Administrative Assistant 4 - Math and Science Division

Everett Community College

Everett, WA

ID: 7065523
Posted: March 24, 2020
Application Deadline: Open Until Filled

Job Description

Job Summary/Basic Function:
Serves as the assistant on administrative matters to the Dean of the Math & Science Division. Provides direct confidential secretarial support to the Division Dean.

• Develops budget estimates, monitors, and controls budgets from a variety of sources such as state, grants, contracts, fees, cost centers; assists in establishing annual financial goals or target dates;
• Participates in establishing short and long-term fiscal plans and performance goals;
• Compiles data and prepares complex grant/budget proposals for new, continuation, and competitive renewals on grants and contracts;
• Solicits, coordinates and compiles quarterly class schedules and classroom assignments;
• Coordinates, conducts, compiles and distributes student surveys of faculty teaching effectiveness;
• Coordinates space management including renovation and/or remodeling for administrative, laboratory, and classroom areas; assists in preparation of long-range plans for space utilization and renovation;
• Provides secretarial support to the Dean; records minutes, composes, edits and types letters;
• Authorizes equipment repair/renovation;
• Participates in strategic and quality planning process;
• Coordinates with Department Chairs and budget staff in preparing request packages and budget-related responses to the State Board for Community & Technical Colleges;
• Conducts or supervises the preparation of studies or project summaries;
• Coordinates policy and Division matters within the Division and with other College departments; investigates and coordinates operating methods and procedures with other departments and divisions; develops improved processes;
• Prepares correspondence for Division Dean; exercises signature authority on administrative correspondence;
• Directs and/or coordinates special projects;
• Represents and/or communicates on behalf of the Dean at meetings, conferences, etc.; speaks for Dean on administrative policy matters.

Minimum Qualifications:
• High school graduation, GED, or higher degree
• Four or more years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Intermediate to advanced level skills in Microsoft Office programs, including Word, Excel, PowerPoint and Access.
• High level organizational skills – able to effectively manage multiple priorities and complex scheduling.
• Knowledge of government organization and administrative procedures; office methods and procedures; research and data collections; policies and procedures.
• Ability to write and speak effectively; establish and maintain cooperative relations with others; coordinate and lead the work of others.

Preferred Qualifications:
• Intermediate level skills in Google programs, including Gmail, Calendar, Drive, Docs, Sheets and Forms.
• Familiarity with State Board for Community and Technical Colleges (SBCTC) Student Management System (SMS) modules, including Course-Class Management and Registration.

Physical Demands
Everett Community College follows the Americans with Disabilities Act (ADA) and provides the following information as a guideline for applicants:
• Ability to operate office equipment
• Ability to read and verify data and prepare various materials
• Ability to exchange information on the phone or in person

Work Hours:
Regular business hours, Monday through Friday. Summer schedule is Monday through Thursday.


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