Community Colleges of Spokane Looking for Technical Education Office Manager Full Time

Job Title: Technical Education Office Manager
Location: Spokane, WA
Job Type: Classified
Department: SCC Technical Education
Closing: 4/24/2024 4:00 PM Pacific
Salary: $3,667.00 – $4,904.00 Monthly

Starting salary for this position is: $3,667 (Monthly)

Employees starting at the entry step of this range receive salary step advancement after six months and every 12 months thereafter. If an employee starting at anything higher than the entry step of the range, will have salary step advancement after 12 months and salary step advancement every 12 months thereafter until they reach the top of the salary range. Each salary step advancement will be approximately a 5% increase in salary.

Community Colleges of Spokane (CCS) District Equity Statement

CCS believes that access to high-quality education in a safe and inclusive environment is the right of all individuals and imperative for the continued advancement of a strong democracy and workforce. We also believe higher education institutions have an obligation to work toward and demonstrate progress in ensuring equity amongst their students, faculty, and staff. Equity is grounded in the principle of fairness. In higher education, equity refers to ensuring that each student receives what they need to be successful through the intentional design of the college experience.

Spokane Community College (SCC) is a beautiful campus located in the inland Pacific Northwest, on the ancestral home of the Spokane Tribe, near the Spokane River. Our campus is not far from the urban center of Spokane, a mid-sized city with a high quality of life and quick access to the outdoors. See our website for more information about living and working in Spokane. 

SCC is one of two accredited community colleges that comprise the Community Colleges of Spokane (CCS). Serving about 15,000 students, SCC endeavors to be an educational leader and a responsive partner with the community and region, offering access to relevant programs of the highest quality. We offer state-of-the-art career technical programs (approximately 50% of total enrollment) as well as liberal arts/transfer programs (about 25%) and basic education for adults (about 25%), In addition to serving the urban and suburban population in greater Spokane, CCS provides educational services to rural communities throughout a 12,302 square mile region in Eastern Washington. This region includes all of Spokane, Stevens, Whitman, Ferry, and Pend Oreille Counties as well as portions of Lincoln County. SCC’s mission is to provide all students with an excellent education that transforms lives and expands their opportunities.

Please be aware that this recruitment closes at 4:00 p.m. PST. The application process will not be available after this time. To ensure consideration make sure your application is completed and submitted as soon as possible. Applications will only be accepted prior to 4:00 p.m. on the closing date.

The Community Colleges of Spokane is seeking a highly motivated and qualified individual for the position of Office Manager in the SCC Technical Education Department.  

JOB SUMMARY

Under general direction of the Dean of Technical Education, this position performs administrative duties, provides administrative support, represents the Technical Education division, and provides counsel and direction on behalf of the dean to department chairs, faculty, college administration, staff and students with little or no supervision.The Office Manager is responsible for planning, organizing, assigning, and supervising varied and extensive processes related to divisional needs and facilitating the flow of office work between the dean, department faculty, and support staff.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

• Supervise classified, part-time hourly and work study student employees (train, schedule, evaluate, discipline and respond to grievances). Adhere to classified contracts and all district rules and regulations ensuring efficient operations of the dean’s office. * 
• Inform and educate staff about behavior and performance expectations, provide timely and accurate feedback regarding performance, and ensure performance and behavioral problems are corrected promptly and effectively. *
• Ensure all divisional new hires experience smooth and effective onboarding. Prepare office materials, supplies and equipment. Retain records and control equipment inventory. * 
• Review, evaluate and recommend changes of institutional policy and operating procedures for employees of the division, students and other college personnel. * 
• Prepare full-time faculty overload and adjunct faculty contracts, following district policies and procedures. *
• Act as a liaison and coordinate on the dean’s behalf with senior management, faculty, staff and district personnel. * 
• Serve as department records management officer to generate and maintain reports and files; install filing systems; arrange for record classification, retention and disposition ensuring confidential material is always secure. *
• Responsible for budget tracking and monitoring for the division. * 
• Arrange for maintenance contracts, building improvements and emergency repairs. * 
• Oversee the coordination and compilation of student evaluations of faculty for tenure review process, post-tenure evaluation and adjunct faculty. *
• Oversee the coordination and tracking of faculty evaluation processes for full-time, probationary and adjunct faculty. *
• Responsible for quarterly course construction and course schedule maintenance. *
• Prepare and maintain administrative and academic reports, division correspondence and email. *
• Perform general administrative duties such as answer phones and respond to inquiries; attend meetings and take meeting minute notes; order, distribute and maintain inventory supplies; generate and maintain reports and files ensuring confidential material is secure at all times. *
• Oversee purchase and travel card accounts, following district policies and procedures for issuing cards, making purchases and reconciling card statements. *
• Model professional decorum and mutual respect in all personal interactions. *
• Comply with district policies, procedures and directives, state and federal regulations, orders and statutes and collective bargaining agreements. *
• Support and advance the CCS strategic plan, and perform other duties as assigned. *
• Indicates this is an essential duty.This position is designated a bargaining unit position.

