Administrative Assistant 4 - STEM

Position Summary

Primary responsibilities include acting as the principal operational assistant to the Dean, representing the divisions’ goals and interests, and independently coordinating high-level functions such as multi-layered fiscal management, personnel administration, quarterly/annual course scheduling, and student inquiries. The position operates with a high degree of autonomy to manage day-to-day office infrastructure and serve as an essential liaison for the STEM division across the campus community.

This position reports directly to the Dean of STEM.

• Accountability & Dependability: Takes personal responsibility for quality and timeliness of work.

• Planning & Organizing: Accurately scopes out length and difficulty of tasks, managing complex, multi-layered timelines.

• Problem Solving & Initiative: Anticipates divisional needs; identifies and resolves operational issues proactively.

• Ethics & Integrity: Earns others’ trust and respect through consistent honesty and professionalism in all interactions.

• Stakeholder Focus: Builds and maintains effective, professional relationships with students, faculty, staff, and the community.

• Creative & Innovative Thinking: Develops fresh ideas or combines existing data frameworks in new ways to improve divisional efficiency.

• Multi-Workflow Management Efficacy: Exceptionally organized with the ability to effectively manage multiple, simultaneous workflows. Leverages digital tools and platforms to track complex processes, maintain data integrity, and optimize office efficiency.

• Strong Communication Skills: Delivers clear, precise, and effective communication across digital and verbal channels.

• Responsiveness: Ability to react and respond in an efficient manner to meet the needs of parties involved without adding additional delays to the processes.

ABOUT THE COLLEGE:

Green River College's student body is made up of approximately 41% Academic Transfer students, 34% Professional-Technical students, 15% Adult Basic Education student, and 3% Applied Bachelor degrees. Green River College has four campuses, including the main campus in Auburn, Washington, with satellite campuses in Kent, downtown Auburn, and Enumclaw. Green River programs serve high school graduates, Running Start students (dual enrollment in local high schools and the college), those seeking retraining for the workforce, international students, students learning English, and Continuing Education students. Green River's service areas are increasingly ethnically diverse, comprising African Americans, African immigrants, Asian Americans, Asians, Latinx, Native Americans, Pacific Islanders, and Middle Eastern Americans, among other communities.

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION:

We commit to be an anti-racist institution where all students, faculty, and staff receive the access, resources, and services needed to achieve their educational, career, and personal goals. Green River College makes social and economic justice, equity, and inclusion our highest priorities.

The Green River College definition of equity encompasses all identities, including but not limited to race, ethnicity, economic status, gender identity, sexual identity, disability, religion/spirituality, immigration status, age, and culture. We understand individual needs vary widely, and the effects of discrimination and historical oppression must be taken into account while aiming for equitable opportunities and outcomes for all.

Position Responsibilities

Fiscal & Data Management:

• Compile, monitor, and present summarized budget information to the Dean for the STEM divisional budgets, including the general fund, co-op allocations, part-time hourly lines, specialized grants, and instructional contracts.

• Query complex student and institutional data systems (such as ctcLink, Navigate 360, etc.) to generate analytical reports on enrollments, student-faculty ratios, faculty loads, and FTE production to aid in executive decision-making.

• Coordinates class schedule activities with division programs, including managing timelines and worksheet verification and delivery.

• Coordinates purchasing activities including creating requisitions, expense reports and maintaining a P-card record and monthly reconciliation.

Personnel & Operations Logistics:

• Support the prep of critical personnel documents including stipends, premiums, proportional pay, overtime, and release time while ensuring alignment with institutional policies and labor frameworks.

• Coordinate adjunct faculty and part-time hourly hiring processes, including arranging interviews, conducting campus tours, securing references, initiating HR paperwork, and facilitating technical onboarding (IT accounts, key access).

• Monitor and make timely adjustments to faculty teaching assignments, teaching loads, and course enrollments within the division.

