Administrative Assistant 4 -NAS

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South Puget Sound Community College (SPSCC) is seeking highly motivated, qualified candidates for the Administrative Assistant 4 position to provide dedicated support to the Natural & Applied Sciences Division.

This position reports directly to the Dean of Natural & Applied Sciences and serves as the primary administrative support for the division. The Natural & Applied Sciences Division is a key academic unit comprising full-time and part-time faculty, staff, and administrators across the departments of mathematics, sciences, and physical education. Operating with a high degree of independence and under the Dean's general oversight, this role ensures efficient administrative coordination across the division and its departments.

Duty: Financial responsibilities:

Tasks include:

Develops budget estimates; monitors, tracks, and reconciles budgets; troubleshoots and resolves contractual and financial issues; and prepares financial reports based on the unique needs of the division

Ensures financial compliance with state and federal grant and procurement requirements, including serving as the purchasing card custodian

Participates in fiscal planning with the Instruction budget manager and the division dean

Conducts research and arranges the purchase of equipment, classroom remodeling,equipment repairs, supplies, and other needs for learning

Prepares budget requests for division dean review in advance of Executive Team approval

Duty: Coordinating division and department activities:

Tasks include:

Serves as the primary point of contact for the division and exercises independent judgment when resolving student and faculty issues

Refers students, staff, and faculty to appropriate resources

Coordinates space management and works with the division dean on classroom scheduling, including scheduling renovation and/or remodeling in administrative, laboratory, and classroom areas

Participates in strategic and quality planning processes within the division

Coordinates and tracks division work plans

Plans, organizes, and executes major events for state-wide, division, and department meetings

Coordinates and exercises independent judgment when assisting with projects

Uses delegated authority to administrate all travel, expense reports, and reimbursements on behalf of the division dean and faculty members

Responds to faculty, staff, students, and community members regarding policies and procedures associated with academic affairs

Anticipates divisional and supervisor needs

Assists faculty in acquiring learning materials to support student success

Responds to emergencies, such as student, faculty, administrative, staff, safety, and facility crises

Uses delegated authority to speak and act on administrative matters on behalf of the division dean

Cultivates and maintains relationships with community groups and employers for student success and benefit (supporting advisory committees and community partnerships in relation to department or division events, activities, etc.)

Supervises student employees as necessary

Duty: Secretarial duties:

Tasks include:

Exercises discretion and confidentiality in all matters, including those related to personnel and students, as well as other complex, confidential, and sensitive issues

Provides secretarial support to the division dean and faculty, including calendar management, writing meeting minutes, composing documents, and editing and typing

correspondence

Coordinates the pre- and post-tenure processes, including preparation of legal documents for tenure and post-tenure

Prepares correspondence for the supervisor; exercises authority on administrative correspondence

Represents the division dean at meetings to gather information and clarify expectations on behalf of the division dean

Troubleshoots IT and other equipment issues across the division, and escalates when necessary

Support the division dean on special projects and programs

Duty: Coordinates administrative standards and procedures:

Tasks include:

Coordinates administrative standard and procedure reviews, including changes in curriculum and state policy, and curricular audits (syllabus collection and auditing)

Interprets and applies administrative policies to the division and departments

Conducts the hiring paperwork process and onboards new staff and faculty, which includes coordinating with Human Resources, CTOL, Safety, Facilities, etc.

Duty: Participates as a member of the Academic Administrative Assistants group:

Tasks include:

Trains staff, faculty, and student employees in the division in relation to software and procedures

Supports other administrative assistants

Cultivates dynamic and productive relationships across the college that advance student success

Collaboratively develops and refines administrative processes and procedures for replication in all academic divisions

Remains competent and current by attending professional development courses, software training classes, and/or training sessions as directed by the supervisor or required by the college

Minimum Qualifications:

High School graduation or GED, AND Four years of progressively responsible experience in office/clerical and administrative assistant work.

Competencies, Knowledge, Skills & Abilities:

Ability to represent South Puget Sound Community College in a professional and ethical way

Competence and sensitivity in working at South Puget Sound Community College, in which students, faculty, and staff are broadly diverse about many facets of identity, including but not limited to gender, ethnicity, nationality, sexual orientation, and religion

Attention to detail

Ability to write and speak effectively with diverse populations, which includes business English usage, grammar, spelling, punctuation, and vocabulary

Competence in using interpersonal skills, including active listening, and using tact, diplomacy, and courtesy

Awareness of, understanding of, and adherence to college and state policies

Ability to independently research and problem-solve

Ability to prioritize and multitask in a constantly changing environment

Ability to uphold state and federal regulations and maintain confidentiality

Basic understanding of fiscal and budget management

Ability to use Microsoft applications such as Word, Outlook, Excel, PowerPoint, and Access

To Apply

Cover letter addressed to the Screening Committee, highlighting your ability to perform the responsibilities and competencies described in the job posting.

Current resume/CV showing all educational and professional experience, which demonstrates how you meet the minimum and any preferred qualifications.