0-1 years of experience
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Employment Type:
Full time
Job Category:
Office Assistant 3 - Organizational Learning & ...
(This job is no longer available)
Grad Date

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Job Description

Position Summary

This position supports the front office team by receiving and referring visitors, answering inquiries and responding to program information requests.This position will perform a variety of clerical duties and customer service tasks for the Division of Organizational Learning & Effectiveness and reports to the Administrative Assistant for the division.

Essential Functions

* Performs reception duties including receiving and referring visitors, respond inquiries regarding departmental procedures and services/program availability.
* Provide general office assistance including (but not limited to) data entry, filing, answering phones.
* Provides support to faculty and instructional staff in classroom preparedness, computer assistance, communicating with the instructors to meet the needs of the students and mission of the college, assist with monitoring student arrivals and direction to their faculty, filing student records and instructional materials, typing documents and spreadsheets, running reports, photocopying, proofing of documents for classroom use, troubleshooting and maintenance of office equipment for faculty to always be prepared for classroom instruction, monitor student make-up testing in the AFC for faculty.
* Prepare various college forms (travel, purchasing, meals with meetings, light refreshments, speaker contracts, vendor contracts, etc.).
* Maintain databases in Google Drive, Canvas, and Survey Monkey.
* Maintain inventory of supplies and order of office supplies.
* Receives, opens, processes and distributes mail on a daily basis
* Prepares and assists with the logistics for Professional Development Days events and paperwork/forms as needed.
* Prepare college forms and distributes college purchasing cards to adjunct faculty.
* Prepare college forms and expense claims and maintain Mentor Program database to keep track of expenses
* Maintains spreadsheet for Adjunct Faculty professional development hours for paying stipends and to monitor the expenses.
* Receives and prepares Faculty Retreat bookings, purchasing and preparation of college forms.
* Scans receipts and pre-authorization papers for purchasing card reconciliation reports.
* Tracks Division's budget as needed.
* Receives room reservations on 25 Live and updates building 9 activities and posts in the Teaching & Learning Center (building 9) on a weekly basis.
* Prepares spreadsheets, e-documents, filing, and other documentation and organizational needs as well as creating, updating, and posting flyers. Create and maintain updated lists, spreadsheets, email templates and other records..
* Assist faculty and staff in the Teaching and Learning Center, as needed, regarding set up, clean up, technology usage in the rooms in Building 9, access to rooms and technology, and other basic customer service needs for TLC.
* Prepare documents and flyers for printing and distribution.
* Make deliveries across campus.
* Coordinate with staff in the Adjunct Faculty Center should there be staff shortage in either AFC or TLC.
* Perform other related duties as assigned.


Minimum Qualifications:

* High school graduation or equivalent
* Two years of experience providing clerical or office support.
* Proficient with Microsoft Office programs (Word, Excel, Outlook, PowerPoint, Access)

Preferred Qualifications:

* Experience working in higher education
* Applied knowledge of Google suite products (forms, drive, etc.)
* Advanced knowledge of Excel and Office 365
* Experience using Learning Management Systems such as Canvas

Conditions of Employment

* Successfully complete a criminal history background check prior to employment.
* Reliable and predictable attendance

The Successful Candidate Will Demonstrated

* Excellent time management skills. Ability to manage workload to ensure timely and effective operational success.
* Ability to interact and communicate in a positive and professional manner.
* Ability to work in an unstructured environment on several tasks and goals is essential
* Must have a strong sense of prioritization of task completion and follow-through.
* Excellent customer service skills, including establishing, building and maintaining internal / external customer satisfaction.
* Excellent interpersonal, oral, and written communication skills.
* An appreciation of diversity and the benefits of a commitment to cultural awareness and sensitivity in the workplace.
* Ethics, integrity, and sound professional judgment.
* Results orientation and initiative including resourcefulness in problem solving.
* Exercise sound judgment, tact and diplomacy in all interactions.

Application Process

Application Material & Procedures

Complete application packages must include the following.

* Tacoma Community College online application.
* Cover letter and resume. In your cover letter indicate how your background and experience meets the qualifications for this position.

Terms of Employment

This is a full time temporary non-permanent classified position scheduled to work Monday through Thursday; 7:00 am - 5:30 pm during the summer and Monday through Friday, 8:00 am - 5:00 pm during the academic year. This temporary position is scheduled to through April 2020. Renewal of this position is contingent on funding. The salary range for this position is $2,359 to $3,044 per month. Flexibility in scheduling is required to meet business and department needs. Tacoma Community College offers a generous benefits package to include: life, health, dental and long-term disability insurance, state retirement, vacation leave, sick leave and holiday pay. A collective bargaining agreement exists and membership in the Washington Federation of State Employees or payment of a service fee is required within 30 calendar days of employment. The layoff unit for this position is "WFSE Classified - All other".

Tacoma Community College values diversity and is an Equal Opportunity Employer and Educator

Tacoma Community College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). Provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following persons have been designated to handle inquiries regarding non-discrimination policies: Beth Brooks, Title II and Title IX, 253-566-5054; Dolores Haugen, Section 504 Officer, 253-566-6090. Tacoma Community College is a smoke-free/drug free environment. This recruitment announcement does not reflect the entire job description and can be changed and or modified without notice.

Tacoma Community College 6501 S 19th St Bldg. 14, Tacoma WA 98466 www.tacomacc.edu/about/employment

About Tacoma Community College

We operate from the simple basis that if we produce the results you want, you'll give us your business now and in the future. While we offer the highest quality, performance-based, experiential training you can find, we know that training isn't always the solution. We focus on you, the customer. We like to ask questions. We want to know how you operate, what your goals are, what challenges you face. We want to talk to you, your managers, your front-line supervisors and leads, and your rank and file employees. We may also tour your facilities, conduct certified testing to measure skill levels, or conduct a formal needs assessment. When we find out what your really want to accomplish, and what conditions exist in your organization, then we'll begin recommending some ways to help you. You're with us all the way. If we determine training is something you want, our training coordinator/trainers will work closely with you to design a training curriculum and schedule that reflects your circumstances. No canned training programs. With all of our services, your participation is key to our success. We provide regular progress reports, and we'll ask you to tell us if we're meeting your expectations. We offer tools you can use. With our Experiential Learning method, we guarantee your employees will walk away with skills and information they can and will use immediately on the job. We stress real-world application in everything we do. What you see is a difference in the office, on the production floor, in the conference room in the field and anywhere your employees are working. You'll see them working more cooperatively, more efficiently and with better results. We're here for the long run. As part of Tacoma Community College, the Center for Business and Professional Development is a permanent part of this community. We don't disappear one the project is finished; we're committed to a long-term partnership for as long as you need us.