Administrative Assistant 3 - Office of Academic Affairs

Details

Posted: 01-May-24

Location: Highline College 2400 S 240th St Des Moines

Salary: Open

Categories:

Staff/Administrative

Internal Number: 4486690

Posting open until filled. Applications received by May 27, 2024 will receive priority consideration.
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 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.Reporting to the Assistant 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 for contract details;
• Purchasing support including requisitions for AA departments as well as Instructional Equipment requests;
• Other duties as assigned.

Ability to:

• Communicate effectively, both written and verbally;
• Proficiently use Microsoft/Google office products;
• Work independently with a high degree of accuracy and efficiency;
• 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.

Minimum Qualifications:

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

Preferred Qualifications:

• Experience using PeopleSoft;
• Experience working in a college or educational setting.

Desired Qualifications:

• Experience working in a community college or other academic setting;
• Experience working with first generations students, students of color or immigrants, or with organizations serving underrepresented communities.

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About Highline College
Highline 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.
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