South Puget Sound Community College
Administrative Assistant 3 - Humanities
South Puget Sound Community College, Olympia, Washington, United States, 98502
Salary:
$41,724.00 - $55,584.00 Annually
Location :
Olympia Main Campus, WA
Job Type:
Full-time
Job Number:
AA3-HUM-105G
Division:
Instruction
Department:
Humanities(239)
Opening Date:
11/01/2024
Our Opportunity
(SPSCC) seeks a highly motivated and qualified individual for the position of
Administrative Assistant 3
in the Humanities and Communications Division.
The College's mission is to promote student success in both post-secondary academic transfer and workforce education, addressing the needs of the South Sound region. This position contributes to that mission by offering administrative support to the dean, faculty, and staff of the Humanities and Communication division.
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 needsFine dining in the
,
offering vegetarian, vegan, and gluten-free choices as part of our Culinary Arts and Baking & Pastry Arts programsTheserving Batdorf & Bronson coffee and a selection of delicious food items from our baking/culinary studentsA brand newFREE Bus service every 15 minutes to downtown Olympia and beyondFREEon our campuses - permits are not requiredOn-campusPercival Creek which runs beneath our campus footbridge, provides year-round beauty and views of Chinook, Coho, and chum salmon pass through each fallMany walking paths that are marked and on nicely paved sidewalksSPSCC promotes wellness with a variety of differenton campusLots of activities with our
,
which are FREE for staff and facultyMany community events in thethat 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:
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 Do
Essential Function- Administrative Support for the Humanities, Communication, and the Arts Division DeanTasks include:
Interpret and apply administrative policies to the work of the divisionCoordinate with other staff members on administrative practices, procedures, and policiesCollaborate with the business office, dean, faculty, and staff to create contractsAssist in the preparation of reportsServe as liaison to division faculty and staffCoordinate office operations and organize workflow to enhance efficienciesCoordinate travel for dean, including making travel arrangements, submitting appropriate documentation to the business office, and tracking expenditures for budgetCoordinate events as requested/directed (e.g. department retreats and receptions)Create and maintain databases when appropriate (e.g. budgets, schedules)Gather appropriate data and information for reports, forms, and other documentsManage the dean's calendar and schedule appointments and meetingsPrepare meeting agendas and attend meetings; record, distribute, and maintain minutes. e.g. pre and post -tenure review committees, division and department meetings, other committee meetings as necessaryPrepare, proofread, and edit reports, correspondence, contracts and other documents as requestedCoordinate the recruitment/onboarding of new personnel, including submitting the appropriate paperwork and arranging the logistical needs of new division employees.Maintain appropriate confidentiality.Manage time effectively on critical assignments and prioritize work in response to requests.Other duties as assigned.Essential Function: Office Support/Customer Service for division facultyTasks include:
Serve as the central point of communication for faculty, staff, and students in the Division of Humanities, Communication, and the ArtsProvide office supportMaintain office supplies and division furnishingsSubmit building work ordersServe as a liaison to other college units, connecting faculty and students to other areas of the college when appropriateScreen and prioritize calls and visitors to the division officeManage mail distributionWork with the faculty to ensure timely and accurate travel paperwork (including travel authorizations and receipt remittals)Manage student evaluation processes by tracking and maintaining the evaluation schedule, ordering student evaluations, and distributing evaluations to the appropriate recipientsMaintain division filesHandle confidential and sensitive materials on a daily basisDirect work-study students and/or part-time office support staffOther duties as assignedEssential Function: Budget, Purchasing, ContractingTasks include:
Monitor, track, and review individual department/program/grant expenditures to advise dean in compiling annual budgetTrack expenditures and reconcile with business office records on a monthly basisReview and track all purchase requests for accuracy and completionPurchase small and large equipment using multiple budgetsPurchase office supplies and instructional suppliesCoordinate and track paperwork for faculty stipendsServe as custodian of the purchase card(s), maintain expenditure records, and ensure compliance with college purchasing policies and recordingPrepare budget reports as requested/directedRun various queries and reports in PeopleSoft (ctcLink)Other duties as assigned
Qualifications You Possess
Minimum Qualifications:
High school graduation or equivalent AND two years of full-time clerical experience OR equivalent education/experienceExcellent written and oral skills and working knowledge of computers and software applications, specifically Microsoft Office, and online applicationsStrong commitment to customer serviceStrong aptitude for attention to detailCommitment to a working environment that values a diverse academic environment, inclusive of students, faculty, and staff of diverse cultural, socioeconomic, and educational backgroundsAbility to work independently, prioritize multiple tasks and accommodate numerous interruptions is essentialExcellent communication skills and the ability to work well with others and function as a team member
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 UnitThis 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,, 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.
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
COMPENSATIONYour paycheck is just part of your total compensation package, with an employee benefits package worth about 30% of your salary.
VACATION AND SICK LEAVEAnnual 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 respond to new and changing situations?
