"Administrative Assistant 3 - Business and Pure & Applied Science Division"

Administrative Assistant 3 - Business and Pure & Applied Science Division

Posted: 21-Jan-26

Location: Highline College 2400 S 240th St Des Moines

Categories: Staff/Administrative

Internal Number: 5197701

Posting open until filled. Priority consideration for applications received by Feb 1, 2026.

Under general supervision, the Administrative Assistant 3 (AA3) will perform a variety of complex administrative and secretarial support duties and assignments in support of faculty in the Business and Pure & Applied Science Division. These include: independently plan, organize and prioritize work; office record keeping and filing systems; establish office procedures, standards and priorities; and coordinate office operations. This position is expected to be proactive and initiate the necessary action to ensure the work unit and office goals are met. This position will have frequent contact with clients, the public, staff members, students and faculty and must demonstrate excellent customer service to all clients.

This position is a classified full-time position, which is eligible for overtime.

Salary Information:
The above salary range reflects the starting step of Range 40 (Step C) and ending step (Step M) salary for this classified position and includes a 5% King County compensation provision. As a new classified employee, based on annual increments, it will take 5 years to reach Step L on the salary schedule, 11 years to reach step M on the salary schedule. This does not reflect any contractual changes; legislative mandated salary increases or Cost of Living Increases (COLA's) that may be approved in the future.

Reporting to the Dean of Workforce Pathways, this position will:

Plan, organize, direct and coordinate the operations of the Division - 40%

• Act as the main point of contact for faculty, staff, students and community members, including coordinating division communications such as answering and forwarding phone calls, distributing mail, and delivering messages;
• Provide logistical support for division/department meetings and events, including reserving space, communicating with participants or facilitators upon request, compiling and distributing meeting materials, and coordinating with facilities on space setup;
• Provide daily logistical support to assigned Division Chair, Department Coordinators, faculty and students, including managing electronic and manual filing systems, serving as the Emergency Preparedness Coordinator for the building, and providing instruction on office equipment usage, campus parking, class coverage, office hour procedures, instructional procedures and other college policies and resources;
• Document and update the standard operating procedures of the Division;
• Coordinator quarterly instruction processes, including:
  1. Maintain office hour schedules for faculty in the building in a readily accessible place so students can find instructors/advisors easily;
  2. Collecting syllabi quarterly from all faculty according to current Division processes, directing faculty available syllabi resources;
  3. Coordinate quarterly textbook ordering process including desk copies;
• Acting as a liaison between students and faculty, including assisting students in resolving issues and directing complaints through the instructional grievance process;
• Act as the main point of contact for Facilities to address building or classroom concerns, documenting concerns and responses as needed;
• Coordinate contract processes for the division according to established policies and procedures, including communicating with vendors, collecting required documentation and signatures, entering and monitoring requisitions within ctcLink, submitting applicable documents to initiate payment, confirming payment has been received, and troubleshooting as needed;
• If applicable and in accordance with departmental practices, monitor division equipment, including checking equipment in/out to students, and overseeing inventory of equipment;
• Support recruitment, hiring, and onboarding process for new faculty
  • As needed, support Department Coordinators and Division Chairs in preparing position descriptions, identifying costs for specialized recruiting postings, and scheduling screening committee meetings and trainings;
  • In collaboration with the Department Coordinator and other campus stakeholders, supporting the onboarding of new faculty, including pre-arrival communication to coordinate logistics, introducing them to policies and procedures, requesting account access, assigning adjunct office space, ordering name tags, setting up office space, adding them to the Highline directory, informing them on where they can find faculty resources, and ordering keys for office;
• In collaboration with the Division Chair and Department Coordinator, manage marketing materials, including:
  • Make updates to department website according to current AA division templates;
  • In collaboration with Academic Affairs office and the Workforce Outreach and Recruitment Specialist, organize and maintain marketing materials for the division and for outreach events;
  • Support recruitment, outreach, and community-building events for the division, as requested;
• If applicable, provide support to department coordinators with external accreditation procedures, including supporting the development and publication of handbooks/guidelines as required;
• In collaboration with other Program Specialists, provide coverage to other Divisions in case of vacancies or extended leave;
• In collaboration with other Program Specialists, assist in onboarding and training new Program Specialists on departmental processes, as needed;
• Direct, supervise, train and assign work to student workers and 1,000-hour office assistant;
• Complete special projects as assigned and ensure projects comply with college policies and applicable laws and regulations;
• Attend meetings, participate in campus community events and activities;
• Analyzes current processes to identify strengths and weaknesses. Develop recommendations for improvements and work with teams to implement them;
• Other duties as assigned.

