Walla Walla Community College invites applications to fulfill the role of Secretary Senior for the Dean of Workforce Education on the Walla Walla Campus. |
This position serves as the primary assistant to the Dean of Workforce Education, performing a variety of complex secretarial duties such as coordinating office operations, monitoring and evaluating status of budgets, compiling reports relevant to Workforce Education, developing travel itineraries for the Dean and preparing documents and correspondence from dictation and written draft.
Walla Walla Community College was recognized by the Aspen Institute as the top community college in the United States for 2013.
Walla Walla Community College is a comprehensive institution providing professional-technical, transfer, transitional studies, and extended learning programs at the postsecondary level. Most programs are located on the 110-acre Walla Walla campus site, which was established in 1974. Programs are also offered at the Clarkston Center in Clarkston, Washington; at Department of Corrections Facilities in Walla Walla and Connell, Washington; and at other off-campus locations. Over 12,679 students enroll annually. Full-time equivalent enrollment in 2011-2012 was more than 5,236 full-time equivalent students.
· Provide substantive, comprehensive and confidential administrative, secretarial, coordination, and public relations support to the Workforce Education Dean.
· Establish and maintain effective communication with all sectors of the College and important community and state entities. Serve as liaison between the Dean, staff, faculty, students, and the public.
· Maintain the Dean’s calendar, establish priorities, and keep the Dean informed of commitments and deadlines.
· Prepare financial reports for the Dean using FMS.
· Assist in preparing, compiling and providing reports related to Workforce grants while working with other Professional Technical departments.
· Independently coordinate projects and ongoing functions as assigned by the Dean.
· Arrange the Dean’s travel and prepare supporting paperwork.
· Establish procedures and interpret and apply administrative policies to the work of the unit.
· Develop, maintain and report quarterly instructional reports related to Professional-Technical faculty Full-Time Equivalent (FTE) instructional loads.
· Develop, maintain and report quarterly course enrollment reports related to Professional-Technical program areas.
· Compose correspondence independently; prepare meeting agendas, take and transcribe minutes from committee meetings; compose a variety of correspondence, memoranda, reports, and other materials; take and transcribe dictation including material of confidential nature.
· Assist with Leave and Time Report status related to Professional-Technical staff.
· Track and maintain files. Semi-annually report Professional-Technical instructor vocational certification status.
· Assist in collection and processing of Professional-Technical faculty’s Professional Improvement Unit (PIU) forms.
· Schedule and coordinate quarterly Support Staff meetings and periodic directed in-service activities.
Competencies & Requirements:
· Computer experience using databases and other software; working knowledge of current Microsoft Office. Advanced Excel spreadsheet skills and Word document skills.
· Experience handling record-keeping functions and data entry with a high level of accuracy and attention to detail.
· Excellent communication skills across various educational and cultural levels, with students, faculty, staff, and visitors and outside vendors, while utilizing written, electronic, and verbal methods.
· Must be able to work with high integrity, accountability, reliability, and be a team player.
· Ability to communicate effectively and to establish and maintain effective working relationships.
· High school graduation or equivalent and two years of increasingly responsible, full-time clerical experience including word processing, spreadsheets, data base files and knowledge of Microsoft Office programs required. Equivalent education/experience may substitute at the discretion of the College.
· Associate of Arts degree or AAAS degree in Administrative Assistant desired.
· Previous academic office experience desired.
· Bilingual in English and Spanish - written and verbal desired.
Conditions/Terms of Employment:
This position typically works 40 hours per week Monday – Friday 8:00 a.m. – 5:00 p.m. in an indoor office setting. Persons hired must be able to provide acceptable documentation of lawful authorization to work in the United States within three (3) days of employment, and successfully complete a probationary period. Candidate may be subject to a criminal history background check as a condition of employment. This position is in a bargaining unit for which WPEA Higher Ed is the exclusive representative. As a condition of employment, employees must either become members of the Union and pay membership dues or, as non-members pay a fee in accordance with the contract provisions.
Required Application Materials:
Required Application Materials
The application deadline for this position is Tuesday, July 16th. To qualify for consideration, applicants must meet required competencies and submit a complete application packet, which includes the following:
· Online application.
· Cover letter detailing how you meet the qualifications and competencies for this position
· Comprehensive resume
· List names, addresses, and telephone numbers of three professional references
NOTE: All of the above are required to ensure your consideration for this position.
WWCC reserves the right to not fill this position, reject all applicants, reopen the position or make a direct appointment. Applications received during this recruitment may be used to fill future vacancies at the College's discretion.
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