Administrative Assistant to the Dean - Health Sciences, Education & Wellness Institute (HSEWI) Job Listing at Bellevue College in Bellevue, WA (Job ID 14489)

Description

Position Summary  

The Administrative Assistant supports the Dean for the Health Sciences, Education, and Wellness Institute. This position will support planning, organizing, implementing, coordinating and controlling administrative services. The Administrative Assistant performs higher-level administrative duties of a substantive nature to provide support to the Dean. The ideal candidate will have excellent organizational skills, strong attention to detail, and a commitment to promoting diversity, equity, and inclusion (DEI). This position reports to the Dean of the Health Sciences, Education, and Wellness Institute.

Pay, Benefits & Work Schedule  

Position Salary Range: $50,388/year - $67,668/year

The salary information shown above is a general guideline only. The salary will be determined based on candidate's qualifications and related experience, as well as market and business considerations. Individuals newly hired to Classified position are placed in a salary range based on the WPEA Collective Bargaining Agreement.

We offer comprehensive compensation package with salary and benefits as the main components. Competitive salary is within the Range stated above, and commensurate with qualifications and experience. Generous benefits package is offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents; choices of retirement and deferred compensation plans; paid holidays, sick, and vacation plans; transit program, reduced tuition, employee discounts and memberships, etc.

The employee is scheduled to work 40 hours per workweek. This is a Classified, overtime eligible position and represented by the Washington Public Employee Association of Higher Education (WPEA-HE).

About The College  

Bellevue College is a diverse student-centered, comprehensive and innovative college, committed to teaching excellence that advances the life-long educational development of its students while strengthening the economic, social and cultural life of its diverse community. Bellevue College is located just 10 miles east of Seattle where we serve a student population of over 54% students of color and over 1,300 international students. The college promotes student success by providing high-quality, flexible, accessible educational programs and services; advancing pluralism, inclusion and global awareness; and acting as a catalyst and collaborator for a vibrant region.

We strive to create a vibrant and inclusive campus community that supports a diverse student body, faculty and staff. As an essential part of our mission and goals, diversity, equity and pluralism are promoted and fostered in all aspects of college life. By enriching student life through leadership opportunities, personal learning and cultural experiences, we are committed to building an inclusive and diverse campus community that fosters creativity, innovation and student success.

For more information, visit BC Facts at a Glance @ Bellevue College.

About the Department  

The Health Sciences, Education & Wellness Institute (HSEWI) fosters successful completion of our diverse students' education goals, as well as advocates life-long wellness, learning, teaching, and service excellence. We provide a wide variety of accessible, rigorous, and engaging professional/technical courses, programs, and credentials that are responsive to individual, institutional, and community needs, prospects, and opportunities. Our Institute is comprised of sixteen unique programs which focus on providing excellent education and training for many professions in healthcare, education, and wellness.

Essential Functions  

Administrative Support

Provide secretarial and administrative support to the Dean including:

• Managing the Dean's calendar, scheduling appointments, arranging meetings, and ensuring effective time management;
• Making travel arrangements for the Dean and finalizing travel reports in accordance with College and state policies;
• Preparing and distributing meeting agendas; formatting transcription, recording minutes, and composing, editing and typing correspondence;
• Exercising signature authority on administrative correspondence;
• Reviewing and revising electronic communications such as program announcements, newsletters, advertising, and web posters;
• Assisting with appropriate procedures for academic job searches and appointments, re-appointments, employee on-boarding, performance review, tenure review, and promotion in compliance with institutional policies and agreements;
• Utilize project management skills to plan, execute, and monitor various projects within the divisions, incorporating DEI considerations;
• Establishing and maintaining accurate electronic and hard copy files, including appropriate archival filing for syllabi, tenure and promotion documents, financial paperwork, monthly budget reports, and equipment inventory;
• Conducting research, collecting data, and assisting in the preparation and maintaining administrative, business and academic reports and records, presentations, and correspondence related to projects, highlighting DEI perspectives;
• Assisting with the coordination and organization of events, workshops, and conferences, including logistics, registrations, and materials preparation, with a focus on fostering an inclusive atmosphere and effective communication;
• Representing and/or communicating on behalf of the Dean at meetings and conferences;
• Providing logistical, tactical, and clerical assistance to faculty involved in teaching and research programs;
• Interpreting, counseling and implementing institution policies and procedures;
• Assisting in formulating general administrative policies of the division and coordinating policy and college matters with other governmental agencies.

Budget Support

Provide the Dean with assistance on budget including:

• Assisting the Dean to prepare annual reports and resolve contractual issues;
• Assisting and supporting the Dean to prepare cost estimates and project future purchase needs;
• Assisting the Dean to audit and approve expenditures, requisitions, vouchers, payroll and personnel changes for accuracy and compliance with policies and procedures.

