Administrative Assistant 3

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or status as a protected veteran. For more information regarding Evergreen's non-discrimination policies or to report discrimination, please visit the Affirmative Action and Equal Opportunity webpage at www.evergreen.edu/equalopportunity or contact the Affirmative Action and Equal Opportunity Officer at (360) 867-5371, Room 3102 Library Building, 2700 Evergreen Parkway NW, Olympia, WA 98505.

• Support special projects and initiatives, ensuring timely completion and delivery of outcomes.
• Coordinate logistics for executive meetings, retreats, and events, including scheduling, venue coordination, and catering arrangements.
• Responsible for ensuring staff and faculty are apprised of and follow college policies and procedures, and state laws; provide information and advice to faculty, staff, students, and the public.
• Establish office procedures and standards.
• Establish priorities and deadlines in collaboration with the Dean.
• Act as a liaison to the Olympia Campus community, such as Registration and Records, Academic Deans Office, Human Resource Services, Facilities, Marketing, and the Academic Budget office, by interpreting, troubleshooting, and solving administrative problems or referring issues to appropriate resources.
• Serve as a liaison to the public, overseeing incoming communication through phone, email, and website.
• Serve as a liaison with the college web development team for updates to the Evergreen Tacoma website and provide SharePoint support.
• Develop and maintain office records and filing systems and follow record retention schedules to purge and archive as needed.
• Hire, train, and supervise student employees as needed.

• Manage the Dean's calendar, including scheduling meetings times, locations, and logistics.
• Prepare background information for meetings.
• Ensure that all established hiring policies and procedures are followed.
• Prepare correspondence for the Dean's signature, such as invitations, thank you notes, requests for information, and recommendations.
• Conduct research (web-based and bibliographic) on special projects and prepare written analysis/summary for the Dean's review.
• Prepare reports and presentations for internal and external audiences.

• Serve as contact/resource for students (current, prospective, alumni, etc.) regarding faculty evaluations and academic programs; answer questions and make referrals to faculty, staff, or other departments.
• Process official narrative evaluations originated by faculty through the Online Records System by editing for accuracy, grammar, punctuation, spelling, credit equivalencies, and discrepancies.
• Communicate effectively with faculty and staff for a timely turnaround of evaluations through the Online Record System for submission to Registration and Records for student transcripts.
• Track evaluation status data and download and update reports.
• Follow up with faculty regarding fifth week warning, credit awards for financial aid verification, etc.
• Follow up on incomplete and outstanding evaluations with faculty and the Dean.

• On behalf of the Dean, authorize account expenditures, purchase orders, travel authorities and vouchers, and personal service contracts.
• Coordinate student services budget component, space and other administrative needs with other staff.
• Ensure timely submission of program, faculty, and capital budget requests.
• Submit annual student staffing needs requests to the Academic Budget Office.
• Manage all grant and contract budgets, including coordination with the Academic Budget Office as needed, ensure compliance with college policies and state and federal requirements, and monitor intermediate and final report deadlines to ensure required reports are submitted.
• Reconcile Tacoma Campus monthly, yearly, and biennial accounting; determine and resolve discrepancies.
• Prepare quarterly budget reports for the Dean.

• Manage and negotiate all contracts for custodial, security, and food service and coordinate changes with the appropriate Olympia Campus personnel.
• Coordinate security and custodial scheduling with contracted agencies and appropriate Olympia Campus personnel.
• Establish building open hours on a weekly basis and ensure that required staff, security, and custodial support are informed of schedule changes.
• Coordinate the scheduling of lecture, seminar, and specialty labs with faculty and staff.
• Coordinate community use of the Tacoma Campus facilities with Conference Services and the Academic Budget Office and ensure that established state and college policies for non-college use of state facilities are employed and that users understand the range and limits of available resources.
• Coordinate facility use for all student sponsored activities and oversee the smooth running of the end of the year all program collaborative projects.
• Coordinate room furniture setup for academic programs and special events.
• Authorize keys for use of spaces on the Tacoma Campus.
• Perform other duties as assigned.

• Advanced skill in providing high-level administrative support to executive leadership, faculty, and other staff.
• Skill in calendar management, meeting coordination, and correspondence.
• Ability to manage special projects and initiatives, ensuring timely completion and delivery of outcomes.
• Exceptional communication skills, adept at writing memos, reports, and presentations.
• Ability to track budgets, including staff salaries and benefits, operating expenses (i.e., travel, goods, and services), contracted services (i.e., security, custodial), technical equipment (i.e., computers, multimedia, and science equipment), and grants and contracts.
• Capable of adjusting to evolving priorities and excelling in a swiftly changing, dynamic professional atmosphere.
• Skill in space and facilities management.
• Excellent written, multi-media presentation, and interpersonal communication skills.
• Strong organizational skills.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint, Teams, etc.) and programs for virtual meetings (Teams and Zoom), desktop publishing, presentations, and creation of content for web-based resources.
• Ability to design, organize, and maintain departmental records, files, and information retrieval systems.
• Ability to conduct reliable internet research.
• Ability to work independently and collaboratively with students, faculty, and staff.
• Competence in navigating culturally responsive environments.
• Ability to work under pressure and coordinate multiple tasks requiring a high degree of accuracy and attention to detail in an open, highly interactive office environment with continuous student contact.
• Knowledge of personnel practices and procedures.
• Ability to work for extended periods of time at a desk/computer.
• Ability to work effectively with people of diverse cultures, work and learning styles, and underrepresented backgrounds.
• Ability to maintain confidentiality and comply with the federal Family Educational Rights and Privacy Act (FERPA).
• Ability to work some evenings and occasional weekends.

• Bachelor's degree in business administration, public administration, or a related field.
• Three years of experience in executive support or operations management preferably within a culturally responsive environment and higher education setting.
• Experience working within dual language learning environments.
• Community involvement and commitment to social justice issues.

• Must provide proof of identity and employment eligibility within three days of beginning work.
• This position is part of a bargaining unit and covered by a collective bargaining agreement.
• Prior to an official offer of employment, a Declaration Regarding Sexual Misconduct form must be submitted to the college per RCW 28B.112.080. The college will contact current and past employers to verify this information. Applicants who provide inaccurate information in their declaration will be disqualified and, if the inaccuracies are discovered after the applicant has been hired, it shall be grounds for termination.
• Must be able to work some evenings and occasional weekends.