What are the responsibilities and job description for the Administrative Project Specialist - INTERNAL ONLY position at Lake Washington Institute of Technology?
INTERNAL CANDIDATES ONLY
Located just outside of Seattle, WA, Lake Washington Institute of Technology (LWTech) was founded in 1949, and is the only public institute of technology in Washington State, that provides students with the latest cutting edge skills relevant to today’s workplace. LWTech offers ten applied bachelor’s degrees, more than 40 associate degrees and 93 professional certificates, in 43 areas of study, including STEM-focused programs in Science, Technology, Engineering, and Math.
LWTech serves the Eastside and is located within the city of Kirkland, which is situated on the eastern shore of Lake Washington. Kirkland is home to companies such as GoDaddy, Google, Astronics and EvergreenHealth, and the college is within minutes from Microsoft and Nintendo.
Learn more about LWTech's Mission, Vision, Values, and Core Themes
LWTech is committed to increasing its cultural diversity with an emphasis on equity and inclusion among its staff and faculty. We serve a student population of 6,500 that come from a variety of backgrounds. We strongly value diversity and are working to improve access and successful educational outcomes for all students. We are actively seeking applicants that will help to balance our employee workforce to align with our students and community. Questions regarding the College's commitment to diversity and our campus culture may be directed to Human Resources. For more information on our Equity, Diversity, Inclusion Council, please click on the link.
Summary
This position performs advanced office support duties under general and infrequent supervision in line with modern office support procedures and practices. This position serves as one of the primary points of contact for the department, answering phone calls, emails and coordinating departmental communications and outreach. Responsible for organizing, maintaining and keeping an updated filing system for all capital project(s) documents, budgets and department records. Work with vendors and consultants to schedule and coordinate work as directed, prepare purchase requisitions, create open purchase orders, and prepare vendor contract documents in partnership with the college's purchasing office. This position in collaboration with the Director of facilities and operations will actively participate in the coordination of all phases of capital projects and may represent the college during various meetings, on various committees, direct the work of lower level staff as authorized, or may assign work. This position reports to the Director of facilities and operations.
- Serve as a main point of contact for all project stakeholders and act as the primary liaison, representative for the college on projects assigned by the facilities and operation Director
- Initiate, plan, execute and monitor all phases of projects and sub projects as assigned by:
o Meeting with Vendors, Stakeholder and college personnel for project planning purposes
o Compile project information from the internal/external stakeholders including Contractors, Vendors, Managers, Directors and Executive cabinet member(s).
o Communicate and update project information to all involved via email, phone and or Teams
o Coordinate/Facilitate project needs – packing, furniture move, installation, improvement/repairs, and cleaning upon completion.
o Track project progress and costs
- Serve as a point of contact for clients, partners and vendors (internal and external) and independently resolve issues related to facilities/space projects as assigned.
- Prepare and compile meeting materials for Director; attend meetings on behalf of Director/College make decisions on behalf of Director/college as requested
- Act as receptionist, and department dispatcher; greet and direct customers; act as authorized during director’s absence. Ensure that matters requiring attention are handled in a manner to minimize disruption to college operations or are referred to proper authority if necessary.
- Provide high level quality customer service/department support; screening calls, reviewing and responding to department emails, maintaining confidentiality and use tact and discretion.
- Independently develop, plan and arrange work sequence; developing office procedures, routines and improving department electronic filing system including department shared drive, Capital project(s) folders, budgets and web pages.
- Handle competing prioritizes and multiple projects meeting deadlines in an environment of continuous interruptions
- Perform and proofread complex internal/external written communication using Microsoft office suites and other databases to develop and maintain records and reports.
- Composes office correspondence such as requests for information; develop, evaluate, and
- Prepare or assist in compiling and preparing reports, such as the commute trip reduction annual report, as required for supervisor review; refer questionable data or narrative to supervisor for clarification
- Research as required to provide background material and make recommendations to Director regarding departmental practices, policy formation, budget management and others of similar complexity.
- Maintain, organize, improve Electronic files capital project document(s); including contracts, funding approvals, invoices, project completion documents and O&M manuals
- Maintain system for processing information requests, reports requisitions, invoices, and payroll/hiring documentation; order and maintain office supplies
- Properly collect, process and store all documents related to staff training requests and reimbursements
- Coordinate and maintaining department programs such as college vehicle fleet maintenance, college room signs, and commuting assistance programs; maintain and update related records; maintain and update campus blueprint drawing storage system and capital project document archives
- Monitor Director of Facilities and Operations calendar; make appointments; arrange and coordinate meeting and travel as requested
- Other related duties of similar scope and complexity
- Regular and satisfactory attendance and punctuality
- Associate degree or higher required;
- Three or more years of increasing work responsibilities.