Space, Equipment, and Facilities Support

Manage Space, Equipment, & Facilities; including:

• Authorizing equipment repair/renovation.
• Preparing space and equipment analysis and implement maintenance of facilities;
• Coordinating space management, including renovation and/or remodeling for administrative, laboratory, and classroom areas and classroom reservation;
• Assisting in preparation of long-range plans for space utilization and renovation;
• Coordinating and maintaining liaison with internal and external stakeholders, including faculty, staff, students, and community partners for services and programs such as new buildings or modifications.

Other

• Perform other duties as assigned.

Minimum Qualifications  

• High School Graduation or equivalent in relevant field. Any combination of relevant education and/or experience may be substituted for the educational requirement on a year-for-year basis.
• Proven experience providing administrative support at a senior level, preferably in higher education or a healthcare setting.
• Effective verbal and written communication skills that ensure direct and meaningful messaging with senior management, faculty, students and other target audiences.
• Exceptional organizational and time management skills, with the ability to prioritize tasks, meet deadlines and handle details.
• Strong diplomatic and interpersonal skills, with the ability to establish and maintain cooperative relations with diverse individuals and groups and foster a welcoming and inclusive environment.
• Demonstrated ability to maintain confidentiality and manage sensitive information with discretion.
• Flexible and adaptable, with the capacity to work independently and collaboratively.
• Ability to use sound and independent judgment to exercise appropriate decision-making authority.
• Proficient in using office software, including word processing, spreadsheet, and presentation tools (Word, Excel, Outlook, Teams, PowerPoint).
  Effective problem-solving skills, a proactive approach to overcoming challenges, and the ability to be a self-starter.
• Ability to manage multiple priorities and work under tight deadlines.

Preferred Qualifications  

• Associate's degree or higher in Business Administration, Communications, or a related field.
• Experience authoring/publishing monthly newsletter.
• Familiarity with learning management systems and educational technology platforms that support inclusive and accessible learning experiences.
• Experience supporting accreditation processes or managing grant-funded projects.
• Familiarity with educational enterprise resource planning database and tracking systems.
• Familiarity with the operations of a college or university, especially within health sciences and education programs.
• A willingness to learn and a good service ethic.

Conditions of Employment  

Bellevue College intends to provide a drug-free, healthy, safe, and secure work and educational environment. Each employee is expected to report to work in an appropriate mental and physical condition to perform her/his/their assigned duties.

Bellevue College employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services. 

Sexual Misconduct and Background Check:

Prior to start of employment, finalists(s) for this position will be subject to a pre-employment background check as a condition of employment. Information from the background check will not necessarily preclude employment, but will be considered in determining the applicant's suitability and competence to perform in the position.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington State Law.

Check frequently in your inbox, spam, junk, clutter email folders for any communication regarding the next steps from Bellevue College and our background check partners.

Reference Check:

Reference checks may include, but are not limited to, contacting references and verification of work experience, and/or past job duties. 

Other Information  

• This position is NOT eligible for relocation allowance.
• This position is NOT eligible for sponsorship for employment-based visa.

How To Apply  

Applications received by 12/24/2024 will be given full consideration. Applications received after that date may be considered until the position is filled. 

All individuals interested in this position are encouraged to apply. Your application must include a complete online application and all of the required documents below to be considered complete. Any application that does not provide all requested information will not be considered for the position (only submit required documents with the application, additional will not be reviewed.) Please review Application Tips before applying. Current Bellevue College employees should apply the position through Employee Self Service.

Required application materials:   

• Attach a Cover Letter (min 1 pg., max 2 pgs.)
• Attach a Resume
• Attach a Diversity Statement (min 1 pg., max 2 pgs.) that addresses the following: Please provide specific examples of how your educational and/or professional experiences, demonstrate your commitment to diversity and equity
• Complete the Job Questionnaires if applicable

Contact: 
If you have questions with regards to the application or the hiring process, please contact Office of Human Resources at 425-564-2274 or email to jobs@bellevuecollege.edu.

EEO Statement  

Bellevue College does not discriminate on the basis of race, color, national origin, language, ethnicity, religion, veteran status, sex, sexual orientation, including gender identity or expression, disability, or age in its programs and activities. Please see policy 4150 at www.bellevuecollege.edu/policies/. The following people have been designated to handle inquiries regarding non-discrimination policies: Title IX Coordinator, 425-564-2641, Office C227, and EEOC/504 Compliance Officer, 425-564-2178, Office B126. 

Applicants with disabilities who require assistance with the recruitment process may contact hraccommodations@bellevuecollege.edu .

 Apply on company website