Administrative Assistant Pte III

The Administrative Assistant provides comprehensive administrative operational and customer service support to the Dean of Instruction and the instructional programs and functional areas under their leadership. This position coordinates course construction and scheduling processes supports enrollment and program operations manages records and communications and collaborates with faculty staff students and community partners to ensure effective and efficient instructional services. The role requires strong organization attention to detail problem-solving abilities technical proficiency and the ability to manage multiple priorities while maintaining professionalism confidentiality and a commitment to student success.

As per Bates Professional Technical Employees (PTE) agreement Section 21.1 this position will be open to all permanent bargaining unit members for a minimum period of 5 days.

Essential FunctionsAdministrative Support to the instructional programs at Central Campus

• Provides efficient and effective confidential and non-confidential administrative and relational support to the programs under the direction of the Dean.
• Supports and maintains certification and program-related tracking for faculty members.
• Utilizes and adapts to multiple software systems and databases including ctcLink 25Live Tableau and Microsoft Office applications to support instructional operations maintain data integrity and improve workflow efficiency.
• Coordinates and maintains calendars meetings and events for instructional leaders and assigned programs.
• Maintains confidential and non-confidential records documents and filing systems to ensure accuracy organization and compliance with state and college requirements.
• Coordinates adjunct faculty onboarding including initiating hiring paperwork facilitating completion of onboarding paperwork and employment eligibility verification and scheduling orientation meetings with the Dean.
• Attend meetings on and off Central Campus as necessary. Generally this is to the other College campuses (i.e. Downtown Tacoma and South Campus) and travel is reimbursable as per established rates.

• Coordinates course construction activities by gathering scheduling information from faculty and instructional leadership creating and maintaining course sections in ctcLink and ensuring classes are accurately configured to support student registration and instructional needs. Formats scheduling information and coordinate efforts between Instruction department and registrars office.
• Communicate with faculty regarding their quarterly class assignments monitors enrollments and other related tasks.
• Conducts quality assurance reviews of quarterly schedules and course data identifying and correcting discrepancies to maintain data integrity and support student enrollment.
• Manage the schedule for use of the Central Campus and coordinates General Education classroom scheduling.
• Assists students with navigating enrollment and registration processes by providing information answering questions and connecting them with appropriate resources and staff.
• Maintain calendars for career specialists and disseminate information for enrollment of students.

• Processes purchase requisitions invoices travel expense vouchers and P-Card transactions in accordance with college policies and procedures coordinating with the Finance Office as needed.
• Prepares and processes quarterly adjunct faculty contracts in ctcLink ensuring accuracy compliance and timely completion.
• Coordinates pay authorizations for stipends substitute pay and other supplemental compensation in collaboration with the Office of Instruction Payroll and the Finance Office.

• Provides customer service and information to current and prospective students faculty staff and the public regarding college programs enrollment processes financial and support services.
• Responds to and resolves internal (e.g. students faculty staff) and external (e.g. community partners vendors etc.) customer service inquiries through in-person phone email teleconferencing and other communication platforms referring individuals to appropriate resources as needed.
• Collects and distributes data related to Central Campus programs and other instructional areas.
• Distributes information resources and communications to faculty and staff in support of instructional programs and college operations.
• Coordinates program advisory committee meetings and communications in partnership with program faculty and maintains advisory committee rosters records and related documentation.
• Monitors responds to and maintains internal and external contacts.

• Participate actively and collaboratively on committees for college as needed including but not limited to staff recruitment college councils etc.
• Other duties as assigned by the Dean.

• Accountable for keeping personal development up to date; adding skills and knowledge through courses that may be available through the Bates Technical College courses professional development committees etc.
• Participate actively and collaboratively on committees for college as needed including but not limited to staff recruitment college councils etc.
• Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Additional activities duties and responsibilities may change at any time with or without notice to meet college needs.

Minimum Qualifications

• High School Diploma/GED and three years of relevant experience OR
• Associates degree and one year of relevant experience

• Experience with ctcLink (or other student management systems) Tableau (or other data systems) and Canvas (or other learning management systems)
• Knowledge of course construction and higher education enrollment processes

Bates Technical College does not discriminate on the basis of race color national origin 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. For inquiries please contact Title IX Coordinator LeMont Lucas at 253.680.7113 or. For Section 504 contact Disability Coordinator Steve Ashpole Vice President of Student Services at 253.680.7005.All offices are located at 1101 South Yakima Ave. Tacoma WA 98405.