Administrative Assistant 4 -NAS

***Priority review begins November 17, 2025.***

South Puget Sound Community College (SPSCC) is seeking highly motivated, qualified candidates for the Administrative Assistant 4 position to provide dedicated support to the Natural & Applied Sciences Division.

This position reports directly to the Dean of Natural & Applied Sciences and serves as the primary administrative support for the division. The Natural & Applied Sciences Division is a key academic unit comprising full-time and part-time faculty, staff, and administrators across the departments of mathematics, sciences, and physical education. Operating with a high degree of independence and under the Dean's general oversight, this role ensures efficient administrative coordination across the division and its departments.

South Puget Sound Community College is committed to increasing its cultural diversity with an emphasis on equity and inclusion among its professional staff. A firm understanding of anti racist policy development coupled with the skills to eliminate barriers that harm underrepresented people is a college requirement. The students that we serve come from a variety of backgrounds. On average, 43% of SPSCC students are people of color. We strongly encourage members of the underrepresented groups, veterans, and bi- or multi-lingual individuals to apply for this position to help meet the needs of our diverse students and service district.

And if that isn't enough? We also offer:
A healthy work/life balance for our employees, with the opportunity for flexible work schedules and remote work, depending on position and college needs
Fine dining in the , offering vegetarian, vegan, and gluten-free choices as part of our Culinary Arts and Baking & Pastry Arts programs
The serves Batdorf & Bronson coffee and a selection of delicious food items from our baking/culinary students
A brand new
FREE Bus service every 15 minutes to downtown Olympia and beyond
FREE on our campuses - permits are not required
On-campus
Percival Creek, which runs beneath our campus footbridge, provides year-round beauty and views of Chinook, Coho, and chum salmon that pass through each fall
Many walking paths that are marked and on nicely paved sidewalks
SPSCC promotes wellness with a variety of different on campus
Lots of activities with our , which are FREE for staff and faculty
Many community events in the
that offer an opportunity for SPSCC employees to gather and connect around issues that define them personally, and which affect their work at the College and their professional development. Current Employee Resource Groups include:
Staff and Faculty of Color (SFOC) ERG - an employee network that strives to create an intentional and relational foundation for community and trust building across different groups through shared values.
The LGBTQIA+ ERG creates a space for LGBTQIA+ staff and faculty at the college to share resources, build support and community, and work towards greater equity and accessibility.

• Minimum Qualifications:
  High School graduation or GED, AND Four years of progressively responsible experience in office/clerical and administrative assistant work.
• Competencies, Knowledge, Skills & Abilities:
  
• Ability to represent South Puget Sound Community College in a professional and ethical way
• Competence and sensitivity in working at South Puget Sound Community College, in which students, faculty, and staff are broadly diverse about many facets of identity, including but not limited to gender, ethnicity, nationality, sexual orientation, and religion
• Attention to detail
• Ability to write and speak effectively with diverse populations, which includes business English usage, grammar, spelling, punctuation, and vocabulary
• Competence in using interpersonal skills, including active listening, and using tact, diplomacy, and courtesy
• Awareness of, understanding of, and adherence to college and state policies
• Ability to independently research and problem-solve
• Ability to prioritize and multitask in a constantly changing environment
• Ability to uphold state and federal regulations and maintain confidentiality
• Basic understanding of fiscal and budget management
• Ability to use Microsoft applications such as Word, Outlook, Excel, PowerPoint, and Access

• Duty: Financial responsibilities:
  Tasks include:
• Develops budget estimates; monitors, tracks, and reconciles budgets; troubleshoots and resolves contractual and financial issues; and prepares financial reports based on the unique needs of the division
• Ensures financial compliance with state and federal grant and procurement requirements, including serving as the purchasing card custodian
• Participates in fiscal planning with the Instruction budget manager and the division dean
• Conducts research and arranges the purchase of equipment, classroom remodeling,equipment repairs, supplies, and other needs for learning
• Prepares budget requests for division dean review in advance of Executive Team approval
• Duty: Coordinating division and department activities:
  Tasks include:
• Serves as the primary point of contact for the division and exercises independent judgment when resolving student and faculty issues
• Refers students, staff, and faculty to appropriate resources
• Coordinates space management and works with the division dean on classroom scheduling, including scheduling renovation and/or remodeling in administrative, laboratory, and classroom areas
• Participates in strategic and quality planning processes within the division
• Coordinates and tracks division work plans
• Plans, organizes, and executes major events for state-wide, division, and department meetings
• Coordinates and exercises independent judgment when assisting with projects
• Uses delegated authority to administrate all travel, expense reports, and reimbursements on behalf of the division dean and faculty members
• Responds to faculty, staff, students, and community members regarding policies and procedures associated with academic affairs
• Anticipates divisional and supervisor needs
• Assists faculty in acquiring learning materials to support student success
• Responds to emergencies, such as student, faculty, administrative, staff, safety, and facility crises
• Uses delegated authority to speak and act on administrative matters on behalf of the division dean
• Cultivates and maintains relationships with community groups and employers for student success and benefit (supporting advisory committees and community partnerships in relation to department or division events, activities, etc.)
• Supervises student employees as necessary
• Duty: Secretarial duties:
  Tasks include:
• Exercises discretion and confidentiality in all matters, including those related to personnel and students, as well as other complex, confidential, and sensitive issues
• Provides secretarial support to the division dean and faculty, including calendar management, writing meeting minutes, composing documents, and editing and typing correspondence
• Coordinates the pre- and post-tenure processes, including preparation of legal documents for tenure and post-tenure
• Prepares correspondence for the supervisor; exercises authority on administrative correspondence
• Represents the division dean at meetings to gather information and clarify expectations on behalf of the division dean
• Troubleshoots IT and other equipment issues across the division, and escalates when necessary
• Support the division dean on special projects and programs
• Duty: Coordinates administrative standards and procedures:
  Tasks include:
• Coordinates administrative standard and procedure reviews, including changes in curriculum and state policy, and curricular audits (syllabus collection and auditing)
• Interprets and applies administrative policies to the division and departments
• Conducts the hiring paperwork process and onboards new staff and faculty, which includes coordinating with Human Resources, CTOL, Safety, Facilities, etc.
• Duty: Participates as a member of the Academic Administrative Assistants group:
  Tasks include:
• Trains staff, faculty, and student employees in the division in relation to software and procedures
• Supports other administrative assistants
• Cultivates dynamic and productive relationships across the college that advance student success
• Collaboratively develops and refines administrative processes and procedures for replication in all academic divisions
• Remains competent and current by attending professional development courses, software training classes, and/or training sessions as directed by the supervisor or required by the college