Manage course evaluation processes - 10%

• Maintain schedule for departmental review of student course evaluation forms based on agreed upon review cycle; annually share with Division Chair and Faculty Department Coordinators to facilitate regular review
• Lead logistical processes for quarterly and annual course evaluation processes in alignment with current HCEA-HC requirements, including:
  1. Communicating with faculty about the course evaluation process, including referring faculty to HC-HCEA contract requirements;
  2. Setting up course evaluations based on faculty modality preferences;
  3. Regularly updating faculty on course evaluation response rates to encourage student participation in course and faculty evaluation; as needed, refer faculty to campus resources for increasing student response rates;
  4. Tracking and collecting evaluations according to established guidelines;
  5. Ensuring evaluation files are stored in a secure location and distributed to approved stakeholders according to established guidelines;
  6. Once completed course evaluations are returned, prepare and distribute evaluation reports in accordance with HCEA-HC contractual timelines and ensure all faculty receive evaluation reports.
  7. Support part-time faculty evaluation process, including:
     • Collaborating with Department Coordinators and Office of Instruction to maintain annual calendar of evaluations needed for PT faculty per the current HCEA-HC contract;
     • As needed, assist Department Coordinators or their designees with scheduling related to PT evaluation processes.

Managing faculty travel and purchasing processed and coordinating the faculty professional development fund process - 50%

• Coordinate faculty professional development fund purchasing and travel processes, including:
  1. Reviewing and recommending overall process improvements;
  2. In collaboration with Division Chairs, send regular reminders to faculty about availability of professional development funds, including potential uses;
  3. Orienting faculty to the Professional Development request process, including keeping faculty informed of travel and purchasing guidelines and timelines;
  4. Collect professional development fund requests, review for completeness, and process according to departmental standards;
  5. Record and maintain faculty professional development fund expenditures according to departmental processes, including preparing reports upon request for the annual "give back" fund process;
  6. Purchasing Professional Development materials including registration, memberships, subscriptions, books, resources, tuition reimbursements, etc.;
  7. Completing required travel and reimbursement documents on behalf of faculty, including collecting and reviewing required documentation from faculty, working with faculty to clarify errors or missing information, collecting required signatures, creating expense reports, and confirming reimbursement totals with faculty according to department guidelines;
  8. Coordinating group professional development fund requests.
• In collaboration with Division Chairs and the Director for Instructional Planning and Budgets, provide fiscal support to division, assuring expenditures to not exceed established budget limitations; recording transactions according to departmental practices; monitoring funds for student fees and expenditures; and maintaining financial records and files;
• Monitoring and maintaining supply inventories;
• Purchasing materials or travel related expenses, in accordance with college guidelines;
• Reconciling purchase card according to current college procedures and timelines;
• Creating expense reports for faculty reimbursements.

Ability to:

• Communicate effectively, both written and verbally;
• Proficiently use Microsoft/Google office products;
• Work independently with a high degree of accuracy and efficiency;
• Work and interact effectively with colleagues, staff, students, administrators and others of various cultural, social-economic backgrounds and abilities;
• Adhere to project timelines and details with strong organizational skills;
• Work as a strong team player.

Minimum Qualifications:

• High school graduation or GED; AND
• Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work;

OR

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

Preferred Qualifications:

• Experience using PeopleSoft;
• Experience working in a college or educational setting.

Desired Qualifications:

• Experience working in a community college or other academic setting;
• Experience working with first generations students, students of color or immigrants, or with organizations serving underrepresented communities.

About Highline College

Highline College prides itself on its commitment to diversity and equity, its institutional culture of collegiality and innovation, its globalization of curricula and its inclusion of the community in its programming. Founded in 1961, Highline College is situated in a diverse community just 15minutes south of Seattle. The college annually serves more than 16,500 students – a student population of over 70% students of color, representing 35 nations and more than 100 languages.