Administrative Assistant 3 - Applied Technology
South Puget Sound Community College (SPSCC) seeks a highly motivated and qualified individual for the position of Administrative Assistant 3 - Applied Technology.
The Administrative Assistant 3 reports directly to the Dean of Applied Technology and is responsible for providing high-level administrative support to the associate dean and the faculty and staff within the Applied Technology Division. This position supports the efforts to administer, and coordinate instruction in the Applied Technology Division with the overall goal of reaching core theme objectives.
South Puget Sound Community College 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
Provides administrative support to the Dean of Applied Technology:
- Interprets and applies administrative policies to the work of the division
- Acts as a liaison between the Associate Dean Transition Studies and faculty, administrative and exempt staff throughout the college
- Coordinates personnel recruitment and orientation with the Associate Dean
- Assists in the preparation of contracts and reports
- Serves as liaison to other divisions in relaying assignments and requesting status information
- Monitors, tracks, and reviews individual department/program/grant expenditures to advise associate dean in compiling Transition Studies annual budget
- Tracks division expenditures and reconciles this tracking with business office records for all budgets within the division
- Coordinates, reviews, and submits documentation for faculty substitute and/or stipend pay
- Prepares and/or reviews all purchase requests: analyze, assign purchase request number as needed and budget code(s), log and submit for Associate Dean/dean's signature
- Prepares, reviews, and logs travel documents; route for appropriate signatures and processing
- Proofs and corrects final quarterly schedule boilerplate and course information
Provides secretarial support to the Dean of Applied Technology.
- Coordinates office operations and organizes workflow processes to enhance efficiencies
- Screens, prioritizes and distributes mail; screens calls and visitors
- Maintains associate dean's calendar and assists associate dean in scheduling meetings
- Attends meetings and prepares meeting minutes
- Takes/transcribes minutes for Probationary Review Committees
- Schedules and coordinates the collection of student evaluations of faculty
- Coordinates faculty evaluation and observation processes ensuring reports and documentation are collected and filed per accreditation requirements
- Makes event and/or travel arrangements as needed
- Proofreads division documents (large and small) prior to release and/or publication
- Processes copy requests for associate dean
- Collects data, prepare course outlines, submit materials to Instructional Council
Provides administrative support and reception and communication services for the division:
- Serves as central point of communication for faculty and students in the division
- Coordinates operations for Transition Studies. Assist faculty and staff in resolving questions/issues regarding college administrative policies and procedures
- Coordinates administrative support functions for Transition Studies.
- Handles confidential and sensitive materials on a daily basis
- Assists in registration of new and returning students
- Alerts staff and faculty to administrative process deadlines such as non-payment drop deadlines and progression policy tracking
- Acts as coordinator for division operations electronic information sharing and filing
- Maintains forms and documents for division instructional purposes
- Distributes mail for Transition Studies
- Schedules meetings for faculty and staff in the division and assists with room reservations
- Coordinates the installation of new faculty: network & voice mail accounts, copy codes, key requests, contracts, etc.
- Coordinates student evaluation processes: track and maintain the evaluation schedule and implement paper and pencil student evaluations when necessary
- Maintains inventory of division office supplies and orders supplies as needed
- High school graduation or equivalent AND three years of progressively responsible experience in office, clerical, or administrative work
- Advanced knowledge of computers and software applications, specifically MS Office suite (Word, Outlook, Excel) and HP9000
- 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 & Abilities:
- Demonstrated commitment to customer service
- Knowledge of office procedures, business management practices, research methods and data collection, communication and correspondence protocol and best practices
- Strong organizational skills, ability to work independently and prioritize multiple tasks, maintain office confidentiality, and accommodate numerous interruptions
- Strong aptitude for attention to detail and accuracy of information
- Excellent communication skills, the ability to work well with others, and function as a team member
- Ability to exercise good judgment in evaluating situations, solving problems and making decisions
- Experience creating and formatting professional reports and documents using MS Word or Excel
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 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.
Background Check 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.
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.