Administrative Assistant to the Assistant Dean of Arts, Humanities, and Social Sciences (Administrative Assistant 3)

Location: Spokane Falls Main Campus Spokane

Department: SFCC Visual \& Performing Arts

Salary Range: $3,925 \- $5,271

Starting salary for this position is: $3,925 (Monthly)

Employees hired at the entry step of this range receive salary step advancement after six months and every 12 months thereafter. An employee hired at anything higher than the entry step of the range will have salary step advancement after 12 months and every 12 months thereafter until they reach the top of the salary range. Each salary step advancement will be approximately a 5% increase.

About Us

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Spokane Falls Community College, part of Spokane Colleges, serves 6,000 students with liberal arts/transfer and professional technical programs across a 12,302 square mile region in Eastern Washington.

Applications will be accepted until 4:00 p.m. PST on 06\. The application process will not be available after this time. To ensure consideration make sure your application is completed and submitted as soon as possible. Applications will only be accepted prior to 4:00 p.m. on the closing date.

About the Administrative Assistant to the Assistant Dean of Arts, Humanities, and Social Sciences (Administrative Assistant 3\)

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JOB SUMMARY

The Administrative Assistant 3 position will perform administrative duties, provide administrative support, provide counsel to faculty and staff, and represent the Assistant Dean of Arts, Humanities, and Social Sciences on campus as appropriate.

This position provides direction on behalf of the Assistant Dean to faculty, college administration, staff, and students when necessary, within the parameters of collective bargaining agreements. This position specifically supports the faculty and staff within the Division of Arts, Humanities, and Social Sciences and provides opportunities to collaborate with colleagues across campus in different divisions, departments, and programs.

The Division of Arts, Humanities, and Social Sciences at Spokane Falls Community College includes Anthropology, Communication Studies, Digital Filmmaking, Digital Media, Drama, English, Film Studies, Fine Arts, Geography, Graphic Design, History, Interior Design, Journalism, Modern Languages, Music \& Recording Arts, Philosophy, Photography, Political Science, Psychology, and Sociology.

DUTIES AND RESPONSIBILITIES

Provide direct confidential administrative support to the Assistant Dean, and act as a liaison, on behalf of the Assistant Dean, with senior management, faculty, staff, and district personnel. \

Assist the Assistant Dean with administrative support and coordination for instructional programs within the division. \

Perform general administrative duties such as maintaining the Assistant Dean’s and other department calendars, answer phones and respond to inquiries; schedule and attend meetings, take meeting minute notes, and follow up on action items. \

Coordinate travel for the Assistant Dean, division faculty, and staff, e.g., arrange travel, flights, lodging, and other miscellaneous costs for travel; and ensure timely submission of travel authorizations, expense reports, and vicinity travel reports. \

Interpret, counsel, and implement institutional policies for employees of the division, students and other college personnel. \

Track and monitor departmental and division budget information. \

Assist with the preparation of faculty contracts, following district policies and procedures. \

Coordinate purchase card (p\-card) transactions and purchase orders following district policies and procedures for issuing cards, making purchases, and reconciling card statements. \

Assist with the coordination and compilation of student evaluations and tracking of faculty evaluation processes. Oversee the coordination and tracking of faculty evaluation processes for adjunct and full\-time faculty. \

Coordinate and facilitate various events and meetings for the division. \

Prepare and maintain administrative and academic reports, communication with division (administrators, faculty, and staff), and email. \

Coordinate facilities and maintenance requests as needed including Building Improvement Requests (BIRs), work orders, and facilities requests for multiple campus buildings. \

Coordinate employee action notices, stipend requests, personnel requisitions, marketing requests, and website maintenance for the division. \

Assign room usage and coordinate key usage and security functions. \

Coordinate, construct, and maintain quarterly classes for assigned departments in ctcLink (Student Information System) and 25Live (event management) databases. \

• May supervise classified and part\-time employees and work\-study students as needed.

