Job Description

Administrative Assistant for Health Occupations Department Location Shoreline, WA :

Job Summary

Date of First Consideration : May 30th, 2024 Applications received by the date of consideration will have priority in the review process, noting the position will remain open until a final hire is made in the event a return for review of late applications is needed. Salary Range: $48,924 - $65,700 yearly, depending on qualifications and experience **Top listed salary step M available for those who have 6 years at a WA State institution at salary step L

Welcome! Learn More About Shoreline AND Video Tour Our Campus!

Health Occupations is a vital academic division at Shoreline Community College offering degrees and certifications in Dental Hygiene, Health Informatics and Information Management, Medical Lab Technology, and Nursing. Faculty and staff in the division foster strong community building across programs and are committed to student success. The division consists of well-respected, strong career preparatory professional and technical programs. Our programs provide hands-on training, up-to-date curriculum, and are nationally accredited. The Administrative Assistant 4 serves as the assistant to the two associate deans in the division and performs high-level administrative support duties, including the management of quarterly class schedule construction/authorization and associate part-time/moonlight faculty pay, management of the Health Occupations program budgets, and participation in the Health Occupations division strategic and quality planning process. Essential Job Duties:

• Responsible for the management of quarterly class schedules including course construction, faculty letters of intent, and authorization of faculty payments under varying contract hour requirements specified by program and ensuring accuracy/timeliness in data.
• Build/audit classes in campus computer system, coordinate space management, and modify class schedules as needed.
• Manage master course outline process for Health Occupations courses, ensuring submission/approval of changes, and verification of finalized coding, load calculations, and fees.
• Manage the onboarding of part-time faculty across the division, including new hire documents, office space, permissions/access, and provide guidance and training on department processes within associated College processes.
• Supervise division support staff, including full-time, part-time, and work study; provide training/evaluation and actively manage workflow.
• Establish and manage processes, standards, priorities, and deadlines across the Health Occupations division.
• Oversee division-wide requests for supplies, equipment, and other needs, projecting costs as needed.
• Track faculty activities/hours across the year in compliance with faculty contract and manage the faculty evaluation plan process.
• Serve as a resource to campus and the public regarding division programs, procedures, and policies.
• Act as a liaison for the Dean, coordinating and maintaining the Dean's schedule.
• Participate as an active member of the division planning council and create division meeting agendas.
• Manage the Health Occupations program budgets, ensuring ongoing reconciliation and compliance with state/College guidelines related to the approved use of funds, monitoring assigned budgets status and expenditures, and producing regular budget reports.
• Oversee invoice creation, invoice/payment vouchers, purchase requisitions, travel and credit card requests, preparation and management of travel arrangements and reimbursements in compliance with College/OFM policies.
• Manage faculty substitution and a variety of complex stipend payments in compliance with the collective bargaining agreement and compensation policies.
• Other duties as assigned of a similar level/nature

Qualifications

Required Education & Experience:

• High school degree or GED AND four (4) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work

Knowledge Of:

• Applicable laws, rules, ordinances and regulations

• Office/administrative procedures, business management practices, and research/data collection processes
• Microsoft Office applications; and web conferencing applications (Zoom, Teams, etc.)
• Electronic record keeping systems such as ctcLink, PeopleSoft, or similar
• Preparing graphs, matrices, and tables for reports
• Effective budget management including reconciling/maintaining accounts, processing invoices, and generating reports
• Learning and successfully applying/using new software applications on an ongoing basis

Skill In:

• Fostering a climate of equity and belonging through multicultural awareness and responsiveness
• Time management, organization, and ability to meet competing deadlines/priorities
• Entering and/or retrieving data accurately in computerized record keeping systems
• Handling difficult and sensitive situations, using sound independent judgment within college & legal guidelines
• Writing/editing/proofreading clear and concise materials resulting in effective oral and written communication with individuals inside and/or outside of the College
• Establishing/maintaining effective working relationships at all organizational levels
• Ability to work with a diverse group of students, staff, and the public in a friendly, courteous and helpful manner
• Effective supervision, including training, evaluation, and team management

Conditions of Employment

Physical Work Environment: The College is currently providing services in a mixed modality of operations (both online and in-person services are offered). This position will perform work in a standard office setting, use standard office equipment and physically attend meetings both on and off campus. Please note, there may be limited opportunities for online work depending on program or area needs. If authorized for online work, employees will need to provide their own workspace and internet access, noting the College will provide technical equipment and support for online work needs. Terms Of Employment/Salary: This position is allocated to pay range 46 under the Washington State Office of Financial Management higher education salary schedule. Salary placement for new employees is determined by the College. This position works 40 hours per week, with a schedule dependent upon department needs. Hiring of this position is contingent on available funding as determined by the College President. Other Conditions: Shoreline Community College is committed to providing equal opportunity in education and employment for all students, employees, and applicants, and does not allow discrimination or harassment on the basis of race or ethnicity, color, national origin, age, sex, sexual orientation, gender identity, marital status, creed, religion, status as an honorably discharged veteran or military status, political affiliation or belief, citizenship/status as a lawfully admitted immigrant authorized to work in the United States, or presence of any physical, sensory, or mental disability. For our full non-discrimination statement and contact information, visit:

Persons with disabilities have the right to reasonable accommodation in all aspects of employment with the College. This includes, but is not limited to recruitment, application, hiring, training, termination, conditions of employment, and any other employer-supported activities. Applicants requesting accommodation should contact the Office of Human Resources at hr@shoreline.edu. In compliance with the Immigration and Nationality Act, proof of authorization to work in the United States will be required at the time of hire. Other conditions that may apply will be detailed upon the offer of employment. This position is overtime eligible. In accordance with RCW 28B.112.080, 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 or past places of employment.

This position has been designated as a bargaining unit position represented by the Washington Federation of State Employees - Higher Education Community College Coalition.

Applicants considered for positions at the College may be required to submit to a background check as a condition of employment. Adverse information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability for the position.

Required Materials

To be considered for this position, please submit the following:

• NEOGOV online profile, application, and supplemental questions
• Cover letter describing relevant knowledge, skills, and characteristics that align with the needs of the position
• Current resume

Please Note : Once application materials have been submitted, you may not modify the application. You can't check off every listed knowledge, skill, and ability? Please apply anyway! Studies have shown that traditionally marginalized communities are less likely to apply to jobs unless they meet every single qualification - even if they might be a great fit for the role!

• Community Standard Statement

" Injustice anywhere is a threat to justice everywhere. We are caught in an inescapable network of mutuality, tied in a single garment of destiny. Whatever affects one directly, affects all indirectly ..." - Rev. Dr. Martin Luther King, Jr. Shoreline Community College is a place for students, employees, and the community to pursue excellence in education in an environment dedicated to equity, inclusiveness, and self-reflection. We value respectful, dynamic interactions and lively discussion. We strive to create an environment where everyone is supported and valued. Shoreline Community College does not tolerate hateful, violent, or discriminatory actions that target any person or group based on their beliefs, customs, identity, or affiliations. When one of us is diminished, all of us are diminished.

Job Tags

Full time, Contract work, Part time, Freelance,

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