ethnic minorities, persons with disabilities, persons over age 40, disabled and Vietnam era veterans, and people of all sexual orientations and gender identities are encouraged to apply. The college complies with the Americans with Disabilities Act. Applicants needing accommodation in the application process in an alternative format may contact the Human Resources office at (360) 596-5500. The college is committed to enhancing the diversity of our faculty and staff, as well as our student population. We strongly encourage applicants to apply without regard to race, color, religion, sex, sexual orientation, national origin, age, marital or veteran status, disability, or any other legal protected status. SPSCC is a drug-free workplace.