Highline College, WA
Administrative Assistant 3, Arts & Humanities Division
Highline College, WA, Seattle, Washington, us, 98127
Salary:
$3,825.00 - $4,864.00 Monthly
Location :
Highline College 2400 S 240th St Des Moines, WA
Job Type:
CLASSIFIED
Job Number:
2024006-AA3-AH
Division:
ACADEMIC AFFAIRS
Opening Date:
07/03/2024
Closing Date:
Continuous
General Summary
Posting will remain open until filled.
The Arts & Humanities Division consists of ten departments; Communications, English, Film Studies, Fine Arts, Honors, Journalism, Library and Information Services, Music, Philosophy and World Languages. This position supports the Fine Arts Department, and co-supports the Arts & Humanities Division Administrative Assistant.
Under general supervision, the Administrative Assistant 3 will perform a variety of complex administrative and secretarial support duties and assignments in support of faculty in the Arts & Humanities Division. These include: independently plan, organize and prioritize work; office record keeping and filing systems; establish office procedures, standards and priorities; and coordinate office operations. This position is expected to be proactive and initiate the necessary action to ensure the work unit and office goals are met. This position will have frequent contact with clients, the public, staff members, students and faculty and must demonstrate excellent customer service to all clients.
This position is a classified full-time position, which is eligible for overtime. Schedule: Monday - Friday, 8:00AM - 5:00PM.
Salary Information :The above salary reflects the starting step (Step C) Range 40 for this classified position and includes a 5% King County compensation provision. As a new employed classified employee, based on annual increments, it will take 5 years to reach Step L on the salary schedule. This does not reflect any contractual changes, legislative mandated salary increases or Cost of Living Increases (COLA's) that may be approved in the future.Essential Tasks
Reporting to the Director of Academic Planning and Budgets, this position will:
Monitor Daily, Monthly, and Quarterly Operations of the Division and the Division Chair - 40%
Provide excellent customer service to students, faculty, staff and visitors;Answer telephone, respond and forward calls appropriately;Distribute the mail within the division;Provide support for Division Chair, Department Coordinator and faculty in day-to-day departmental operations:Serve as an informational resource for phone and computer usage, parking, class coverage, office hour procedures, instructional procedures, and other college policies and resources;Provide logistical support for division/department meetings, including reserving rooms for meetings and appointments for faculty, department coordinator, and division chair, including notifications, reminders, and room arrangements;Coordinate faculty absences by following departmental procedures;Assist department coordinator with orienting new full-time and adjunct faculty members, including ordering keys, supplies, and business cards, assigning of adjunct office space, introduction to policies and procedures assisting faculty members with questions to prepare for upcoming quarter;Provide instruction on electronic office equipment (copier/printer, Scantron machine, etc.);Maintain office hour schedules for faculty in the building in a readily accessible place, so students can find instructors/advisors easily;Direct student complaints through the instructional grievance process;Coordinate quarterly textbook ordering process including desk copies;Coordinator contract process for classroom guests, including art model contracts.Direct, supervise, train and assign work to student workers and 1,000-hour office assistant to assist with special projects;Establish, revise, organize and/or maintain electronic and manual filing system; keep office files current and keep procedure manual up to date;Complete special projects as assigned and ensure projects are in compliance with College policies and applicable laws and regulations;Attend meetings, participate in campus community events and activities;Monitor the Multimedia's camera equipment:Checking in and out equipment to students using the ALMA system;Oversee inventory on a regular basis;Perform related duties as assigned.Prepare and Process Instructor Evaluations - 10%
All evaluation packets are distributed to the faculty boxes by the 7th week of the quarter and electronic evaluations set-up for faculty administering them electronically;Once completed course evaluations are returned, prepare the evaluation reports.Maintaining division supplies- 15%Coordinate monthly P-card reconciliation;Ensure compliance with applicable purchasing rules and processes.Coordinating faculty professional development fund purchasing and travel processes- 35%Reviewing and recommending overall process improvements;Keeping faculty informed of travel and purchasing guidelines and timelines;Compiling and reviewing required documentation, working with faculty to clarify errors or missing information, and collecting required approval signatures;Tracking and updating professional development fund requests, as needed;Ordering Professional Development materials including registration, memberships, subscriptions, books, resources, etc.Ability to:
Communicate effectively, both written and verbally;Maintain confidentiality;Coordinate and prioritize duties and deadlines;Work in a diverse, multicultural environment;Maintain high ethical standards;Interpret and apply policies, laws and procedures;Respond to customer needs;Adapt to changing business needs;Use Microsoft Office Suite including but not limited to Word, Excel, and Outlook.Qualifications
Minimum Qualifications:
High School diploma or equivalent;
ANDThree years of increasingly responsible clerical experience;OR
Equivalent education/experience.Preferred Qualifications:
Associate's Degree (AA);Experience in higher education.
