Administrative Assistant 3 for the Associate Dean for Nursing - Tacoma Community College
Tacoma, WA 98466
About the Job
Located in the scenic Puget Sound area with nearby mountain ranges and Mount Rainier in the distance, Tacoma is surrounded by outdoor recreational opportunities such as hiking, boating and camping. Tacoma, Washington has been ranked as one of the most livable cities in the country, due to the increasing career opportunities, cultural diversity and community engagement, just to name a few.
Tacoma Community College (TCC) was built on the ancestral territory of Coast Salish peoples, specifically the Puyallup and Squaxin Island Tribes. The 1854 Medicine Creek Treaty forcibly removed them to Reservations to make way for colonizers; we recognize the privilege of utilizing this land has come at a great cost. We honor the resilience of the Puyallup and Squaxin Island people, who still live here, defend their rights, and contribute greatly to the well-being of our community. Our institution aims to increase partnerships and community ties with the local indigenous populations. Moreover, TCC stands in solidarity with Black Lives Matter and the Black community by further strengthening collaboration with the Black Student Union as well as community entities such as the Tacoma-Pierce County Black Collective, the Tacoma Urban League, and local black-owned businesses. In addition, we strongly support the Stop Asian Hate movement and have an active Asian Pacific Islander Student Club as well as an Asian and Pacific Islander Faculty and Staff Coalition. TCC is committed to developing more culturally responsive curricula by infusing and incorporating more educational content focused on the lives, experiences, and contributions of Native, Black, Asian, and other marginalized communities. We continually strive to become an anti-racist institution.
We are specifically focusing on improved support for traditionally marginalized populations, including Black/African- American, Indigenous, People of Color, Dreamers, justice-involved, immigrants and refugees, Veterans, people with disabilities, and the LGBTQ+ community. To this end, TCC seeks applicants who:
Value intellectual curiosity and innovative teaching
Welcome difference and model respectful interaction with others
Recognize and honor the important role that diversity brings to an educational community
Are committed to educating a racially and socioeconomically diverse student population
Are committed to teaching in a community college setting
Care deeply about student success
Intentionally support and promote efforts related to equity, diversity, and inclusion
Honor TCC's mission promoting equitable access to educational opportunities
Reflect the diversity of our community
Position Overview
Tacoma Community College is seeking a highly organized and detail-oriented individual to join our team as an Administrative Assistant 3 to the Associate Dean of Nursing at Tacoma Community College. The successful candidate will provide high-level administrative support to the Associate Dean of Nursing within our nursing program. This role is integral to ensuring the efficient operation of the nursing department and facilitating the achievement of academic and administrative goals. The ideal candidate will be passionate about working collaboratively with faculty, staff, and administrators to expand the access and supports for our students. The position will work closely with our leadership team including the Dean for Health and the Associate Dean for Nursing.
Essential Functions
Provides confidential administrative support to their supervisor. Including managing schedules, arranging meetings, handling correspondence, and coordinating travel arrangements.
Serve as liaison and primary point of contact for internal and external communications, including responding to inquiries, relaying messages, and maintaining professional correspondence on behalf of the Associate Dean. Use discretion, tact and diplomacy to interact effectively with diverse staff, students, and public and community populations.
Coordinates and builds the quarterly class schedules in campus software (ctcLink) according to the course calendar. Works with divisional leadership to coordinate course offerings, resolve room/scheduling conflicts, and maintain current information within CTC Link.
Coordinates and prepares the faculty quarterly contracts in collaboration with their supervisor and Human Resources.
Maintain accurate and organized records, files, and databases related to the nursing program, including budget tracking, student records, faculty documents, accreditation materials, and departmental reports.
Assist in monitoring programmatic budgets, including tracking expenses, processing financial documents (invoices, requisitions, etc), and reconciling financial records in collaboration with the Associate Dean and fiscal personnel.
Provides expenditure control; evaluates costs and assists with purchases for expenditures including equipment, supplies, and furniture; develop cost estimates for equipment needs, space renovations, and projects. Prepares documents such as voucher distributions, purchase requisitions, deposits, travel, transfers; reconciles bank statements while monitoring expenditures and budget status.
