Administrative Assistant 3

Essential Functions
Administrative Support Support special projects and initiatives ensuring timely completion and delivery of outcomes. Coordinate logistics for executive meetings retreats and events including scheduling venue coordination and catering arrangements. Responsible for ensuring staff and faculty are apprised of and follow college policies and procedures and state laws; provide information and advice to faculty staff students and the public. Establish office procedures and standards. Establish priorities and deadlines in collaboration with the Dean. Act as a liaison to the Olympia Campus community such as Registration and Records Academic Deans Office Human Resource Services Facilities Marketing and the Academic Budget office by interpreting troubleshooting and solving administrative problems or referring issues to appropriate resources. Serve as a liaison to the public overseeing incoming communication through phone email and website. Serve as a liaison with the college web development team for updates to the Evergreen Tacoma website and provide SharePoint support. Develop and maintain office records and filing systems and follow record retention schedules to purge and archive as needed. Hire train and supervise student employees as needed. Dean Support Manage the Deans calendar including scheduling meetings times locations and logistics. Prepare background information for meetings. Ensure that all established hiring policies and procedures are followed. Prepare correspondence for the Deans signature such as invitations thank you notes requests for information and recommendations. Conduct research (web-based and bibliographic) on special projects and prepare written analysis/summary for the Deans review. Prepare reports and presentations for internal and external audiences. Academic Support Serve as contact/resource for students (current prospective alumni etc.) regarding faculty evaluations and academic programs; answer questions and make referrals to faculty staff or other departments. Process official narrative evaluations originated by faculty through the Online Records System by editing for accuracy grammar punctuation spelling credit equivalencies and discrepancies. Communicate effectively with faculty and staff for a timely turnaround of evaluations through the Online Record System for submission to Registration and Records for student transcripts. Track evaluation status data and download and update reports. Follow up with faculty regarding fifth week warning credit awards for financial aid verification etc. Follow up on incomplete and outstanding evaluations with faculty and the Dean. Fiscal Management On behalf of the Dean authorize account expenditures purchase orders travel authorities and vouchers and personal service contracts. Coordinate student services budget component space and other administrative needs with other staff. Ensure timely submission of program faculty and capital budget requests. Submit annual student staffing needs requests to the Academic Budget Office. Manage all grant and contract budgets including coordination with the Academic Budget Office as needed ensure compliance with college policies and state and federal requirements and monitor intermediate and final report deadlines to ensure required reports are submitted. Reconcile Tacoma Campus monthly yearly and biennial accounting; determine and resolve discrepancies. Prepare quarterly budget reports for the Dean. Facilities/Space Management Manage and negotiate all contracts for custodial security and food service and coordinate changes with the appropriate Olympia Campus personnel. Coordinate security and custodial scheduling with contracted agencies and appropriate Olympia Campus personnel. Establish building open hours on a weekly basis and ensure that required staff security and custodial support are informed of schedule changes. Coordinate the scheduling of lecture seminar and specialty labs with faculty and staff. Coordinate community use of the Tacoma Campus facilities with Conference Services and the Academic Budget Office and ensure that established state and college policies for non-college use of state facilities are employed and that users understand the range and limits of available resources. Coordinate facility use for all student sponsored activities and oversee the smooth running of the end of the year all program collaborative projects. Coordinate room furniture setup for academic programs and special events. Authorize keys for use of spaces on the Tacoma Campus. Perform other duties as assigned.