Administrative Assistant for Instruction and Learning Resources

Details

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At a Glance! Lower Columbia College is seeking an organized, energetic, and customer\-service\-oriented administrative professional to support the Dean of Instruction and Learning Resources. This position will join a team of faculty, staff, and administration who are collaborative, innovative, and supportive. The environment is fast\-paced, team\-oriented, and adaptive in responding to the ever\-evolving field of higher education.

This position is primarily responsible for providing administrative support to the Dean of Instruction \& Learning Resources. Under the general direction of the dean, the role includes assisting with budget management and tracking, faculty evaluation, purchasing, scheduling and event coordination, records maintenance, overseeing all travel for the instruction division, and generating reports using current software systems. This position also assists with Library/Learning Commons and Rose Center for the Arts facility operations, as well as general support for the Office of Instruction. Professionalism, accuracy, attention to detail, self\-direction, and customer service are essential for success in this position.

LCC has a strong commitment to making diversity, equity, and inclusion a core component of initiatives, program operations, and professional development. We believe diversity enriches the educational experience for all students, faculty, and staff. LCC is committed to developing future professionals who model behaviors and attitudes of respect, dignity, openness, and acceptance.

This is a full\-time Administrative Assistant role, scheduled for 40 hours per week, Monday through Friday, from 8:00 am to 5:00 pm. While primarily an in\-person position, occasional remote work opportunities are available. This position is categorized as an Administrative Assistant 4 under State of Washington Class Specification. This position will report to the Dean of Instruction \& Learning Resources. Successful candidates typically start towards the beginning of the salary range and will receive scheduled salary increases.

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Examples of Duties \& Responsibilities

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Administrative Support for Unit Departments:

• Provides administrative support to the Dean of Instruction \& Learning Resources, maintaining their calendar, scheduling meetings, and facilitating the organization of day\-to\-day operations.
• Assists with financial management of budgets for Library, eLearning, Tutoring, Rose Center, Art Gallery, the Performing and Visual Arts Department, the Language and Literature Department, the Social Science Department, and College Success.
• Monitors budgets, develops budget estimates, tracks and processes departmental expenditures, and prepares reports. Purchases supplies and assists with acquisitions.
• Manage credit cards utilized by the department, including accurately coding billings directly to banking websites and entering and reconciling information in LCC’s management system (ctcLink).
• Serves as a liaison between supervisor and internal/external colleagues.
• Represents the goals and interests of the department and provides interpretation or explanation of policies or viewpoints in a professional manner.
• Coordinates personnel and activities such as staff scheduling, tenure probation procedures, and faculty and staff evaluations for unit faculty.
• Collaborates with other Administrative Assistants on the Tenure Book Review process.
• Coordinate schedule, agenda, maintain committee membership, and take committee minutes for advisory committees, if needed.
• Assist with subdivision schedules and class enrollment activities.
• Maintain personnel files in hard copies, on the network drive, and on Google Drive.

Coordination of Division Travel

• Oversee and facilitate travel arrangements for the instruction division, including, but not limited to, airline travel, mileage reimbursement, hotel reservations, meal reimbursement, and conference registrations.
• Collaborate and coordinate with the Finance department to process all travel documentation and submit in ctcLink.
• Update and enforce department\-wide travel procedures in conjunction with the Finance department and other administrative assistants.
• Interpret and apply administrative policies, Office of Financial Management, SAAM policies, and internal finance procedures related to travel.

Student Support

• Oversees and maintains the business processes for Individual Instruction sections and the English 101\+ model. Facilitates student enrollment changes in assigned sections and notifies them of any schedule changes.
• Helps problem\-solve enrollment issues for the instruction unit.
• Assist with reviewing waitlists and researching course openings for students in subdivision courses, as needed or upon request.
• Contact students with schedule information as needed or requested.

Data, Reporting, \& Marketing

• Creates and maintains various digital forms, spreadsheets, tracking sheets, and other tools using Microsoft Office Suite and G\-Suite software to facilitate department, division, and campus\-wide sharing and collaboration.
• Composes, prepares, and regularly updates procedures and training manuals.
• Creates, produces, orders, and facilitates the distribution of flyers, brochures, signage, and other promotional materials.
• Coordinates with unit staff and faculty on administrative practices, procedures, and policies.
• Maintains print and digital records according to retention records.
• Organizes and supports a variety of staff and committee meetings by creating agendas, distributing print and electronic information, and recording minutes.

Instructional Services Support

• Provide general Office of Instruction support and collaboration with ordering supplies, answering phones, and welcoming guests.
• Assists with the management of facilities: Rose Center for the Arts and the Learning Commons.
• May assist with supervising student employees.
• Other duties as assigned.

