Administrative Assistant for Dean

Bellevue College is seeking qualified candidates to fill four (4) vacancies of the Administrative Assistant position. The Administrative Assistant supports the Dean and Division Operations Director (DOD) for one of the following divisions: Arts & Humanities, Social Science, Science, and School of Business & Technology and Continuing Education divisions. This position will support planning, organizing, implementing, coordinating and controlling administrative services.

The Administrative Assistant performs higher-level administrative duties of a substantive nature to provide support to the Dean and Division Operations Director (DOD). The ideal candidate will have excellent organizational skills, strong attention to detail, and a commitment to promoting diversity, equity, and inclusion (DEI).

Position Salary Range: $48,924/year - $65,700/year

The salary information shown above is a general guideline only. The salary will be determined based on candidate's qualifications and related experience, as well as market and business considerations. Individuals newly hired to Classified position are placed in a salary range based on the WPEA Collective Bargaining Agreement.

We offer comprehensive compensation package with salary and benefits as the main components. Competitive salary is within the Range stated above, and commensurate with qualifications and experience. Generous benefits package is offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents; choices of retirement and deferred compensation plans; paid holidays, sick, and vacation plans; transit program, reduced tuition, employee discounts and memberships, etc.

The employee is scheduled to work 40 hours per workweek. This is a Classified, overtime eligible position and represented by the Washington Public Employee Association of Higher Education (WPEA-HE).

Bellevue College is a diverse student-centered, comprehensive and innovative college, committed to teaching excellence that advances the life-long educational development of its students while strengthening the economic, social and cultural life of its diverse community. Bellevue College is located just 10 miles east of Seattle where we serve a student population of over 54% students of color and over 1,300 international students. The college promotes student success by providing high-quality, flexible, accessible educational programs and services; advancing pluralism, inclusion and global awareness; and acting as a catalyst and collaborator for a vibrant region.

We strive to create a vibrant and inclusive campus community that supports a diverse student body, faculty and staff. As an essential part of our mission and goals , diversity, equity and pluralism are promoted and fostered in all aspects of college life. By enriching student life through leadership opportunities, personal learning and cultural experiences, we are committed to building an inclusive and diverse campus community that fosters creativity, innovation and student success.

For more information, visit BC Facts at a Glance @ Bellevue College .

The Arts & Humanities Division  offers courses and programs that deal with the cultures and expressions of human beings. These include the literary, visual and performing arts, as well as other traditional humanities disciplines, including Philosophy, Communication Studies and World Languages. The Division also includes the Interior Design program, the English Language Institute (ELI) and Basic and Transitional Studies (BaTS).

The Science Division programs include Earth and Space Sciences, Life Sciences, Molecular Biosciences (Associate and Bachelor in Applied Science degrees), Physics, Chemistry, Computer Science (Bachelor of Science), Engineering and Mathematics.  Within the Science Division, there is a Science and Math Institute (SAMI) focused on supporting STEM students and faculty in and outside the classroom while supporting their connection with the community. Additionally, there are lab staff supporting over 30 different science labs and a planetarium that serves students and equity-centered community organizations.

The Social Science division of Bellevue College is a diverse and interdisciplinary academic unit that encompasses ten departments: Anthropology, Business Administration -Transfer, Cultural & Ethnic Studies, Criminal Justice, Economics, Geography, History, International Studies, Political Science, Psychology, and Sociology. The division aims to deepen students’ knowledge of human society and create and disseminate knowledge that enriches and improves lives. The division has more than 70 affiliated faculty who offer courses that explore the challenges and opportunities of our times, such as social injustice, inequality, democracy, innovation, globalization, and global warming. Faculty also provide disciplinary advising for students interested in transferring to four-year colleges and universities as Social Science majors, preparing students for productive careers in business, education, health, law, politics, and media.

The School of Business & Technology at Bellevue College is a hub of interdisciplinary education, nurturing the convergence of commercial expertise and cutting-edge technical proficiency. Our division fosters a rich learning environment where students engage with a broad spectrum of subjects, encompassing both business disciplines and a variety of technology programs. We are committed to developing forward-thinking leaders and adept problem-solvers who are prepared for the multifaceted challenges of modern business environments and the fast-paced technology sector. Our transformative education emphasizes a balance between theoretical frameworks and practical, real-world skills within a diverse and inclusive academic community, equipping students to excel across a range of professional landscapes.

Administrative Support

Provide secretarial and administrative support to the Dean and Divisions Operations Director (DOD) including: 

• Managing the Dean's and DOD’s calendars, scheduling appointments, arranging meetings, and ensuring effective time management.
• Making travel arrangements for the Dean and DOD and finalizing travel reports in accordance with College and state policies.
• Preparing and distributing meeting agendas; formatting transcription, recording minutes, and composing, editing and typing correspondence.
• Exercising signature authority on administrative correspondence.
• Reviewing and revising electronic communications such as program announcements, newsletters, advertising, and web posters.
• Assisting with appropriate procedures for academic job searches and appointments, re-appointments, employee on-boarding, performance review, tenure review, and promotion in compliance with institutional policies and agreements.
• Utilizing project management skills to plan, execute, and monitor various projects within the divisions, incorporating DEI considerations.
• Establishing and maintaining accurate electronic and hard copy files, including appropriate archival filing for syllabi, tenure and promotion documents, financial paperwork, monthly budget reports, and equipment inventory.
• Conducting research, collecting data, and assisting in the preparation and maintaining administrative, business and academic reports and records, presentations, and correspondence related to projects, highlighting DEI perspectives.
• Assisting with the coordination and organization of events, workshops, and conferences, including logistics, registrations, and materials preparation, with a focus on fostering an inclusive atmosphere and effective communication.
• Representing and/or communicating on behalf of the Dean and DOD at meetings and conferences.
• Providing logistical, tactical, and clerical assistance to faculty involved in teaching and research programs.
• Serving in divisional front desk areas to respond to inquiries in person and answer phone calls and email from students, staff, faculty, campus members and the public. Create a welcoming environment for the diverse community that reflects Bellevue College while exhibiting a professional and personal demeanor.
• Interpreting, counseling and implementing institution policies and procedures.
• Assisting in formulating general administrative policies of the division, and coordinating policy and college matters with other governmental agencies.