Supplemental Information
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.THE COLLEGEHighline College prides itself on its commitment to diversity and equity, its institutional culture of collegiality and innovation, its globalization of curricula and its inclusion of the community in its programming. Founded in 1961, Highline College is situated in a diverse community just 15minutes south of Seattle. The college annually serves more than 16,500 studentsa student population of over 70% students of color, representing 35 nations and more than 100 languages. The college embraces equity, inclusion and social justice, with core goals of student attainment, diversity, community Engagement and sustainability. The student body at Highline College is made up of Transfer students, Running Start students, Professional- Technical students, International students, Comprehensive Transition Program for students with intellectual disabilities, Adult Basic Education and English Language Learners. In addition, we offer six bachelor of applied science, four-year degrees.
MISSION AND VISIONAs an essential part of our , diversity, equity and inclusion are promoted and fostered in all aspects of college life.
APPLICATION PROCEDUREYour online application must include the following to be considered complete:1. A detailed resume that addresses the MINIMUM QUALIFICATIONS of the position;2. A letter of application/cover letter (two-page maximum, recommended) that addresses your ability to meet the QUALIFICATIONS, and KNOWLEDGE, SKILLS AND ABILITIES for theposition;3. A one-page response to the Supplemental Question.
CONDITIONS OF EMPLOYMENT:
National Criminal Background Check may be required;This position is covered under the Washington Public Employees Association (WPEA)bargaining agreement.APPLICATIONS MUST BE FILED ONLINE AT:https://www.governmentjobs.com/careers/highline
NEED APPLICATION HELP?Should you have any difficulties uploading your documents or navigating the application process, please contact NEOGOV Technical Support at 1-855-524- 5627, Monday - Friday 6:00 AM to 6:00PM Pacific Time.
HIGHLINE COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYERHighline College is an equal opportunity employer. The College is committed to enhancing the diversity of our faculty and staff, as well as our student population. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientations, and gender identity diversity. 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.
REASONABLE ACCOMMODATIONSThe College complies with the Americans with Disabilities Act. Applicants needing accommodations in the application process in an alternative format may contact the Human Resources office at (206) 592-3812. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.
TITLE IX POLICYHighline College complies with Title IX regulations. For details on our policies, see our website
The College appointing authorities reserve the right and may exercise the option to make an employment decision prior to the conclusion of the recruitment process.
NON-DISCRIMINATION STATEMENT
The college provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, 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).
The Title IX Coordinator, Danielle Slota, can be reached at (206) 592-3600 or 2400 S. 240th St. Des Moines, WA 98198. Building 12, President's Office.
The 504 Coordinator, Jenni Sandler, can be reached at (206) 592-3474 or 2400 S. 240th St. Des Moines, WA 98198. Building 25, 5th Floor.
The Chief Human Resources Officer, Melanie Lawson, can be reached at (206) 592-3320 or 2400 S. 240th St. Des Moines, WA 98198. Building 12, Human Resources.
You can receive this information in an alternate format by contacting Access Services (206) 592-3857; TTY (206) 870-4853.
Benefits for full time employees are explained in detail on our page.
01
Applicants need to submit a one page Diversity Response to the following statement: How does your previous education or professional experience contribute to your effectiveness in promoting a climate of multicultural understanding and appreciation at Highline College? Please save your Diversity Response as a Word document and upload it as your Diversity Response attachment at the end of the application process. Please check Yes that this will be submitted with your application.
YesNo
02
Do you have a High School diploma or equivalent; ANDThree years of increasingly responsible clerical experience;OREquivalent education/experience?