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. \

Indicates this is an essential duty.*

COMPETENCIES

• Action Oriented
• Optimizes Work Processes
• Ensures Accountability
• Nimble Learning
• Collaborates
• Values Differences
• Communicates Effectively
• Instills Trust
• Demonstrates Self\-Awareness
• Organizational Savvy
• Plans \& Aligns
• Situational Adaptability

Learn more about our competencies.

MINIMUM QUALIFICATIONS

• A high school diploma, GED, or equivalent.
• Two or more years in an administrative support environment that demonstrates the candidate meets all competency requirements for the position.
• Knowledge of or experience using computers and software functions necessary in a modern office environment, including knowledge of Microsoft Office products (especially Word and Excel), Adobe Acrobat Pro (or similar), database systems, and virtual meeting platforms.
• Demonstrated experience carrying out multiple functions and responsibilities with differing deadlines and priorities while working independently and staying organized in a fast\-paced environment.
• Proven ability to understand, track, monitor, and reconcile budgets.
• Experience in maintaining confidentiality, communicating clearly, working independently, and managing time effectively.
• Experience creating an effective working environment through positive interactions with others and a recognition of the value of each individual.
• Demonstrated commitment to creating a welcoming and safe environment for students, faculty, and staff.

DESIRED QUALIFICATIONS

• Associate degree or higher.
• Three or more years of progressively responsible experience in an office or general administrative support work.
• Experience in a higher education environment.
• Experience using Student Information Systems (PeopleSoft, ctcLink) and event software (25Live).
• Supervisory skills and experience.

PHYSICAL REQUIREMENTS

• Work is performed in an office environment with frequent interruptions and background noise.
• Work is sedentary.
• Seldom move up to 25 lbs.
• Work directly with students/clients.

CONDITIONS OF EMPLOYMENT

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

Person hired must be able to provide acceptable documentation of U.S. Citizenship or lawful authorization to work in the United States. This is an absolute condition of employment. An offer of employment will not carry with it any responsibility or obligation on the part of the district to sponsor an H1\-B visa. In addition, the Spokane Colleges maintain a drug\-free work environment and prohibits all smoking in the college buildings and state\-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment.

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. Once an applicant is chosen for a position, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

### Benefits Information

Medical, dental, life and long term disability insurance benefits are provided as currently administered under Public Employees Benefits Board; WA State Retirement Plan; vacation and sick leave begin to accrue at the rate of one (1\) day per month, upon employment. (For positions that are less than full time, leave accruals will be prorated to the percentage of the position.) This position is designated a bargaining unit position and union membership is not a condition of employment. Leave accruals and usage are governed by the WFSE collective bargaining agreement.

### Required Application Materials

### To qualify for consideration, applicants must meet required competencies and submit a complete application packet, which includes the following:

• Cover letter \- addressing your qualifications relevant to the responsibilities of this position.
• Resume.
• References – the names, addresses, and phone numbers of three professional references.

For questions regarding a job application or the hiring process, or if you require an accommodation during the application or interview process, please contact HR at CCS.Recruiter@ccs.spokane.edu.

#### Equal Opportunity Institution

Spokane Colleges provides equal opportunity in education and employment and does not discriminate on the basis of race, color, creed, religion, national origin, citizenship or immigration status, age, sex, pregnancy or related conditions, sexual orientation, gender identity or expression, marital status, genetic information, disability, veteran or military status, or use of a trained guide dog or service animal. Spokane Colleges complies with applicable federal and state civil rights laws, including Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, the Americans with Disabilities Act, and Washington state nondiscrimination laws.

Direct all inquiries or grievances regarding access, Title IX, ADA, equal opportunity compliance, and/or grievances to:

Frederick Davis, MA

Chief Human Resources Officer

Spokane Colleges

P.O. Box 6000, MS1004

Spokane, WA. 99217\-6000

509\-434\-5040 / *ccs.titleix@ccs.spokane.edu**.*