South Puget Sound Community College Hiring for Administrative Assistant – Allied Health at Dr. Angela Bowen Center for Health Education, WA, WA Full Time

**For priority consideration, please submit application materials by Thursday, November 30, 2023*
South Puget Sound Community College (SPSCC) seeks highly motivated and qualified candidates for the position of Administrative Assistant 3 in Allied Health.

This position supports the College’s mission to support student success in post-secondary academia transfer and workforce education that meets the needs of the South Sound region. This is seen by supporting efforts to implement, administer and coordinate instruction with students, staff and the public in regards to the Allied Health programs content, policies, procedures and activities in addition to ensuring compliance with all state and federal accrediting bodies.

South Puget Sound Community College is committed to increasing its cultural diversity with an emphasis on equity and inclusion among its professional staff. A firm understanding of anti racist policy development coupled with the skills to eliminate barriers that harm underrepresented people is a college requirement. The students that we serve come from a variety of backgrounds. On average, 43% of SPSCC students are people of color. We strongly encourage members of the underrepresented groups, veterans, and bi- or multi-lingual individuals to apply for this position to help meet the needs of our diverse students and service district.
And if that isn’t enough? We also offer:
A healthy work/life balance for our employees with the opportunity for flexible work schedules and remote work depending on position and college needsFine dining in the Percival Room, offering vegetarian, vegan, and gluten-free choices as part of our Culinary Arts and Baking & Pastry Arts programsThe Clipper Coffee Corner serving Batdorf & Bronson coffee and a selection of delicious food items from our baking/culinary studentsA brand new Health & Wellness CenterFREE Bus service every 15 minutes to downtown Olympia and beyondFREE parking on our campuses – permits are not requiredOn-campus child carePercival Creek which runs beneath our campus footbridge, provides year-round beauty and views of Chinook, Coho, and chum salmon pass through each fallMany walking paths that are marked and on nicely paved sidewalksSPSCC promotes wellness with a variety of different workshops and events on campusLots of activities with our Artist & Lecture series, which are FREE for staff and facultyMany community events in the Kenneth J. Minnaert Center for the ArtsEmployee Resource Groups (ERGs)that offer an opportunity for SPSCC employees to gather and connect around issues that define them personally, and which affect their work at the College and their professional development. Current Employee Resource Groups include:Staff and Faculty of Color (SFOC) ERG – an employee network which strives to create an intentional and relational foundation for community and trust building across different groups through shared values.The LGBTQIA+ ERG creates a space for LGBTQIA+ staff and faculty at the college to share resources, build support and community, and work towards greater equity and accessibility.

What You’ll Do

Administrative Support for the Allied Health Division and/or Allied Health Administrator/Dean:

• Interpret and apply administrative polices to the work of the division, including healthcare program guidelines, state and federal regulations
• Serve as liaison to other divisions/departments in relaying assignments/activities requesting status information to improve college processes
• Submit course schedule changes, providing proofs and correction of final quarterly schedule, and communicate schedule changes with faculty, staff and students as needed
• Assists in the preparation of contracts and reports
• Maintains dean’s calendar and assists dean and program leads (medical assisting/dental assisting) in scheduling meetings
• Assists in scheduling and coordinating the collection of student evaluations of faculty
• Attends/prepares meeting minutes; department, division, advisory, and Probationary Review committees
• Collects data, prepare course outlines, submit materials to Instructional Council
• Support the Allied Health programs in preparation for accreditation
• Distribute accurate information and current promotional material to students, staff, and community members
• Coordinate reporting with testing/licensing organizations and maintain records as required
• Enter and retrieve data from various databases related to campus/division operations as needed
• Organize/establish office workflow processes to enhance efficiencies
• Coordinate the recruitment/onboarding of new personnel (i.e. orientation, network/voicemail accounts, copy codes, key requests, etc.)

Office Support/Customer Service:

• Serve as the central point of communication for faculty, staff, and students in the Allied Health programs; providing in person, telephonic and email customer service for the Allied Health Division in order to distribute accurate information
• Guide prospective and current students by providing accurate information regarding program, admission process registration procedures, prerequisites, financial aid, and student services
• Provide typical office support as directed, including proofreading and preparing materials (small and large), mailing lists, and labels
• Screens, prioritizes, and distributes mail; screens phone calls and visitors
• Make event and/or travel arrangements for dean/faculty/staff, submit documentation through appropriate channels, track expenditures for budgetary purposes
• Coordinates student evaluation processes: track and maintain the evaluation schedule
• Maintain forms and documents for division instructional purposes
• Handle confidential and sensitive materials on a daily basis
• Direct work-study students or part-time office support staff

Budget and Purchasing:

• Monitor, track, and review individual department/program/grant expenditures to advise dean in compiling annual budget
• Track division expenditures and reconcile with business office records for division budgets.
• Coordinates with the Office of Instruction Budget Manager and dean
• Coordinates, reviews, and submits documentation for faculty substitute and/or stipend pay
• Prepares, enters, and/or reviews all purchase requests, ensuring budget information/tracking is accurate
• Reconcile department/division budgets on a monthly basis
• Prepare budget reports and make budget recommendations to the Allied Health Administrator/Dean/Program Leads on fiscal related decisions (i.e. class cancelations, equipment purchases, adjusting class fees)
• Serve as custodian of the program purchase card, maintain expenditure records, and ensure compliance with college purchasing policies and recording
• Maintain inventory of division office supplies and orders supplies and materials as needed
• Run various queries and reports in PeopleSoft (ctcLink)
• Report accurate student number for billing related to program resources

Qualifications You Possess

Minimum Qualifications:

• High school graduation or equivalent AND three years of full-time clerical experience OR equivalent education/experience

Preferred Qualifications:

• Commitment to a working environment that values a diverse academic environment, inclusive of students, faculty, and staff of diverse cultural, socioeconomic, and educational backgrounds
• Excellent written and oral skills and working knowledge of computers and software applications, specifically Microsoft Office, and online applications
• Strong commitment to customer service
• Strong aptitude for attention to detail
• Ability to work independently, prioritize multiple tasks and accommodate numerous interruptions is essential
• Excellent communication skills and the ability to work well with others and function as a team member

To Apply

To Apply

Top candidates will be notified directly to interview for this position. Selection will be based on the applicant’s knowledge, skills, and abilities to perform the duties listed in this job posting as identified in the materials requested above. Applications with comments directing the reader to see attachments will be considered incomplete. Veterans PreferenceApplicants who meet the minimum qualifications and are wishing to claim Veterans Preference should redact their personally identifiable information from a copy of their United States Department of Veterans Affairs honorable discharge documentation and email to [email protected] with the job number for which they are applying in the subject line. Background Check Condition of EmploymentEmployment with the college is contingent upon the successful completion of a comprehensive background check. Any adverse information will be considered on a case-by-case basis and does not automatically preclude a candidate from employment.Bargaining UnitThis position has been designated as a bargaining unit position represented by the Washington Federation of State Employees. South Puget Sound Community College values diversity and is an Equal Opportunity Employer and EducatorSouth Puget Sound Community College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). SPSCC provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following person has been designated to handle inquiries regarding non-discrimination policies, Title II and Title IX, Samantha Dotson, Executive Human Resource Officer /Title IX Coordinator, 360-596-5361, [email protected], Building 25, Room 220, 2011 Mottman Rd SW, Olympia, WA 98512; South Puget Sound Community College is a smoke-free/drug free environment.Applicants needing accommodation in the application process in an alternative format may contact the Human Resources office at (360) 596-5500.