YesNo
Required Question
$3,825.00 - $4,864.00 Monthly
Location :
Highline College 2400 S 240th St Des Moines, WA
Job Type:
CLASSIFIED
Job Number:
2024006-AA3-AH
Division:
ACADEMIC AFFAIRS
Opening Date:
07/03/2024
Closing Date:
Continuous
General Summary
Posting will remain open until filled.
The Arts & Humanities Division consists of ten departments; Communications, English, Film Studies, Fine Arts, Honors, Journalism, Library and Information Services, Music, Philosophy and World Languages. This position supports the Fine Arts Department, and co-supports the Arts & Humanities Division Administrative Assistant.
Under general supervision, the Administrative Assistant 3 will perform a variety of complex administrative and secretarial support duties and assignments in support of faculty in the Arts & Humanities Division. These include: independently plan, organize and prioritize work; office record keeping and filing systems; establish office procedures, standards and priorities; and coordinate office operations. This position is expected to be proactive and initiate the necessary action to ensure the work unit and office goals are met. This position will have frequent contact with clients, the public, staff members, students and faculty and must demonstrate excellent customer service to all clients.
This position is a classified full-time position, which is eligible for overtime. Schedule: Monday - Friday, 8:00AM - 5:00PM.
Salary Information :The above salary reflects the starting step (Step C) Range 40 for this classified position and includes a 5% King County compensation provision. As a new employed classified employee, based on annual increments, it will take 5 years to reach Step L on the salary schedule. This does not reflect any contractual changes, legislative mandated salary increases or Cost of Living Increases (COLA's) that may be approved in the future.Essential Tasks
Reporting to the Director of Academic Planning and Budgets, this position will:
Monitor Daily, Monthly, and Quarterly Operations of the Division and the Division Chair - 40%
Provide excellent customer service to students, faculty, staff and visitors;Answer telephone, respond and forward calls appropriately;Distribute the mail within the division;Provide support for Division Chair, Department Coordinator and faculty in day-to-day departmental operations:Serve as an informational resource for phone and computer usage, parking, class coverage, office hour procedures, instructional procedures, and other college policies and resources;Provide logistical support for division/department meetings, including reserving rooms for meetings and appointments for faculty, department coordinator, and division chair, including notifications, reminders, and room arrangements;Coordinate faculty absences by following departmental procedures;Assist department coordinator with orienting new full-time and adjunct faculty members, including ordering keys, supplies, and business cards, assigning of adjunct office space, introduction to policies and procedures assisting faculty members with questions to prepare for upcoming quarter;Provide instruction on electronic office equipment (copier/printer, Scantron machine, etc.);Maintain office hour schedules for faculty in the building in a readily accessible place, so students can find instructors/advisors easily;Direct student complaints through the instructional grievance process;Coordinate quarterly textbook ordering process including desk copies;Coordinator contract process for classroom guests, including art model contracts.Direct, supervise, train and assign work to student workers and 1,000-hour office assistant to assist with special projects;Establish, revise, organize and/or maintain electronic and manual filing system; keep office files current and keep procedure manual up to date;Complete special projects as assigned and ensure projects are in compliance with College policies and applicable laws and regulations;Attend meetings, participate in campus community events and activities;Monitor the Multimedia's camera equipment:Checking in and out equipment to students using the ALMA system;Oversee inventory on a regular basis;Perform related duties as assigned.Prepare and Process Instructor Evaluations - 10%
All evaluation packets are distributed to the faculty boxes by the 7th week of the quarter and electronic evaluations set-up for faculty administering them electronically;Once completed course evaluations are returned, prepare the evaluation reports.Maintaining division supplies- 15%Coordinate monthly P-card reconciliation;Ensure compliance with applicable purchasing rules and processes.Coordinating faculty professional development fund purchasing and travel processes- 35%Reviewing and recommending overall process improvements;Keeping faculty informed of travel and purchasing guidelines and timelines;Compiling and reviewing required documentation, working with faculty to clarify errors or missing information, and collecting required approval signatures;Tracking and updating professional development fund requests, as needed;Ordering Professional Development materials including registration, memberships, subscriptions, books, resources, etc.Ability to:
Communicate effectively, both written and verbally;Maintain confidentiality;Coordinate and prioritize duties and deadlines;Work in a diverse, multicultural environment;Maintain high ethical standards;Interpret and apply policies, laws and procedures;Respond to customer needs;Adapt to changing business needs;Use Microsoft Office Suite including but not limited to Word, Excel, and Outlook.Qualifications
Minimum Qualifications:
High School diploma or equivalent;
ANDThree years of increasingly responsible clerical experience;OR
Equivalent education/experience.Preferred Qualifications:
Associate's Degree (AA);Experience in higher education.