Coordinates and supports onboarding and offboarding of division faculty and staff, to include coordinating and supporting the division recruitment process: scheduling hiring committee meetings, preparation of screening materials, sorting and maintaining applications received, scheduling interviews, preparing candidate information and preparation of hiring/onboarding materials.
Assist in planning and coordinating events, meetings, and special projects within the nursing department, including workshops, conferences, and information sessions.
Supervises, trains, mentors and evaluates staff involved in the performance of duties associated with supporting pathway programs.
Compiles and coordinates paperwork for program reviews for the division.
Prepares, reviews and submits reports for Accreditation, Assessment, budget development and other information as requested.
Represent the Associate Dean and nursing program in meetings, task forces, and other college activities.
Participate in college professional development, training, and governance opportunities as needed.
Coordinate requests and work related to rooms, building, equipment, grounds, and maintenance.
Perform other related work as required.
Minimum Qualifications
High school graduation or equivalent.
3 years of experience as an administrative assistant, clerical, secretarial, or general administrative support OR an Associate degree or higher in a directly related field may substitute year for year of experience. Certification of completion from a professional secretarial, or office occupations program may be substituted for one year of experience.
Supervisory experience.
Proficiency with Microsoft Office, Excel and Outlook.
Experience managing and reconciling budgets.
Preferred Qualifications
Experience using PeopleSoft software applications.
Previous experience in an administrative support role, preferably in an academic or healthcare setting.
Knowledge of nursing education programs and accreditation standards.
Conditions of Employment
Successfully complete a criminal history background check prior to employment.
The Successful Candidate Must Demonstrate
Unquestionable integrity and ethics and the ability to maintain confidentiality in handling sensitive, confidential and operational information.
Dependability, accountability and the ability to maintain progress on tasks without supervision.
Effective organizational and interpersonal skills.
Critical thinking skills and strong skills in consensus building and problem solving.
Excellent communication skills including verbal, written and active listening including the ability to give full attention to the customer and display a good-natured, sincere, cooperative attitude and professional demeanor.
Demonstrated ability to work independently and make decisions.
Diplomacy, tact and confidentiality when working with college leadership, other executive staff members, faculty, staff, colleagues at other agencies/institutions, community leaders and local, state and federal officials.
Ability to effectively handle multiple priorities. Ability to convey information in a clear and professional manner.
Ability to establish and maintain positive working relationships with students, colleagues and staff representing diverse ethnic, cultural, socioeconomic and learning abilities.
An appreciation of diversity and the benefits of a commitment to cultural awareness and sensitivity in the workplace.
Application Process
Application Materials
Complete application packages must include the following:
Tacoma Community College online application form.
Resume and cover letter - In your cover letter, describe how your background and experience align with the responsibilities for this position.
Terms of Employment
This is a full-time classified position scheduled to work Monday through Friday 8:00am-5:00pm. Flexibility in scheduling is required to meet department/division needs. The salary range for this position is $3,537 - $4,497 per month. Tacoma Community College offers a comprehensive healthcare benefits package for you and your dependents including medical, dental, and vision insurance. Life and long-term disability insurance plans; vacation, sick and personal leave; reduced tuition for the employee; and retirement benefits are also provided. A collective bargaining agreement exists and membership in the Washington Federation of State Employees or payment of a membership fee is available anytime upon employment. The layoff unit for this position is "All Other WFSE Classified". Degrees must be from accredited colleges or universities recognized by the U.S. Department of Education and verified by National Student Clearinghouse. International degrees will be verified for U.S. equivalency.
Tacoma Community College values diversity and is an Equal Opportunity Employer and Educator. Tacoma 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). 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 persons have been designated to handle inquiries regarding non-discrimination policies: Stephen Smith, Title VII and Title IX, Building 14, 253-566-5055; Kathryn Held, Section 504 Officer, Building 7, 253-566-5328. This recruitment announcement does not reflect the entire job description and can be changed and or modified without notice.
