Administrative Assistant 3 - Business and Pure Applied Science Division

Posting open until filled. Priority consideration for applicationsreceived by April 27 2025.

Under general supervision the Administrative Assistant 3 (AA3 will perform a variety of complex administrative and secretarial support duties and assignments in support of faculty in the Business and Pure & Applied Science Division. These include: independently plan organize and prioritize work; office record keeping and filing systems; establish office procedures standards and priorities; and coordinate office operations. This position is expected to be proactive and initiate the necessary action to ensure the work unit and office goals are met. This position will have frequent contact with clients the public staff members students and faculty and must demonstrate excellent customer service to all clients.

This position is a classified fulltime position which 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 (COLAs) that may be approved in the future.

Reporting to the Dean of Workforce Pathways & Transitions this position will:

Plan organize direct and coordinate the operations of the Division 40

• Act as the main point of contact for faculty staff students and community members including coordinating division communications such as answering and forwarding phone calls distributing mail and delivering messages;
• Provide logistical support for division/department meetings and events including reserving space communicating with participants or facilitators upon request compiling and distributing meeting materials and coordinating with facilities on space setup;
• Provide daily logistical support to assigned Division Chair Department Coordinators faculty and students including managing electronic and manual filing systems serving as the Emergency Preparedness Coordinator for the building and providing instruction on office equipment usage campus parking class coverage office hour procedures instructional procedures and other college policies and resources;
• Document and update the standard operating procedures of the Division;
• Coordinator quarterly instruction processes including:
  1. Maintain office hour schedules for faculty in the building in a readily accessible place so students can find instructors/advisors easily;
  2. Collecting syllabi quarterly from all faculty according to current Division processes directing faculty available syllabi resources;
  3. Coordinate quarterly textbook ordering process including desk copies;
• Acting as a liaison between students and faculty including assisting students in resolving issues and directing complaints through the instructional grievance process;
• Act as the main point of contact for Facilities to address building or classroom concerns documenting concerns and responses as needed;
• Coordinate contract processes for the division according to established policies and procedures including communicating with vendors collecting required documentation and signatures entering and monitoring requisitions within ctcLink submitting applicable documents to initiate payment confirming payment has been received and troubleshooting as needed;
• If applicable and in accordance with departmental practices monitor division equipment including checking equipment in/out to students and overseeing inventory of equipment;
• Support recruitment hiring and onboarding process for new faculty
  • As needed support Department Coordinators and Division Chairs in preparing position descriptions identifying costs for specialized recruiting postings and scheduling screening committee meetings and trainings;
  • In collaboration with the Department Coordinator and other campus stakeholders supporting the onboarding of new faculty including prearrival communication to coordinate logistics introducing them to policies and procedures requesting account access assigning adjunct office space ordering name tags setting up office space adding them to the Highline directory informing them on where they can find faculty resources and ordering keys for office;
• In collaboration with the Division Chair and Department Coordinator manage marketing materials including:
  • Make updates to department website according to current AA division templates;
  • In collaboration with Academic Affairs office and the Workforce Outreach and Recruitment Specialist organize and maintain marketing materials for the division and for outreach events;
  • Support recruitment outreach and communitybuilding events for the division as requested;
• If applicable provide support to department coordinators with external accreditation procedures including supporting the development and publication of handbooks/guidelines as required;
• In collaboration with other Program Specialists provide coverage to other Divisions in case of vacancies or extended leave;
• In collaboration with other Program Specialists assist in onboarding and training new Program Specialists on departmental processes as needed;
• Direct supervise train and assign work to student workers and 1000hour office assistant;
• Complete special projects as assigned and ensure projects comply with college policies and applicable laws and regulations;
• Attend meetings participate in campus community events and activities;
• Analyzes current processes to identify strengths and weaknesses. Develop recommendations for improvements and work with teams to implement them;
• Other duties as assigned.

Minimum Qualifications:

• High school graduation or GED; AND
• Three years of progressively responsible experience in office/clerical secretarial bookkeeping accounting or general administrative work;

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 COLLEGE

Founded in 1961 Highline College was the first community college to be established in King County and is one of 34 community and technical colleges. More than 350000 alumni have graduated from Highline over the years. Nestled between Seattle and Tacoma we are located on the traditional village sites of the Muckleshoot Puyallup and many other Coast Salish tribes.

Highline prioritizes diversity equity inclusion antiracism and access for all students staff and faculty which is evident in ourMission Vision and Values. We are proud to be one of the most diverse colleges in the state and stand committed to the wellbeing of our global community. Those who come to our college bring unique personal experiences beliefs and perspectives and make us better. We strive to provide and highlight resources to support our students staff and faculty by fostering a diverse and inclusive workplace that reflects the communities we serve.

NONDISCRIMINATION 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 ator. 2400 S. 240th St. Des Moines WA 98198. Building 12 Presidents Office.

The 504 Coordinator Jenni Sandler can be reached ator. 2400 S. 240th St. Des Moines WA 98198. Building 25 5th Floor.

The Chief Human Resources Officer Melanie Lawson can be reached ator. 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; TTY.