Administrative Assistant IV Lake Washington Institute of Technology 17 reviews
Kirkland, WA $2,752 – $3,089 a month
This position provides direct support to the Dean of Industrial Technology and Manufacturing and will assist with the creation of the Photonics Program as outlined in recent grants awarded to LWTech. Communicating clearly, concisely, and professionally is essential. This position builds and manages classes within the Industrial technology and Manufacturing Division with guidance from the Industrial technology and Manufacturing and faculty in the division. This position also coordinates the production of Class Personnel Action Forms and contracts resulting from their efforts to build classes. This position performs a variety of complex duties including advanced office support for the Industrial technology and Manufacturing Division, in line with modern office support procedures and practices, department and college procedures and supervisor instruction. Handle a broad scope of confidential information. Responsible for the activities of the entire administrative office support function within the assigned area. Apply full working knowledge of specialized functional area and advanced administrative office support practices to independently perform regular and routine work activities, including, but not limited to, administrative support for the Dean of Industrial Technology and Manufacturing, Manager of Instructional Services, other deans in the office, and the Vice President of Instruction. Resolve problems by using established policies and procedures. May plan, direct, and monitor the work of lower level staff as assigned and make recommendations on hiring, promotion, or other related personnel actions. This position works under general supervision and reports to the Dean of Industrial Technology and Manufacturing.
- Maintains grant records and budgets as required by the National Science Foundation grant for Photonics.
- Maintain confidential calendar of the Dean of Industrial technology and Manufacturing.
- Coordinate development of agendas, coordinate meetings, take minutes at committee meetings, draft and process confidential time sensitive correspondence, maintain directories, and process mail.
- Provide high level of quality customer service; maintain confidentiality and use tact and discretion.
- Candidates must have experience in supporting and keeping records for grants. This includes monitoring grant budgets.
- Enter and maintain information in the student management system (SMS) and help with the future transition to CTClink.
- Candidates should have a strong record of commitment to human and/or intellectual diversity.
- Greet and escort visitors; receive and respond to inquiries and complaints tactfully and constructively; research and compile required information for response.
- Research material as required to provide data to submit reports and make recommendations to supervisor regarding policy formation, budget and others of a similar complexity.
- Prepare agendas and attend meetings; take, transcribe, and distribute minutes.
- Screen phone calls, mail, email, visits, inquiries and other relevant matters; independently answer routine matters and refer others to appropriate persons
- Perform complex word processing tasks; compose, prepare, and transmit confidential and sensitive written and verbal communication on behalf of the Dean of Industrial technology and Manufacturing; draft letters, notes and other correspondence for the Dean of Industrial technology and Manufacturing’s signature.
- Develop office procedures, routines, priorities and filing systems; set priorities and handle multiple projects; meet deadlines under pressure.
- Compile data from a variety of sources and prepare reports as directed; maintain appropriate records to monitor funded classes and programs.
- Maintain, monitor, and evaluate records and reports; complete or process requisitions, invoices and payroll timesheets; order supplies; reconcile budgets.
- Serve as point of coordination as authorized in inter-department, college, and public matters
- Demonstrated previous experience relating to under-represented groups.
- Taking an active role in promoting and adapting to change, helping to create a learning environment conducive to continuous improvement and professional development.
- Communicate effectively on matters involving the Division, employing tact and diplomacy. Handle sensitive and urgent matters in a thoroughly professional and timely manner with careful attention to confidentiality.
- Other related duties of similar scope and complexity.
- Regular and satisfactory attendance and punctuality.
- Associate’s degree
- Two or more years of related work experience required; Grants development and management or Photonics experience preferred.
- Scheduling and calendaring experience.
- Highly proficient in MS Word, Excel, PowerPoint, Outlook.
- Demonstrated superior writing and editing skills and experience writing correspondence, procedures, and materials for others.
- Strong organization skills; including capability of prioritizing work and managing heavy workload with frequent interruptions, tenacious approach to meeting deadlines with efficient, results-oriented approach to projects.
- Demonstrated ability to work as part of a team;
- Experience working with issues of a confidential nature, using discretion and tact.
- Demonstrated excellent customer service skills with strong customer service orientation, desire to provide support and service to faculty, staff, and students.
- Must have mastered the use of standard office equipment, with a keyboarding speed of at least 40 wpm
- Experience with the WSBCTC Student Management System (HP 3000 database) preferred
Salary range is $2,752.00 – $3,089.00 per month DOQ; salary placement for current classified employees is per the classified bargained agreement.
PHYSICAL/MENTAL REQUIREMENTS :
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Mobility: ability to sit, walk or stand for extended periods
- Dexterity: fine manipulation sufficient to operate a computer keyboard, handle individual papers, write and take notes and/or prepare materials/equipment
- Lifting: occasionally lift, carry, push, pull, or otherwise move objects up to 10 pounds
- Visual Requirements: close vision sufficient to read files, documents, and computer screens and do close up work; ability to adjust focus frequently
- Hearing/Talking: ability to hear normal speech, speak and hear on the telephone, and speak in person
- Emotional/Psychological Factors: ability to make decisions and concentrate, frequent contact with students and instructors, as well as the public
? ENVIRONMENTAL/WORK CONDITIONS
- Busy, open area office setting; may be faced with constant interruptions
- Moderate use of equipment with moving/and or sharp parts
- Exposure to weather; corridors between buildings are outdoors
- Noise and chatter in classroom/office environment
REQUIRED ONLINE APPLICATION MATERIALS
- Online application
- Current resume
- Cover letter
- Responses to the supplemental questions included in the online application process
- Official transcripts/certifications (if any) will be required upon employment
CONDITIONS OF EMPLOYMENT
- This position is represented by the Lake Washington Institute of Technology Federation of Classified Employees. This is a union-covered position, which requires the payment of membership dues/representation fees. This is a permanent full-time, non-exempt position working 40 hours per week.
- Job offer is contingent upon successful completion of reference/background check and criminal history investigation.
If you are hired, you will need proof of identity, and documentation of U.S. citizenship or legal authorization to work.
AFFIRMATIVE ACTION STATEMENT
Lake Washington Institute of Technology is an equal opportunity employer. Women, minority groups, and veterans are strongly encouraged to apply. Lake Washington Institute of Technology does not discriminate on the basis of race, color, national origin, sex, disability, age, religion, sexual orientation, gender identity, gender expression, creed, disabled veteran status, marital status or Vietnam-era veteran status in is programs and activities. Questions regarding the College’s Affirmative Action Policy may be directed to the Melissa Lamy, Executive Director of Human Resources, Affirmative Action Officer/Title IX Coordinator, (425) 739-8212.
CORRECTIONS OR EXTENDED NOTICES
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