Tacoma Community College
Human Resources
6501 S 19th St Bldg. 14, Tacoma WA 98466
Employment Type: Full-Time
Salary: $ 40,512.00 53,964.00 Per Year
Tacoma Community College (TCC) was built on the ancestral territory of Coast Salish peoples, specifically the Puyallup and Squaxin Island Tribes. The 1854 Medicine Creek Treaty forcibly removed them to Reservations to make way for colonizers; we recognize the privilege of utilizing this land has come at a great cost. We honor the resilience of the Puyallup and Squaxin Island people, who still live here, defend their rights, and contribute greatly to the well-being of our community. Our institution aims to increase partnerships and community ties with the local indigenous populations. Moreover, TCC stands in solidarity with Black Lives Matter and the Black community by further strengthening collaboration with the Black Student Union as well as community entities such as the Tacoma-Pierce County Black Collective, the Tacoma Urban League, and local black-owned businesses. In addition, we strongly support the Stop Asian Hate movement and have an active Asian Pacific Islander Student Club as well as an Asian and Pacific Islander Faculty and Staff Coalition. TCC is committed to developing more culturally responsive curricula by infusing and incorporating more educational content focused on the lives, experiences, and contributions of Native, Black, Asian, and other marginalized communities. We continually strive to become an anti-racist institution.
We are specifically focusing on improved support for traditionally marginalized populations, including Black/African- American, Indigenous, People of Color, Dreamers, justice-involved, immigrants and refugees, Veterans, people with disabilities, and the LGBTQ+ community. To this end, TCC seeks applicants who:
Value intellectual curiosity and innovative teaching
Welcome difference and model respectful interaction with others
Recognize and honor the important role that diversity brings to an educational community
Are committed to educating a racially and socioeconomically diverse student population
Are committed to teaching in a community college setting
Care deeply about student success
Intentionally support and promote efforts related to equity, diversity, and inclusion
Honor TCC's mission promoting equitable access to educational opportunities
Reflect the diversity of our community
Position Overview
Tacoma Community College is seeking a highly organized and detail-oriented individual to join our team as an Administrative Assistant 3 to the Associate Dean of Nursing at Tacoma Community College. The successful candidate will provide high-level administrative support to the Associate Dean of Nursing within our nursing program. This role is integral to ensuring the efficient operation of the nursing department and facilitating the achievement of academic and administrative goals. The ideal candidate will be passionate about working collaboratively with faculty, staff, and administrators to expand the access and supports for our students. The position will work closely with our leadership team including the Dean for Health and the Associate Dean for Nursing.
Essential Functions
Provides confidential administrative support to their supervisor. Including managing schedules, arranging meetings, handling correspondence, and coordinating travel arrangements.
Serve as liaison and primary point of contact for internal and external communications, including responding to inquiries, relaying messages, and maintaining professional correspondence on behalf of the Associate Dean. Use discretion, tact and diplomacy to interact effectively with diverse staff, students, and public and community populations.
Coordinates and builds the quarterly class schedules in campus software (ctcLink) according to the course calendar. Works with divisional leadership to coordinate course offerings, resolve room/scheduling conflicts, and maintain current information within CTC Link.
Coordinates and prepares the faculty quarterly contracts in collaboration with their supervisor and Human Resources.
Maintain accurate and organized records, files, and databases related to the nursing program, including budget tracking, student records, faculty documents, accreditation materials, and departmental reports.
Assist in monitoring programmatic budgets, including tracking expenses, processing financial documents (invoices, requisitions, etc), and reconciling financial records in collaboration with the Associate Dean and fiscal personnel.
Provides expenditure control; evaluates costs and assists with purchases for expenditures including equipment, supplies, and furniture; develop cost estimates for equipment needs, space renovations, and projects. Prepares documents such as voucher distributions, purchase requisitions, deposits, travel, transfers; reconciles bank statements while monitoring expenditures and budget status.
