Administrative Assistant 3 - Office of Academic Affairs
Highline College

Job Info

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General Summary

Posting open until filled. Priority consideration for applications received by October 21, 2024.

The Administrative Assistant 3 provides a full range of staff support services to the Office of Academic Affairs. In these areas, the administrative assistant manages projects, performs independent work, and serves as the liaison to other campus offices and activities. This individual is expected to represent the Office of Academic Affairs (AA) in an inclusive, equity-minded, friendly, positive manner, initiate problem-solving and discreetly handle confidential information. The person in this position will provide professional and executive support and will work independently and collaboratively to coordinate the preparation of special projects and reports, maintain records (web-based, electronic, and hard copy) as well as develop and maintain office procedures.

This position is a classified full-time position and is eligible for overtime.

Salary Information:
The above salary range reflects the starting step of Range 40 (Step C) and ending step (Step M) salary for this classified position and includes a 5% King County compensation provision. As a new classified employee, based on annual increments, it will take 5 years to reach Step L on the salary schedule, 11 years to reach step M 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 the Office of Instruction, this position will:

• Provide front office on-campus support for Academic Affairs administration, including welcoming visitors, answering questions, providing directions, processing mail and responding to inquiries;
• Answer and refer questions from faculty, staff, students, and the public concerning college services & policies;
• Provide administrative support for mid-level managers in Academic Affairs including but not limited to scheduling meetings, coordinating outlook calendars, managing travel arrangements, ordering supplies, and monitoring emails as requested;
• Provide administrative support for meetings including requesting appropriate technology, setting up google forms, coordinating catering, and taking notes;
• Assist in updating Canvas courses and web pages related to Academic Affairs;
• In collaboration with the Academic Affairs deans, enter and update program information and/or advisor assignment into Aviso/Watermark;
• Work collaboratively as a team with other Administrative Assistant 3's in Academic Affairs;
• Support completion of tasks within ctcLink software including, but not limited to, faculty advisor assignments, faculty stipends and part-time faculty contracts;
• Complete special projects assigned and ensure that projects are in compliance with the college policies and applicable laws and regulations;
• Supervise student workers and/or 1000-hour employees as needed;
• Manage office records, including electronic and manual filing systems;
• Support the evaluation process of adjunct faculty: provide Department Coordinators with a list of adjunct faculty due for evaluation in advance of each quarter, track completed evaluations; provide resources to Department coordinators as needed about the adjunct faculty evaluation process;
• Manage process for compensating adjunct faculty for attending meetings and workshops; confirm requests, prepare stipends in ctcLink, oversee overall budget; prepare quarterly reports to track expenses;
• Track adjunct faculty requests for professional development funds; prepare quarterly reports for Instruction Cabinet; process stipends, approve expenses in ctcLink;
• Schedule, attend, and support meetings of the Adjunct Faculty Advisory Committee; as needed, assist in updating related Canvas course and/or webpages;
• Update adjunct faculty email list quarterly;
• Coordinate ordering of supplies, reimbursements and/or memberships using college's outlined procurement card process;
• Contract support including processing requisitions as well as working with vendors on contract details;
• Purchasing support including requisitions for AA departments as well as Instructional Equipment requests;
• Other duties as assigned.

Ability to:

• Work independently with a high degree of accuracy and efficiency;
• Communicate effectively, both written and verbally;
• Work and interact effectively with colleagues, staff, students, administrators and others of various cultural, social-economic backgrounds and abilities;
• Adhere to project timelines and details with strong organizational skills;
• Work as a strong team player;
• Proficiently use Microsoft Office.

Qualifications

Minimum Qualifications:

• An Associate's degree; AND
• Two years of full-time administrative experience.

Preferred Qualifications:

• Experience coordinating projects or programs;
• Experience working in a college or educational setting;
• Administrative experience supporting a director level or above.

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 students -- a 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 mission and vision, 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/highlineNEED 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 https://humanresources.highline.edu/faculty-and-staff/policies/title-ix/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 DSlota@Highline.edu. 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 JSandler@Highline.edu. 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 MLawson@Highline.edu. 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.

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