To view the complete job announcement, please click the following link: https://www.schooljobs.com/careers/spscc/jobs/4680622/administrative-assistant-3-transition-studies?pagetype=jobOpportunitiesJobs.
South Puget Sound Community College (SPSCC) seeks highly motivated and qualified candidates for our Administrative Assistant 3- Transition Studies position.
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.
What You'll Do
Administrative 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 Possess
Minimum 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 Apply
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.
Veterans Preference
Applicants 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 sbutler-hill@spscc.edu 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.
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, 360-596-5361, ssoto@spscc.edu, 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) 596-5500.