COMPETENCIES & OTHER REQUIREMENTS

COMPETENCIES

• Manages Complexity: Experience making sense of complex, high-quantity, and sometimes contradictory information to effectively solve problems.
• Decision Quality: Ability to make good and timely decisions that keep the organization moving forward.
• Action Oriented: Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
• Plans & Aligns: Plan and prioritize work to meet commitments aligned with organizational goals.
• Ensures Accountability: Ability to hold self and others accountable to meet commitments.
• Drives Results: Consistently achieves results, even under tough circumstances.
• Collaborates: Builds partnerships and works collaboratively with others to meet shared objectives.
• Persuades: Experience using compelling arguments to gain the support and commitment of others.
• Courage: Steps up to address difficult issues, saying what needs to be said.
• Instills Trust: Gains the confidence and trust of others through honesty, integrity, and authenticity.
• Self-Development: Actively seeks new ways to grow and be challenged using both formal and informal development channels.
• Nimble Learning: Actively learns through experimentation when tackling new problems, using both successes and failures as learning fodder.

MINIMUM QUALIFICATIONS

• Associate degree or higher. Or an equivalent mix of education and experience that demonstrates the candidate meets all competency requirements for this position.
• Knowledge of or experience using Microsoft Office Products.
• Knowledge of inventory control and records management principles. 
• Ability to plan, organize and supervise employees. 
• Ability to assign, review and coordinate work production. 
• Ability to develop procedures for most effective utilization of space, equipment and personnel. 
• Ability to prepare clear, concise and factual reports. 
• Ability to handle multiple deadlines and priorities in a fast-paced environment. 
• Ability to maintain confidentiality. 
• Excellent verbal and written communication skills. 
• Ability to understand, track, monitor, and reconcile budgets. 
• Ability to work independently and prioritize tasks. 
• Excellent organizational skills. 
• Excellent interpersonal skills demonstrating the ability to create an effective working environment through positive interaction, clear communication and recognition of the value of everyone.

PREFERRED COMPETENCIES (DESIRED QUALIFICATIONS)

• Experience in a higher education environment.
• Two (2) years of progressively responsible experience in office, secretarial, bookkeeping, accounting, or general administrative work.
• Supervisory skills and experience.

CONDITIONS/TERMS OF EMPLOYMENT

TOTAL COMPENSATION WITH BENEFITS:  $60,580 – $94,326. 

 Total compensation is an estimate based upon adding the following amounts together:

• Base compensation of $44,004 – $58,848, plus
• Current employer-paid health and related benefit contribution rates, plus
• Median retirement fund contributions. 

The actual total will vary depending upon each employee’s enrollment choices.

Person hired must be able to provide acceptable documentation of U.S. Citizenship or lawful authorization to work in the United States. This is an absolute condition of employment. An offer of employment will not carry with it any responsibility or obligation on the part of the District to sponsor an H1-B visa. In addition, the Community Colleges of Spokane maintains a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment.

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. Once an applicant is chosen for an interview, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

PHYSICAL REQUIREMENTS

• Work is performed in an office environment.
• Work is sedentary.
• Frequent use of computers.
• Work directly with students/clients.

CONDITIONS OF EMPLOYMENT

• Full-time schedule (12-month, 40-hours week).
• 6-month probation period.
• This position is overtime eligible.
• Criminal background check is required.

REQUIRED APPLICATION MATERIALS

To qualify for consideration, applicants must meet required competencies and submit a complete application packet, which includes the following:

• CCS online application. *
• Cover letter addressing your qualifications relevant to the responsibilities of this position. *
• Resume. *
• References – the names, addresses, and phone numbers of three professional references. *
• College transcript(s) if applicable – unofficial/copies of transcripts are acceptable for initial application, official copies must be submitted upon acceptance of job offer.

NOTE: All of the above are required to ensure your consideration for this position. The item(s) marked with an asterisk are required attachments to your application prior to submission. 

If you require an accommodation during the application or interview process, please contact HR at [email protected] 

Community Colleges of Spokane does not discriminate in its programs, activities and employment on the basis of race, creed, color, religion, national or ethnic origin, age, sex, marital status, pregnancy, pregnancy related conditions, parental status or families with children, status as a mother breastfeeding her child, AIDS/HIV or hepatitis C, honorably discharged veteran status, sexual orientation, gender identity or expression, disability, use of trained guide dog or service animal by a person with disability, genetic information or any other legally protected category.

Direct all inquiries or grievances regarding access and Title IX or ADA to:

Amy McCoy | Chief Compliance Officer Title IX and ADA Coordinator
Community Colleges of Spokane
2917 W. Whistalks Way, MS 3027
Spokane, WA. 99224-5288
[email protected]
509-279-6012 

Direct all inquiries regarding equal opportunity compliance and/or grievances to:

Greg Stevens | Chief Strategy and Administration Officer
Community Colleges of Spokane
P.O. Box 6000, MS1004
Spokane, WA. 99217-6000
509-434-5040 

Native Land Acknowledgement

We are honored to acknowledge that the Community Colleges of Spokane, and our main campuses for Spokane Falls and Spokane Community College, are located on the traditional and sacred homelands of the Spokane Tribe. We also provide services in a region that includes the traditional and sacred homelands of the Coeur d’Alene Tribe, Confederated Tribes of the Colville Reservation, Kalispel Tribe and Nez Perce Tribe.

We pay our respect to tribal elders both past and present as well as to all Indigenous people today. This land holds their cultural DNA, and we are honored and grateful to be here on their traditional lands. We give thanks to the legacy of the original people and their descendants and pledge to honor their stewardship and values.