This description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, effort, work conditions, and benefits associated with the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Typical Qualifications

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Minimum Qualifications

• Associate’s degree in administrative services, office management, finance, business, accounting, or related field
OR equivalent combination of education and/or experience
• Highly organized and detail\-oriented.
• Strong written and verbal communication skills.
• Excellent customer service skills.
• Proficiency with using technology to enhance work (MS Office Suite: Word, Excel, Google Suite). Must be comfortable managing complex digital calendars and virtual meeting platforms (Zoom/Teams).
• Demonstrated commitment to serve the needs of students who represent a broad spectrum of ages, abilities, ethnicity, education, and cultural backgrounds.

Preferred Qualifications

• Bachelor's degree in administrative services, office management, finance, business, accounting, or related field.
• Three years of experience in a professional setting performing administrative\-related functions.
• Experience working in a higher education or a community college environment.
• Previous experience with PeopleSoft or similar data management systems.
• Experience navigating state\-funded travel regulations.
• Bookkeeping or experience tracking departmental budgets.
• Project management or experience tracking multi\-stage processes.

The minimum qualifications may seem specific and limiting, but we do consider candidates with relatable education, experience, and skills. We encourage you to apply even if you don't meet exactly what's listed. With questions about qualifications, feel free to reach out to our HR team.

Supplemental Information

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How to apply:

An online application must be completed for consideration. Click “Apply” at the top of the page to get started. Paper submissions or emailed materials will not be accepted. A complete application must also include the following documents (attached or in the online application itself):* Letter of Interest (cover letter) \- describing your interest in Lower Columbia College and this position, how your experience, knowledge/skills, education, abilities etc. meet the qualifications for this position

* Resume

* References \- please provide at least three professional references including one current or former supervisor

* Unofficial transcripts (if applicable)

Upon request, accommodations are available for persons with disabilities for the Lower Columbia College hiring process. Please contact Human Resources to request an accommodation. The Human Resources Office is accessible to persons with disabilities.Residency Requirement

To be employed at Lower Columbia College, applicants must currently reside in Washington or Oregon, or be willing to relocate to one of these states. This is a condition of employment for all positions at the College. Please ensure your application reflects your current residency or intent to relocate if selected for the role.Lower Columbia College Human Resources

For any questions regarding this job advertisement and/or department or campus culture, please call our Human Resources office at (360\) 442\-2120, or email us directly at hr@lowercolumbia.edu.Equal Employment Opportunity

Lower Columbia College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, citizenship or immigration status, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal as required by Title VI of the Civil Rights Act of 1964, Title VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Sections 504 and 508 of the Rehabilitation Act of 1973, the Americans with Disabilities Act and ADA Amendment Act, the Age Discrimination Act of 1975, the Violence Against Women Reauthorization Act and Washington State's Law Against Discrimination, Chapter 49\.60 RCW and their implementing regulations. All Inquiries regarding compliance with Title IX, access, equal opportunity and/or grievance procedures should be directed to Kendra Sprague, Vice President of Foundation, HR \& Legal Affairs, 1600 Maple Street, PO Box 3010, Longview, WA 98632, title9@lowercolumbia.edu, Phone number, (360\) 442\-2120, Phone number/TTY (800\) 833\-6388\.

• Learn more on our Non\-Discrimination and Anti\-Harassment page.
• The college is compliant with Title IX best practices. For more information, visit About Title IX.
• The college encourages qualified members of protected classes to apply.

Diversity, Equity \& Inclusion

LCC celebrates and embraces diversity of all kinds, including differing beliefs, cultures, people, and experiences. We commit to institutional and individual changes that recognize, understand, and challenge patterns of social inequity and systemic disparities within our ever\-changing world. For more information, see Diversity \& Equity. Jeanne Clery Statement: Notice of Availability of Annual Security and Fire Safety Report:

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act of 1998, and as a part of the College's commitment to safety and security on campus, Lower Columbia College reports the mandated information about current campus policies concerning safety and security issues, the required statistics, and other related information for the past three (3\) calendar years. Lower Columbia College's Annual Security and Fire Safety Report is available online at lowercolumbia.edu/CleryASFR. Declaration Regarding Sexual Misconduct

Pursuant to RCW 28B.112\.080, applicants must declare whether they are the subject of any substantiated findings of sexual misconduct in any current or former employment or professional association or is currently being investigated for, or have left a position during an investigation into, a violation of any sexual misconduct policy at the applicant’s current or past employers or professional association. By law, post\-secondary education institutions cannot hire an applicant who does not complete this form. Mission, Vision \& Values

Our Mission, Vision \& Values define our reason for being, and provide the framework for planning and improvement efforts at LCC. For details on LCC's Mission, Vision \& Values, see our Strategic Plan. Conditions of Employment

• If you are hired, you will need to provide proof of identity and documentation of U.S. citizenship or appropriate legal authorization to work for the duration of this position as required by the Immigration Reform Control Act of 1995\.
• Prior to a new hire, a background check including criminal record history will be conducted. 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.
• This position is part of a bargaining unit subject to the WFSE HE collective bargaining agreement.
• The College is committed to maintain an environment for teaching and learning which is free of drugs and alcohol.

Anticipated Start Date

LCC offers two start dates for new employees \- the 1st and 16th or the closest working day.