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Administrative Assistant 4, President's Office
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Position Number: 1457980
Location: Seattle, WA
Position Type: Secretary and Administrative Assistants

Administrative Assistant 4, President's Office

Closing Date/Time:
Salary: $40,908.00 - $53,592.00 Annually

Job Type: Full-Time
Location: North Seattle College: 9600 College Way North, Seattle, Washington

Position Summary:
This position is in the reception area of the President's Office at North Seattle College, which will celebrate 50 Years of Changing Lives Through Education in 2020. We are seeking a detail-oriented, and welcoming professional who values community and excellence in customer service to join our team. The Administrative Assistant 4 works under general guidance of one supervisor, the Executive Assistant to the President. As part of a 3-person office including the president, the ideal candidate should share the stated values of the college: Caring, Collaboration, Diversity, Innovation, Integrity and Quality. As the frontline person, the Administrative Assistant 4 is expected to provide guests, students and colleagues with timely, accurate, and reliable information regarding the President's Office services, and performs higher level administrative duties of a substantive nature that are appropriate to be performed by the supervisor but have been delegated to the Administrative Assistant 4 to perform. If you are seeking steady responsibility in a familiar environment, variety of tasks, a warm and team-oriented community where you are known and accepted for who you are while making a difference in people's lives, we encourage you to apply.

Application Procedures:

Attach current resume.
Attach cover letter addressing how you meet the duties, responsibilities, and requirements for the position.
Attach contact phone numbers and email addresses for three professional references.
Required application materials including supplemental questions must be completed and submitted online.

First Application Review will be on Friday, May 24, 2019.

Seattle Colleges are committed to recruiting dedicated faculty and staff who together create a welcoming academic climate that reflects the diverse backgrounds of our community, including ethnicity, national origin, religion, race, gender, gender identity, age, status as a veteran or disabled veteran, disability, political status, and sexual orientation.

This position is governed by a collective bargaining agreement with representation by WFSE and is subject to union shop provisions.

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

Essential Functions:

Provide direct confidential, administrative and professional support to the Executive Assistant (EA) to the President.
Provide excellent customer service as the primary contact within the President's Office reception area, assisting visitors, students and colleagues in-person, over the phone, or via email. As appropriate, help visitors in finding personnel and campus areas for assistance, and share information about the President's Office and North Seattle College practices and services.
Provide information related to Executive Assistant's planning, organizing and responsibilities within the department and/or unit. Occasionally attend meetings on behalf of the EA; represent supervisor or work group in supervisor's absence.
Relay messages and instructions from the President or the Executive Assistant to others.
Initiate action to ensure President's Office goals are met, and have frequent contacts with clients, the public, staff members from other departments or campuses, students and faculty, approaching others with a team-oriented outlook.
Exercise sound judgement in independently planning, organizing and prioritizing work.
Complete meeting and conference registrations. Make travel arrangements for the president, supervisor and staff; create and maintain records of travel itineraries, travel requisitions and travel expense reports.
Participate in budget preparation; monitor budget status and expenditures including credit card activities. Identify problems and initiate corrections. Prepare and process documents such as reimbursement claims, invoices and contracts, inter-departmental charges/credits and budget re-allocations.
Use spreadsheet and database software to develop and maintain records; prepare and maintain spreadsheets involving the development of formulas.
Maintain records of incoming and outgoing correspondence and documents, and follow-up on work in process.
Compose correspondence and perform electronic mail tasks. Send and receive fax transmittals. Proofread material for content, correct sentence structure, spelling, grammar and punctuation.
Provide meeting materials for the President.
Provide office support with copier, fax, and other technical assistance for the President's Office and President's Board Room.
Assist in managing the President's Board Room reservations.
Assist the Executive Assistant in maintaining the President's calendar and scheduling meetings that involve a wide variety of on and off campus personnel.
Campus-wide responsibility serving as the primary administrative support for the College Council by working with the committee Chair; reserve meeting room(s), prepare agendas and meeting packets, and take meeting notes.
Order President's Office supplies and equipment; receive, and maintain inventory. Arrange for facility and equipment maintenance and repair services and custodial service, and request assistance with security matters as needed.
Assist in event coordination and planning for President's Office events, such as: Annual Fall Quarter President's Day event, Holiday Party, Annual Service Awards, Graduation Celebration, President's Leadership meetings, and district-related meetings hosted by the President.
May supervise temporary hourly and student employees.
Working as a team, maintain order and cleanliness of President's Office area.
Perform other duties as required.

Required Education, Experience & Abilities:

High school graduation or GED, AND five (5) years of recent progressively responsible experience in office, secretarial, bookkeeping, accounting or general administrative experience; OR equivalent education and experience.
Proficiency in the use of Microsoft Office programs, i.e., Outlook and Calendar, Word, Excel.
Ability to: work independently; read, understand and interpret policies and procedures; develop written report; work effectively with others, both in writing and speech.
Must have the ability to handle interruptions gracefully, from a variety of people, in a professional manner.
Knowledge of: office procedures and practices; business management practices, research methods and data collections; communication and correspondence practices.
Demonstrated experience communicating effectively verbally and in written form.
Demonstrated ability to manage multiple tasks and/or projects simultaneously.
Verifiable ability to exercise a high degree of judgment in handling sensitive and confidential information.
Demonstrated ability to complete work assignments under pressure, with short deadlines and/or frequent interruptions or distractions.
Demonstrated experience working in a collaborative format with diverse groups and in situations which require meeting and greeting the public.
Demonstrated ability to carry out and complete projects with multiple and complex components with minimal supervision or direction

To apply, visit https://agency.governmentjobs.com/sccd/default.cfm?action=viewJob&jobID=2444386