Budget Support

Provide the Dean and DOD assistance on budget including:

• Assisting the Dean and DOD to prepare annual reports and resolve contractual issues.
• Assisting and supporting Dean and DOD to prepare cost estimates and project future purchase needs.
• Assisting Dean and DOD to audit and approve expenditures, requisitions, vouchers, payroll and personnel changes for accuracy and compliance with policies and procedures.

Space, Equipment, and Facilities Support

Manage Space, Equipment, & Facilities; including

• Authorizing equipment repair/renovation.
• Preparing space and equipment analysis and implement maintenance of facilities.
• Coordinating space management, including renovation and/or remodeling for administrative, laboratory, and classroom areas and classroom reservation.
• Assisting in preparation of long-range plans for space utilization and renovation.
• Coordinating and maintaining liaison with internal and external stakeholders, including faculty, staff, students, and community partners for services and programs such as new buildings or modifications.
• Performing other duties as assigned.

• High School Graduation or equivalent in relevant field. Any combination of relevant education and/or experience may be substituted for the educational requirement on a year-for-year basis. 
• Proven experience as an administrative assistant or similar role, preferably in an academic or professional setting.
• Effective verbal and written communication skills that ensure direct and meaningful messaging with senior management, faculty, students and other target audiences.
• Effective organizational and time management skills, with the ability to prioritize tasks, meet deadlines and handle details.
• Effective diplomatic and interpersonal skills, with the ability to establish and maintain cooperative relations with diverse individuals and groups and foster a welcoming and inclusive environment.
• Demonstrated ability to maintain confidentiality and manage sensitive information with discretion.
• Flexible and adaptable, with the capacity to work independently and collaboratively.  
• Ability to use sound and independent judgment to exercise appropriate decision-making authority. 
• Proficient in using office software, including word processing, spreadsheet, and presentation tools (Word, Excel, Outlook, Teams, PowerPoint)
• Effective problem-solving skills, a proactive approach to overcoming challenges, and the ability to be a self-starter.

• Associate’s degree in Social Sciences, Humanities, or Business Administration.  
• Experience authoring/publishing monthly newsletter.
• Familiarity with learning management systems and educational technology platforms that support inclusive and accessible learning experiences.
• Familiarity with educational enterprise resource planning database and tracking systems.
• Experience in event planning and coordination, with a focus on creating inclusive and welcoming environments.
• A willingness to learn and a good service ethic.

Bellevue College intends to provide a drug-free, healthy, safe, and secure work and educational environment. Each employee is expected to report to work in an appropriate mental and physical condition to perform her/his/their assigned duties.

Bellevue College employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services. 

Bellevue College requires all employees to be fully vaccinated and your vaccine status will be verified upon hire. Please reach out to the HR Office at [email protected]  if you need information on medical or religious accommodation.

Sexual Misconduct and Background Check:

Prior to start of employment, finalists(s) for this position will be subject to a pre-employment background check as a condition of employment. Information from the background check will not necessarily preclude employment, but will be considered in determining the applicant's suitability and competence to perform in the position.

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 .

Check frequently in your inbox, spam, junk, clutter email folders for any communication regarding the next steps from Bellevue College and our background check partners.

Reference Check:

Reference checks may include, but are not limited to, contacting references and verification of work experience, and/or past job duties. 

• This position is NOT eligible for relocation allowance.
• This position is NOT eligible for sponsorship for employment-based visa.

Applications received by 12/26/2023 will be given full consideration. Applications received after that date may be considered until the position is filled. 

All individuals interested in this position are encouraged to apply. Your application must include a complete online application and all of the required documents below to be considered complete. Any application that does not provide all requested information will not be considered for the position (only submit required documents with the application, additional will not be reviewed.) Please review Application Tips  before applying. Current Bellevue College employees should apply the position through Employee Self Service.

Required application materials:   

• Attach a Cover Letter (min 1 pg., max 2 pgs.)
• Attach a Resume
• Attach a Diversity Statement (min 1 pg., max 2 pgs.) that addresses the following: Please provide specific examples of how your educational and/or professional experiences, demonstrate your commitment to diversity and equity
• Complete the Job Questionnaires if applicable

Contact: 
If you have questions with regards to the application or the hiring process, please contact Office of Human Resources at 425-564-2274 or email to [email protected] . 

Bellevue College does not discriminate on the basis of race, color, national origin, language, ethnicity, religion, veteran status, sex, sexual orientation, including gender identity or expression, disability, or age in its programs and activities. Please see policy 4150 at www.bellevuecollege.edu/policies/ . The following people have been designated to handle inquiries regarding non-discrimination policies: Title IX Coordinator, 425-564-2641, Office C227, and EEOC/504 Compliance Officer, 425-564-2178, Office B126. 

Applicants with disabilities who require assistance with the recruitment process may contact [email protected]  .