Administrative Assistant 3

Administrative Assistant 3

Walla Walla Community College

Salary: $3,811.00 - $4,987.00 Monthly

Job Number: 2026-105G

Location: Walla Walla, WA

Department: VPI/INSTRUCTION OFFICE

Closing: Continuous

This position is open until filled. First consideration will be given to applicants whose complete application has been received by 6/23/2026 at 11:59pm PST.

General Responsibilities:

The Administrative Assistant provides advanced administrative and clerical support to the Dean of Workforce, Transfer and Trades.

Essential Functions:

Dean and Division Support

• Serve as liaison between the Dean's office, faculty, staff, students, and external partners.
• Manage the Dean's calendar, coordinate meetings, and ensure deadlines are met.
• Draft, edit, and distribute correspondence, reports, and communications.
• Screen calls, visitors, and correspondence, and ensure appropriate follow-up.
• Represent the Dean at meetings and take minutes as appropriate and requested.
• Coordinate room reservations, technology setup, and virtual meeting platforms.

Financial and Budget Management

• Reconcile and process purchasing card (PCard) charges for Dean, coordinate and process travel requests and reimbursements in accordance with college and state policies.
• Track and monitor division budgets, including professional development funds.
• Prepare and distribute budget reports to the Dean.
• Ensure budget expenditures are coded correctly and comply with state and institutional guidelines.

Course Scheduling and Faculty Workload

• Assist in tracking course scheduling and enrollment data; recommend adjustments based on enrollment.
• Track and prepare faculty workload and payroll data in collaboration with the Instructional Support Specialist, Dean, and other support staff.

Personnel Support

• Coordinate and assist with recruitment processes, including scheduling interviews, participating on search committees, and onboarding new staff and faculty.
• Ensure resources are available for new personnel.
• Process and track personnel-related documents, stipends, and reassignments.

Special Projects and Grants

• Assist with grant preparation, submission, and reporting by gathering enrollment, budget, and program data.
• Support division activities, projects, and community partnerships as assigned by the Dean.