Supplemental Information
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.THE COLLEGEHighline College prides itself on its commitment to diversity and equity, its institutional culture of collegiality and innovation, its globalization of curricula and its inclusion of the community in its programming. Founded in 1961, Highline College is situated in a diverse community just 15minutes south of Seattle. The college annually serves more than 16,500 studentsa student population of over 70% students of color, representing 35 nations and more than 100 languages. The college embraces equity, inclusion and social justice, with core goals of student attainment, diversity, community Engagement and sustainability. The student body at Highline College is made up of Transfer students, Running Start students, Professional- Technical students, International students, Comprehensive Transition Program for students with intellectual disabilities, Adult Basic Education and English Language Learners. In addition, we offer six bachelor of applied science, four-year degrees.
MISSION AND VISIONAs an essential part of our , diversity, equity and inclusion are promoted and fostered in all aspects of college life.
APPLICATION PROCEDUREYour online application must include the following to be considered complete:1. A detailed resume that addresses the MINIMUM QUALIFICATIONS of the position;2. A letter of application/cover letter (two-page maximum, recommended) that addresses your ability to meet the QUALIFICATIONS, and KNOWLEDGE, SKILLS AND ABILITIES for theposition;3. A one-page response to the Supplemental Question.
CONDITIONS OF EMPLOYMENT:
National Criminal Background Check may be required;This position is covered under the Washington Public Employees Association (WPEA)bargaining agreement.APPLICATIONS MUST BE FILED ONLINE AT:https://www.governmentjobs.com/careers/highline
NEED APPLICATION HELP?Should you have any difficulties uploading your documents or navigating the application process, please contact NEOGOV Technical Support at 1-855-524- 5627, Monday - Friday 6:00 AM to 6:00PM Pacific Time.
HIGHLINE COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYERHighline College is an equal opportunity employer. The College is committed to enhancing the diversity of our faculty and staff, as well as our student population. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientations, and gender identity diversity. 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.
REASONABLE ACCOMMODATIONSThe College complies with the Americans with Disabilities Act. Applicants needing accommodations in the application process in an alternative format may contact the Human Resources office at (206) 592-3812. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.
TITLE IX POLICYHighline College complies with Title IX regulations. For details on our policies, see our website
The College appointing authorities reserve the right and may exercise the option to make an employment decision prior to the conclusion of the recruitment process.
NON-DISCRIMINATION STATEMENT
The college provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, 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).
The Title IX Coordinator, Danielle Slota, can be reached at (206) 592-3600 or 2400 S. 240th St. Des Moines, WA 98198. Building 12, President's Office.
The 504 Coordinator, Jenni Sandler, can be reached at (206) 592-3474 or 2400 S. 240th St. Des Moines, WA 98198. Building 25, 5th Floor.
The Chief Human Resources Officer, Melanie Lawson, can be reached at (206) 592-3320 or 2400 S. 240th St. Des Moines, WA 98198. Building 12, Human Resources.
You can receive this information in an alternate format by contacting Access Services (206) 592-3857; TTY (206) 870-4853.
Benefits for full time employees are explained in detail on our page.
01
Applicants need to submit a one page Diversity Response to the following statement: How does your previous education or professional experience contribute to your effectiveness in promoting a climate of multicultural understanding and appreciation at Highline College? Please save your Diversity Response as a Word document and upload it as your Diversity Response attachment at the end of the application process. Please check Yes that this will be submitted with your application.
YesNo
02
Do you have a High School diploma or equivalent; ANDThree years of increasingly responsible clerical experience;OREquivalent education/experience?
YesNo
Required Question