02
How do you respond in situations where you are interacting with people who aredifferent than you?
Required Question
$41,724.00 - $55,584.00 Annually
Location :
Olympia Main Campus, WA
Job Type:
Full-time
Job Number:
AA3-HUM-105G
Division:
Instruction
Department:
Humanities(239)
Opening Date:
11/01/2024
Our Opportunity
(SPSCC) seeks a highly motivated and qualified individual for the position of
Administrative Assistant 3
in the Humanities and Communications Division.
The College's mission is to promote student success in both post-secondary academic transfer and workforce education, addressing the needs of the South Sound region. This position contributes to that mission by offering administrative support to the dean, faculty, and staff of the Humanities and Communication division.
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 needsFine dining in the
,
offering vegetarian, vegan, and gluten-free choices as part of our Culinary Arts and Baking & Pastry Arts programsTheserving Batdorf & Bronson coffee and a selection of delicious food items from our baking/culinary studentsA brand newFREE Bus service every 15 minutes to downtown Olympia and beyondFREEon our campuses - permits are not requiredOn-campusPercival Creek which runs beneath our campus footbridge, provides year-round beauty and views of Chinook, Coho, and chum salmon pass through each fallMany walking paths that are marked and on nicely paved sidewalksSPSCC promotes wellness with a variety of differenton campusLots of activities with our
,
which are FREE for staff and facultyMany community events in thethat 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:
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 Do
Essential Function- Administrative Support for the Humanities, Communication, and the Arts Division DeanTasks include:
Interpret and apply administrative policies to the work of the divisionCoordinate with other staff members on administrative practices, procedures, and policiesCollaborate with the business office, dean, faculty, and staff to create contractsAssist in the preparation of reportsServe as liaison to division faculty and staffCoordinate office operations and organize workflow to enhance efficienciesCoordinate travel for dean, including making travel arrangements, submitting appropriate documentation to the business office, and tracking expenditures for budgetCoordinate events as requested/directed (e.g. department retreats and receptions)Create and maintain databases when appropriate (e.g. budgets, schedules)Gather appropriate data and information for reports, forms, and other documentsManage the dean's calendar and schedule appointments and meetingsPrepare meeting agendas and attend meetings; record, distribute, and maintain minutes. e.g. pre and post -tenure review committees, division and department meetings, other committee meetings as necessaryPrepare, proofread, and edit reports, correspondence, contracts and other documents as requestedCoordinate the recruitment/onboarding of new personnel, including submitting the appropriate paperwork and arranging the logistical needs of new division employees.Maintain appropriate confidentiality.Manage time effectively on critical assignments and prioritize work in response to requests.Other duties as assigned.Essential Function: Office Support/Customer Service for division facultyTasks include:
Serve as the central point of communication for faculty, staff, and students in the Division of Humanities, Communication, and the ArtsProvide office supportMaintain office supplies and division furnishingsSubmit building work ordersServe as a liaison to other college units, connecting faculty and students to other areas of the college when appropriateScreen and prioritize calls and visitors to the division officeManage mail distributionWork with the faculty to ensure timely and accurate travel paperwork (including travel authorizations and receipt remittals)Manage student evaluation processes by tracking and maintaining the evaluation schedule, ordering student evaluations, and distributing evaluations to the appropriate recipientsMaintain division filesHandle confidential and sensitive materials on a daily basisDirect work-study students and/or part-time office support staffOther duties as assignedEssential Function: Budget, Purchasing, ContractingTasks include:
Monitor, track, and review individual department/program/grant expenditures to advise dean in compiling annual budgetTrack expenditures and reconcile with business office records on a monthly basisReview and track all purchase requests for accuracy and completionPurchase small and large equipment using multiple budgetsPurchase office supplies and instructional suppliesCoordinate and track paperwork for faculty stipendsServe as custodian of the purchase card(s), maintain expenditure records, and ensure compliance with college purchasing policies and recordingPrepare budget reports as requested/directedRun various queries and reports in PeopleSoft (ctcLink)Other duties as assigned
Qualifications You Possess
Minimum Qualifications:
High school graduation or equivalent AND two years of full-time clerical experience OR equivalent education/experienceExcellent written and oral skills and working knowledge of computers and software applications, specifically Microsoft Office, and online applicationsStrong commitment to customer serviceStrong aptitude for attention to detailCommitment to a working environment that values a diverse academic environment, inclusive of students, faculty, and staff of diverse cultural, socioeconomic, and educational backgroundsAbility to work independently, prioritize multiple tasks and accommodate numerous interruptions is essentialExcellent communication skills and the ability to work well with others and function as a team member
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 UnitThis 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,, 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.
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
COMPENSATIONYour paycheck is just part of your total compensation package, with an employee benefits package worth about 30% of your salary.
VACATION AND SICK LEAVEAnnual 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 respond to new and changing situations?
02
How do you respond in situations where you are interacting with people who aredifferent than you?
Required Question