Coordinates and supports onboarding and offboarding of division faculty and staff, to include coordinating and supporting the division recruitment process: scheduling hiring committee meetings, preparation of screening materials, sorting and maintaining applications received, scheduling interviews, preparing candidate information and preparation of hiring/onboarding materials.
Assist in planning and coordinating events, meetings, and special projects within the nursing department, including workshops, conferences, and information sessions.
Supervises, trains, mentors and evaluates staff involved in the performance of duties associated with supporting pathway programs.
Compiles and coordinates paperwork for program reviews for the division.
Prepares, reviews and submits reports for Accreditation, Assessment, budget development and other information as requested.
Represent the Associate Dean and nursing program in meetings, task forces, and other college activities.
Participate in college professional development, training, and governance opportunities as needed.
Coordinate requests and work related to rooms, building, equipment, grounds, and maintenance.
Perform other related work as required.
Minimum Qualifications
High school graduation or equivalent.
3 years of experience as an administrative assistant, clerical, secretarial, or general administrative support OR an Associate degree or higher in a directly related field may substitute year for year of experience. Certification of completion from a professional secretarial, or office occupations program may be substituted for one year of experience.
Supervisory experience.
Proficiency with Microsoft Office, Excel and Outlook.
Experience managing and reconciling budgets.
Preferred Qualifications
Experience using PeopleSoft software applications.
Previous experience in an administrative support role, preferably in an academic or healthcare setting.
Knowledge of nursing education programs and accreditation standards.
Conditions of Employment
Successfully complete a criminal history background check prior to employment.
The Successful Candidate Must Demonstrate
Unquestionable integrity and ethics and the ability to maintain confidentiality in handling sensitive, confidential and operational information.
Dependability, accountability and the ability to maintain progress on tasks without supervision.
Effective organizational and interpersonal skills.
Critical thinking skills and strong skills in consensus building and problem solving.
Excellent communication skills including verbal, written and active listening including the ability to give full attention to the customer and display a good-natured, sincere, cooperative attitude and professional demeanor.
Demonstrated ability to work independently and make decisions.
Diplomacy, tact and confidentiality when working with college leadership, other executive staff members, faculty, staff, colleagues at other agencies/institutions, community leaders and local, state and federal officials.
Ability to effectively handle multiple priorities. Ability to convey information in a clear and professional manner.
Ability to establish and maintain positive working relationships with students, colleagues and staff representing diverse ethnic, cultural, socioeconomic and learning abilities.
An appreciation of diversity and the benefits of a commitment to cultural awareness and sensitivity in the workplace.
Application Process
Application Materials
Complete application packages must include the following:
Tacoma Community College online application form.
Resume and cover letter - In your cover letter, describe how your background and experience align with the responsibilities for this position.
Terms of Employment
This is a full-time classified position scheduled to work Monday through Friday 8:00am-5:00pm. Flexibility in scheduling is required to meet department/division needs. The salary range for this position is $3,537 - $4,497 per month. Tacoma Community College offers a comprehensive healthcare benefits package for you and your dependents including medical, dental, and vision insurance. Life and long-term disability insurance plans; vacation, sick and personal leave; reduced tuition for the employee; and retirement benefits are also provided. A collective bargaining agreement exists and membership in the Washington Federation of State Employees or payment of a membership fee is available anytime upon employment. The layoff unit for this position is "All Other WFSE Classified". Degrees must be from accredited colleges or universities recognized by the U.S. Department of Education and verified by National Student Clearinghouse. International degrees will be verified for U.S. equivalency.
Tacoma Community College values diversity and is an Equal Opportunity Employer and Educator. Tacoma 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). 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 persons have been designated to handle inquiries regarding non-discrimination policies: Stephen Smith, Title VII and Title IX, Building 14, 253-566-5055; Kathryn Held, Section 504 Officer, Building 7, 253-566-5328. This recruitment announcement does not reflect the entire job description and can be changed and or modified without notice.
Tacoma Community College
Human Resources
6501 S 19th St Bldg. 14, Tacoma WA 98466
Employment Type: Full-Time
Salary: $ 40,512.00 53,964.00 Per Year
Source : Tacoma Community College