Special Note This is a full-time, overtime eligible position in Residential and Dining Services on the Olympia Campus of The Evergreen State College.

Position Purpose The purpose of this position is to provide day to day complex clerical support, purchasing, and student employee direction for the Residential and Dining (RAD) Services Facilities program.

This primarily includes purchasing, recordkeeping, maintaining financial records, processing payroll actions, time tracking and assigning work for student employees, completing assigned projects, and inventory functions with other general support tasks assigned.

Nature and Scope Essential Functions Office Support

Provide excellent customer service and respond to in-person, phone, and electronic messages inquiries from student residents and staff about RAD Facilities work orders, projects, and services;

follow-up with appropriate individual or area for resolution.

• Resolve problems and / or create and track work orders using the RAD Facilities work order system; generate reports from the system as needed.
• Create and revise forms for internal use as needed.
• Assist staff in administrative aspects of project management, such as attending planning meetings, taking notes, drafting timelines and project documents, and organizing information.
• Interact with other college departments, contracted vendors, and service providers for housing, dining, and adjacent facilities, including scheduling and arranging for appointments, greet on-site as assigned, and facilitate communication between vendors and RAD staff.
• Ability to manage a wide variety of complex records for the program, including project, financial, and student employee personnel, collect information, and meet records retention requirements in accordance with department and college standards.
• Schedule meetings and make logistical arrangements for RAD Facilities staff.
• Assist with planning and preparing major program projects, such as June Clean Up, Check-In, Check-Out, and date specific events.
• Manage inventory of tools, equipment, and supplies for RAD facilities and ensure compliance with inventory controls, including securing items, providing training on and enforcement of check-in and check-out procedures, document receipt of goods, and perform and update department inventory.
• Coordinate schedule required by Labor and Industry annual fitness tests for use of equipment.
• Support the effective operation of the office by contributing to the development of office policy and procedures and maintain an office procedures manual.
• Maintain a student employee manual to include policies, department directives, operational memorandums, administrative bulletins, etc.

and distribute policies to appropriate staff.

• Support RAD Facilities in hiring student employees, including placing position announcements, reviewing applications, scheduling and participating in interviews, submitting and tracking documentation related to student conduct and background checks for student employees.
• Complete and process hiring / promotion personnel workflows for student employees, including tracking details and electronic approvals, entering data, and maintaining active communication with the Student Employment Office and other related campus offices.
• Initiate onboarding process for new student employees, ensure employees complete onboarding tasks and notify supervisors when tasks are not completed.
• Track department trainings, make arrangements for and schedule participants to training sessions, and track attendance;

notify supervisors when employee training is required based on department schedule.

Work with supervisor to reconcile students’ assigned schedules, time logs, and timesheets to ensure accurate reporting of hours worked to student employment and payroll offices;

perform timesheet certification for student employee timesheets; and track attendance of student employees as assigned.

• Supervise the work of one half-time RAD Facilities Front Office student employee when assigned.
• Attend department staff meetings, trainings, assigned project meetings, and college meetings as required.

RAD Facility Purchasing Support

• Follow the College’s purchasing and contracts policies when purchasing for RAD Facilities and monitor purchases for compliance.
• Complete assigned trainings as required by the College and Purchasing Office.
• Make goods and services purchases as assigned by approved Facilities and RAD staff members using department procurement card or purchase orders.
• Maintain files of RAD Facilities purchases, Service Contracts, and Labor and Industries (L&I) contracted work forms for use by the department;

update the purchasing log with all purchases, including details of purchases and accounting codes.

• Perform initial inquiries to determine if vendors and State Contracts align with department contractor needs; follow-up with vendors to receive documentation for review by supervisor, including work quotes / bids, insurance certificates, L&I intent / wage forms, and small works forms.
• Purchase and maintain RAD uniform apparel inventory; manage the RAD uniform check-in and checkout process, including apparel replacement and returns documentation.
• Research products or services for purchase and provide options to staff upon request.
• Maintain proper documentation of purchases and reconcile receipts with procurement card statement monthly as required by policy.
• Meet regularly with RAD Fiscal Specialist 2 to reconcile RAD Facilities purchases, correct purchasing issues, and coordinate needs for annual budget updates and standing purchase orders.
• Purchase, enter, track, and receive orders in the vendor managed inventory system (VMI).
• Pick-up supplies / materials from local vendors when assigned using an Evergreen vehicle.

Additional Duties Knowledge Skills and Abilities

• Excellent interpersonal, public relations, and customer service skills in person, over the phone and via electronic messages.
• Knowledge of and ability to comply with college policies and procedures and state and federal regulations.
• Knowledge of and skill in researching products and services, preparing summaries and reports, organizing information, and creating presentations.
• Excellent written communications skills, including editing, writing, and proofreading.
• Proficiency using Microsoft 365, including Word, Teams, SharePoint, Excel, Outlook, and PowerPoint.
• Skills in basic accounting, data entry, recordkeeping, and generating reports, such as inventory and financial.
• Ability to create and maintain multiple electronic and paper information files.
• Skill and ability to use standard office equipment, computer programs, printers, 10-key calculators, telephones, copiers, fax machines, etc.
• Ability to work independently in organizing, planning, and prioritizing work and responding appropriately to unanticipated requests.
• Ability to establish and maintain good working relationships, work in a team setting, and effectively collaborate and interact with a diverse staff, faculty, students, parents and the public.
• Ability to set, respond to, and work effectively within specific timelines.
• Possess a high degree of accuracy and attention to detail.
• Ability to organize and manage multiple competing and complex tasks efficiently.
• Ability to solve problems creatively, collaboratively and with flexibility.
• Ability to be trained to maintain confidentiality and comply with FERPA.
• Ability to schedule, coordinate and provide basic training to student employees.
• Ability to think through and propose solutions to problems, identify important and relevant questions, and make suggestions for improvement.
• Ability to respectively engage in challenging collaborative conversations with peers and co-workers.
• Physical ability to perform inventory and supply pick-up duties which may include walking, standing, prolonged periods of time, bending, reaching, lifting, pushing, and pulling.
• Ability to work extended hours during June Clean Up, Check-In, Check-Out, and date specific events.

Minimum Qualifications Desired Qualifications

• Experience working in a fast-paced office environment responding to unanticipated requests and shifting priorities.
• Experience in an administrative capacity in a facilities or housing program.
• Experience working with student employees.

Conditions of Employment

• Must provide proof of identity and employment eligibility within three days of beginning work.
• This position is part of a bargaining unit and covered by a collective bargaining agreement.
• Prior to a new hire, a background check including criminal record history will be conducted. 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.
• Prior to an official offer of employment, a Declaration Regarding Sexual Misconduct form must be submitted to the college per RCW 28B.

112.080. The college will contact current and past employers to verify this information. Applicants who provide inaccurate information in their declaration will be disqualified and, if the inaccuracies are discovered after the applicant has been hired, it shall be grounds for termination.

• Must be able to work extended hours, which may include some overtime, especially during June Clean Up, Check-In, Check-Out, and date specific events.
• Must meet the eligible driver requirements : 1) Valid U.S. driver’s license, 2) 18 years old or older, 3) Two or more years of fully licensed driving experience, and 4) Clean driving record with none of the following within the past 2 years : Any suspension / revocation of license for reckless driving, hit and run, leaving an accident scene, failure to appear, DUI or other vehicle-related felony;

or for multiple traffic offenses (2 moving violations / infractions in 12 months / 3 moving violations / infractions in 24 months) resulting in a Conditional Status driving record or subsequent suspension / revocation of license.

Last updated : 2024-05-09