- Knowledge of current administrative office procedures to thoroughly and accurately perform the full scope of responsibility within the department as listed above
- Experience with the State (Community and Technical College) capital allocation and funding processes preferred
- Excellent communication and customer service skills; the ability to work effectively with a wide range of constituencies in a courteous, helpful and clearly understood manner; ability to work with diverse populations
- Strong organization skills; detail-oriented; ability to work effectively and efficiently in high-stress environments and with conflicting priorities, demonstrated ability to maintain confidentiality and use tact and discretion
- Proficient knowledge of Microsoft Office programs, complex database systems, related software applications, and standard office practices, procedures, and equipment; knowledge of proper English grammar, usage, and spelling; keyboarding speed of at least 40wpm; ability to work with numbers accurately
- Due to the diversity of the college population, we encourage applicants who are multilingual
Compensation & Work Schedule
This is a union covered position. As defined by the current classified bargained agreement, newly hired employees shall be placed between Step C $3,956 and Step F $4,445 of the salary schedule in Appendix A of the Classified Union Bargaining Agreement. Employees hired with an associate degree will be placed at minimum of step D $4,111. Employees hired with a bachelor’s or master’s degree will be placed at minimum of step E $4,274 Ongoing (Step G $4,622- Step M $5,786) step advancement is defined by the classified bargained agreement.
Salary placement for current classified employees is per the classified bargained agreement.
This position works 40 hours per week. Working hours may vary but are typically between the hours of 7:00 am to 5:00 pm Monday through Friday; schedule to be determined by the supervisor. This is a union-covered position, which requires the payment of membership dues/representation fees.
The Classified Bargained Agreement and Appendix can be found here.
Required Online Application Materials
- Online application
- Current resume
- Cover letter
- Contact information for three(3) professional references
- Responses to the supplemental questions included in the online application process
- Official transcripts/certifications will be required upon employment
- Other conditions that may apply will be detailed upon the offer of employment
- Job offers are contingent upon successful completion of background/reference checks
Ability to perform range of physical motions; lifting and carrying; standing, walking, sitting for long periods of time, kneeling, squatting, and stooping; and traversing up and down stairs.
Disability Accommodation
LWTech follows the Americans with Disabilities Act (ADA) and provides the following information as a guideline for applicants:
- Ability to operate office equipment
- Ability to read and verify data and prepare various materials
- Ability to exchange information on the phone or in person
If you are hired, you will need proof of identity, and documentation of U.S. citizenship or legal authorization to work
EEO Statement
Lake Washington Institute of Technology is an equal opportunity employer. Women and minority groups are strongly encouraged to apply. Lake Washington Institute of Technology does not discriminate on the basis of race, color, national origin, sex, disability, age, religion, sexual orientation, gender identity, gender expression, creed, disabled veteran status, marital status or Vietnam-era veteran status in is programs and activities. Questions regarding the College's Affirmative Action Policy may be directed to Meena Park, Vice President of Human Resources, Affirmative Action Office/Title IX Coordinator, (425) 739-8212.
Jeanne Clery Statement
Notice of Availability of Annual Security and Fire Safety Report: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act of 1998, and as a part of the College’s commitment to safety and security on campus, Lake Washington Institute of Technology(LWTech) reports the mandated information about current campus policies concerning safety and security issues, the required statistics, and other related information for the past three (3) calendar years. LWTech’s Annual Safety Report (ASR) is available online at www.lwtech.edu/about/campus-safety/.
To obtain a paper copy of the report, please visit the LWTech Safety Department located in the East Building at 11605 132nd Avenue NE Kirkland, WA 98034.
Pursuant to RCW 28B.112.080, applicants must declare whether they are the subject of any substantiated findings of sexual misconduct in any current or former employment or is currently being investigated for, or have left a position during an investigation into, a violation of any sexual misconduct policy at the applicant's current or past employers. By law, post-secondary education institutions cannot hire an applicant who does not complete this form.
CORRECTIONS OR EXTENDED NOTICES
Salary : $4,445
