Job Details

Administrative Assistant 3 - Academic Support Services

South Puget Sound Community College, Olympia, WA

Job - Education

Close Date: 04/21/2019

Our Opportunity

South Puget Sound Community College (SPSCC) seeks highly motivated and qualified candidates for the position of Administrative Assistant 3 in Academic Support Services. This position provides administrative support to the Dean of Academic Support Services and serves as the library liaison with students, faculty, and staff.

SPSCC is committed to increasing its cultural diversity with an emphasis on equity and inclusion among its professional staff. The students that we serve come from a variety of backgrounds. On average, 43% of our 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:

• The Clipper Café specializing in seasonal comfort foods
• The Bake Shop offering daily baked goods made by our students
• Fine dining in the Percival Room, offering vegetarian, vegan, and gluten-free choices as part of our Culinary Arts and Baking & Pastry Arts programs
• Campus bookstore offering snacks, apparel, and specialty supplies
• Starbucks coffee shop
• Bus service every 15 minutes to downtown Olympia and beyond – you receive a FREE State Agency Rider (STAR) Pass
• FREE parking on our campuses – permits are not required
• On-campus child care
• Percival Creek, which runs beneath our campus footbridge, provides year-round beauty and views of Chinook, Coho, and chum salmon pass through each fall
• Many walking paths (Download PDF reader) that are marked and on nicely paved sidewalks
• Gym and recreation facilities
• SPSCC promotes wellness with a variety of different workshops and events on campus
• Lots of activities with our Artist & Lecture series, which are FREE for staff and faculty
• Many community events in the Kenneth J. Minnaert Center for the Arts

What You'll Do

The Administrative Assistant 3 will provide administrative support for Academic Support Services Dean by preparing reports, recording meeting minutes, and compiling data for review and analysis. This position will monitor the division budget, track purchase orders, process travel authorizations, and serve as a liaison for the library with students, faculty, and staff.

Top candidates will have demonstrated commitment to a high level customer service, strong organizational skills, and experience working independently with the ability to prioritize multiple tasks, maintain office confidentiality, and accommodate numerous interruptions. The Administrative Assistant 3 should exhibit a strong aptitude for attention to detail and have excellent communication skills, the ability to work well with others, and function as a team member. This position will require the ability to exercise good judgment in evaluating situations, problem solving, and decision making.

The Administrative Assistant 3 will also:

• Schedule meetings and adjust calendars
• Prepare contracts and facilitate evaluations
• Track tenure and post-tenure activities
• Monitor division annual budget consumption
• Process purchase requests for the Academic Support Services Division
• Reconcile purchase card usage
• Assist and support library Circulation Supervisor with managing schedules for students and part-time hourly workers
• Schedule adjunct librarians for substitute hours
• Manages the processing of all Interlibrary Loan Program (ILL) borrowing and lending requests
• Collect data from librarians, staff, databases, and other sources to create accurate statistical reports
• Demonstrate multicultural competence (including an awareness and understanding of historically disadvantaged populations) and create an educational and work environment that affirms commitment to equity, diversity, and inclusion
• Support the college's mission by creating a work environment of mutual respect and fairness, while encouraging creative and critical thinking
• Contribute to the appreciation of diversity and foster a climate of multicultural understanding.

Qualifications You Possess

Minimum Qualifications:

• High school graduation or GED.


Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.


Formal education will substitute year-for-year for experience.

• Demonstrated experience or participation with persons from diverse backgrounds such as sexual orientation, racial, ethnic, religious, linguistic, gender, age, socio-economic, physical and learning abilities, and a commitment to an inclusive and equitable working/learning environment.

Preferred Qualifications:

• Experience with office procedures, business management practices, research methods and data collection, communication and correspondence protocol and best practices
• Experience tracking organizational budgets
• Experience creating and formatting professional reports and documents using MS Word or Excel
• Advanced knowledge of computers and software applications, specifically MS Office suite (Word, Outlook, Excel) and HP9000)

To Apply

Applications must be completed online and include the following attachments:

• Cover letter addressed to the Screening Committee highlighting your ability to perform the responsibilities and competencies described in the job posting.
• Current resume/CV showing all educational and professional experience which demonstrates how you meet the minimum and any preferred qualifications.

Top candidates will be notified directly of their invitation 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 Preference
Applicants who meet the minimum qualifications and 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 with the job number for which they are applying in the subject line.

Condition of Employment
Employment 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 Unit
This position has been designated as a bargaining unit position represented by the Washington Federation of State Employees.

SPSCC is an Equal Opportunity Employer
South Puget Sound Community College (SPSCC) is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientations, and gender identity diversity. Women, racial and ethnic minorities, persons with disabilities, persons over age 40, disabled and Vietnam era veterans, and people of all sexual orientations and gender identities are encouraged to apply. The college complies with the Americans with Disabilities Act. Applicants needing accommodation in the application process in an alternative format may contact the Human Resources office at (360) 596-5500. The college is committed to enhancing the diversity of our faculty and staff, as well as our student population. We strongly encourage applicants to apply without regard to race, color, religion, sex, sexual orientation, national origin, age, marital or veteran status, disability, or any other legal protected status. SPSCC is a drug-free workplace.

Complete details: