Community Colleges of Spokane Looking for Administrative Assistant 2 – Computing, Math & Science Full Time

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 Falls Community College (SFCC) 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. More information about living and working in Spokane available at: https://greaterspokane.org/relocation-guide https://www.spokaneteachinghealth.org/life/

SFCC is one of two accredited community colleges that comprise the Community Colleges of Spokane (CCS). In addition to serving the urban and suburban population in greater Spokane, including students from Fairchild Airforce Base, CCS provides educational services to rural communities throughout our 12,302 square-mile region in Eastern Washington, including students from the Spokane and other Eastern Washington tribes.

Serving about 8,200 students, SFCC endeavors to be an educational leader and a responsive partner with the community and region to provide access to relevant programs of the highest quality. We offer a large liberal arts/transfer program (approximately 75% of total enrollment) as well as state-of-the-art professional technical programs (about 25%). As reflected in our mission statement, we strive to “embrace diversity, promote equity, and foster global awareness” at every level of our college.

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 Administrative Assistant 2 in the SFCC Computing, Math & Science Department.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

• Develop office operations and establish office procedures, standards and priorities with the guidance of the Administrative Assistant 3. Develop solutions and/or recommendations. *
• Explain and interpret complex rules, policies and operating procedures to faculty, staff and Science Department participants, as well as members of the public. *
• Manage communication portals for the division in collaboration with the Administrative Assistant 3. *
• Serve as the resource person for mail/mail services, facility work orders, shipping and receiving (Central Services), Information Technology (IT), Purchasing and Security. *
• Manage, order, and maintain supplies for the faculty, work rooms, print rooms and study rooms; submit IT tickets as needed. *
• Coordinate the faculty evaluation process for CMS Faculty: *
  • Track the evaluation timelines for each faculty member in the division.
  • Conduct quarterly communication to faculty in evaluation status.
  • Create quarterly task lists and schedule meetings for evaluation committees.
  • Collect and distribute syllabi from faculty being evaluated quarterly.
  • Oversee the coordination and compilation of student evaluations of faculty for tenure review process, post-tenure evaluation and adjunct faculty.
  • Assist in scheduling faculty evaluations for faculty on the main campus.
  • Collect quarterly Professional Activity reports from faculty in evaluation status.
  • Create and maintain digital storage archives for evaluation committees.
• Takes minutes at the Advisory Committee meetings for Career Technical Programs in the division and as requested by the Dean.
• Provide training to classified Instructional Technicians on department purchasing card and receipt tracking procedures. Reconcile purchasing cards and purchases for accounts assigned by the Dean. *
• Assist the Dean with divisional grant management. *
• Coordinate with Community Colleges of Spokane Marketing department. *
• Assist the Dean with planetarium and divisional outreach activities, including management of databases, scheduling events, communication with community partnerships, and collaboration with Student Affairs offices. 
• Assist Dean with academic program review scheduling, record keeping, and correspondence. *
• Assist the Dean with the student evaluation process by scheduling faculty evaluations; type responses; prepare statistical information; forward to Dean and evaluation committees. *
• Assist the Administrative Assistant 3 with class scheduling and other related tasks. *
• Support the Administrative Assistant 3 with quarterly class schedules and the preparing of faculty contracts and tracking faculty workloads. *
• Act as the steward of Purchasing Cards (P-Cards) housed in primary location, including reconciliation. *
• Maintain records of incoming and outgoing correspondence and documents and follow up on work in process. *
• Model professional decorum and mutual respect in all personal interactions. *
• Comply with district policy, 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.

REQUIRED COMPETENCIES (MINIMUM QUALIFICATIONS)

• Associate’s degree from an accredited institution; or an equivalent mix of education and experience that demonstrates the candidate meets all competency requirements for this position.
• Excellent interpersonal skills – able to demonstrate a helpful, professional attitude and create a positive environment in interactions with students, faculty, staff, and members of the public.
• Ability to maintain a high level of confidentiality. 
• Excellent oral and written communication skills.
• Ability to manage multiple work assignments, involving competing priorities, to produce work products that are accurate, of high quality and meet deadlines despite interruptions.
• Demonstrated experience using Microsoft Office products and ability to learn new software as needed. 
• Acceptance of the responsibility to promote the welfare and best interests of students at all times.
• A demonstrable understanding and acceptance of the mission, values, goals, objectives and strategic plan of CCS.
• The ability to perform assigned duties in a manner consistent with applicable laws, regulations and goals of the institution, and community and technical college system.
• Demonstrated commitment to fostering and supporting a teaching, learning and working environment that honors diversity, equity and inclusion.

PREFERRED COMPETENCIES (DESIRED QUALIFICATIONS)

• Bachelor’s degree in business administration, public administration, or related field from an accredited institution 
• One (1) or more years of administrative assistant experience, or equivalent.
• Knowledge of bookkeeping and record keeping functions.

TOTAL COMPENSATION WITH BENEFITS:  $55,989

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

• Base compensation of $38,952 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 a normal, temperature-controlled office environment.
• Work is sedentary in nature.
• Frequent use of computer and exposure to terminal screens.
• Visual focus and strain.
• Work directly with students/clients.
• Work involves constant interruptions and requirement to answer on demand questions by phone, in person, or electronically.
• Frequent repetitive hand/wrist motions and finger manipulation.
• Frequent oral and auditory communication with others.

CONDITIONS OF EMPLOYMENT

• Full-time schedule (12-months, 40-hours a week).
• 6-month probationary period; may be extended up to 12 months.
• This position is overtime eligible.
• Proof of COVID-19 vaccination.
• Requires local or regional travel. If using personal vehicle proof of driver’s license and car insurance required.
• Criminal background check required.
• May work nights or weekends as determined by the supervisor.

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 as applied to the responsibilities of this position. *
• Comprehensive resume. *
• Names, addresses, and telephone 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, 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. Please direct all inquiries regarding compliance with access, equal opportunity and/or grievances to the Chief Administration Officer, Community Colleges of Spokane, 501 N. Riverpoint Blvd., PO Box 6000, MS 1004, Spokane WA 99217-6000 or call 509-434-5037; WA Telecommunication Relay Services (TRS) 1-800-833-6384 or 7-1-1.

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 Confederated Tribes of the Colville Reservation and the Kalispel Tribe. The CCS Pullman Center operates on the WSU campus and is located on the ancestral homelands of the Palus people and on the ceded lands of the Nimíipuu (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.