Administrative Assistant

Administrative Assistant 2 - Spokane Community College - Tech Ed

Reporting to the Office Manager of the Technical Education Division (Tech Ed), the primary purpose of this position is to serve, support, and meet the needs of the Dean’s Office, the faculty in the division, as well as working collaboratively with the Tech Ed Division Office Assistants.

• This position will independently plan, organize, and prioritize a variety of complex projects and assignments essential to the division, including, but not limited to: assist with the scheduling of classes and rooms; accurately track, monitor, and disseminate budget information; prioritize and order supplies and equipment; provide direct administrative support; maintain document management systems; and develop and communicate office policies, procedures and standards proactively.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Advisory Committee Meetings

• Proactively communicate with faculty regarding all information needed for programs to successfully meet with advisory committees twice per year. *
• Track advisory committee meeting schedule, confirm minutes are saved in archive, and ensure advisory committee member lists are current. *
• Schedule advisory committee meetings, request agenda items, provide documentation to constituents. Submit parking requests and track virtual parking. *
• Take minutes at all advisory committee meetings and as requested by the dean. If absent, take minutes from recording and ensure minutes are saved in archive. *

Budget

• Submit all purchase requisitions for the division including submission of final purchase order to the vendor, track delivery and notification to authorize payment to vendor. Enter expenses into spreadsheet. *
• Act as the steward of purchase cards (p-cards) housed in primary location, including reconciliation. Communicate all requirements needed to obtain a p-card to new hires and follow-up with individuals as needed. * 
• Process travel, generate travel forms, arrange hotel stays, vehicle rentals, submit vicinity travel and travel expenses. *
• Order office products. Keep inventory stocked. *
• Help to coordinate Tech Ed events. Duties include processing paperwork, picking up/ordering/delivery of food, setup, and cleanup of event, etc. *

Communication

• Submit student CEU hours and graduating student work hours for electrical license to L&I. *
• Serve as the resource person for mail/mail services, shipping and receiving (Central Services), Information Technology (IT), Purchasing and Security. *
• Collect annual Professional Activity reports from faculty and submit to Dean. *
• Assist deans with scheduling, record keeping, and correspondence. *
• Manage all communication portals for the division, including the customer relationship management system. Maintain records of incoming and outgoing correspondence and document and follow up on work in process. Pull various reports from ctcLink. Look up student information, class schedules, etc. *
• Develop office operations and establish office procedures, standards, and priorities with the guidance of the Office Manager. Develop solutions and/or recommendations. *
• Explain and interpret complex rules, policies and operating procedures to faculty, staff, students, and members of the public. *

New Hires

• Assist deans with preparation for screening, duties include submitting Position Request, scheduling interviews and committee meetings, preparing interview materials, etc. *
• Assist the Office Manager with submitting requests for email, keys, phone, office, name badge, and business cards for new hires. Ensure appropriate personnel receive a p-card as needed. *

Interdepartmental Cross-Training

• Cross-train on Office Manager responsibilities to cover duties during staff absences. *
• Assist the Office Manager with class scheduling and other related tasks as needed. *
• Assist the Office Manager with submitting IT requests, equipment surplus forms, work orders, building improvement requests, etc. as needed. *

Other

• Model professional decorum and mutual respect in all personal interactions. *
• Comply with district policies, procedures and directives, state and federal regulations, orders and statutes and collective bargaining agreements. *
• Support and advance Spokane Colleges’ strategic plan, and perform other duties as assigned. *
• Ensure the dean's suite is organized and presentable each day by tidying up workspaces, arranging materials, and maintaining a professional environment.

* Indicates this is an essential duty.

COMPETENCIES

• Action Oriented
• Optimizes Work Processes
• Ensures Accountability
• Drives Results
• Collaborates
• Values Differences
• Communicates Effectively
• Instills Trust
• Demonstrates Self-Awareness
• Self-Development
• Nimble Learning
• Situational Adaptability

MINIMUM QUALIFICATIONS

• Knowledge or experience using Microsoft Office products.
• Excellent interpersonal, oral, and written communication skills.
• Ability to maintain a high level of confidentiality.
• Ability to effectively organize multiple work assignments, involving competing priorities, to produce work products that are accurate, of high quality and meet deadlines.

DESIRED QUALIFICATIONS

• Associate degree or higher from an accredited institution.
• Knowledge or experience using student management system ctcLink (PeopleSoft).
• One or more years of administrative assistant experience, or equivalent.
• Knowledge of bookkeeping and record keeping functions.

PHYSICAL REQUIREMENTS

• Work is performed in a normal, temperature-controlled office environment.
• Work is sedentary in nature.
• Frequent use of computer and exposure to terminal screens.
• Visual focus and strain.
• Work directly with students/clients.
• Work involves constant interruptions and requirement to answer on demand questions by phone, in person, or electronically.
• Frequent repetitive hand/wrist motions and finger manipulation.
• Frequent oral and auditory communication with others.
• Ability to lift up to 25 pounds, assist with event set-up, move materials, etc.

CONDITIONS OF EMPLOYMENT

• Full time schedule (12 months, 40 hours a week).
• 6-month probationary period.
• This position is overtime eligible.
• Requires local or regional travel.
• Criminal background check is required.
• This position is covered under a collective bargaining agreement. Membership is optional.