• Manage the lifecycle—including secure collection, organization, and maintenance—of confidential faculty instructional artifacts (e.g., observations), while assisting the dean's office in tracking the various instructional processes (e.g., post-tenure and adjunct cycles).

• Assist Dean STEM with divisional logistics as a result of implementing CBA requirements.

Communication, Liaison & Support:

• Provide administrative support to the Dean of STEM; compose and transmit highly sensitive correspondence.

• Serve as a primary operational liaison and resource for faculty, staff, and Division Chairs within the STEM umbrella.

• Act as a visible intermediary for the campus community on behalf of the Dean's office; respond to staff and student inquiries and connect individuals to the appropriate college resources.

• Efficiently manage immediate logistical shifts, including notifying faculty, staff, and students of cancelled or relocated classes.

• Perform complex document and data processing tasks integrating text, graphics, and databases using advanced office software suite tools.

• Duties as assigned.

Qualifications

Minimum Qualifications:

• High school diploma or equivalent AND Four years progressively responsible clerical, office or administrative experience OR Bachelor’s degree in business administration, public administration or a closely related field substitutes for related experience OR a combination of education and work.

• Demonstrated proficiency with modern office productivity software (Microsoft Office Suite, especially Excel) and enterprise databases.

Preferred Qualifications:

• Demonstrated, professional-level capability to track, analyze, and manage multiple complex funding streams and operational budgets.

• Comprehensive understanding of institutional policies, labor rules, or collective bargaining frameworks as they apply to faculty loads and contracts.

• Advanced written and oral communication skills.

• Accounting, bookkeeping, and project management skills.

• Demonstrated experience working effectively with diverse student, faculty, and staff populations, including individuals from various racial, ethnic, socioeconomic backgrounds, and individuals with disabilities.

Supplemental Information

Required Training:

• Non-discrimination & Title IX

• Ethics & FERPA

• Campus Safety Authority (CSA) & Safety Orientation

• Procurement 101

• Child Abuse and Neglect

Working Conditions:

• Must be able to maintain regular and predictable attendance in an office setting characterized by frequent interruptions.

• Prolonged periods of sitting at a desk/computer workstation requiring repetitive arm, hand, and finger motions.

• Ability to effectively multi-task and communicate clearly in both verbal and written forms.

• Occasional lifting or moving of office supplies or instructional equipment as needed in an office setting.

At this time, Green River College is not sponsoring for H1-B Visas.

All offers of employment are subject to background checks. (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.)

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 RCW 28B.112.080.

Green River College is a tobacco free campus. For more information on the tobacco policy, please visit the following link: https://www.greenriver.edu/campus/policies-and-procedures/general-administrative-policies/ga-2-tobacco-use-policy/

Jeanne Clery Statement: Notice of Availability of Annual Security and Fire Safety Report— Green River College’s Annual Safety and Fire Report is available online at www.greenriver.edu/CleryASFR, containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related information for the past three calendar years. To obtain a paper copy of the report, please call 253-288-3350.

The following person has been designated to handle inquiries regarding the non-discrimination policies: Executive Director of Human Resources, 12401 SE 320th Street, Auburn, WA 98092-3622, (253) 288-3320.

To request disability accommodation in the application process, contact the Disability Support Services at (253) 833-9111, ext. 2631; TTY (253) 288-3359.

Equal Opportunity Employer and Statement of Non-Discrimination: Green River College does not discriminate on the basis of race, color, national origin, citizenship or immigration status age, perceived or actual sensory, physical or mental disability, pregnancy, genetic information, gender, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or the use of a trained guide dog or service animal.

Green River College prohibits discrimination on the basis of sex, including sex-based harassment, and sex discrimination in any education program or activity that it operates, as required by Title IX and its regulations, including in admission and employment. Inquiries about Title IX may be referred to Green River College’s Title IX Coordinator, the U.S. Department of Education’s Office for Civil Rights, or both.

Reporting
Any employee, student, applicant, or visitor who believes that he, she or they have been the subject of discrimination or harassment should report the incident or incidents to the College’s appropriate Title IX Coordinator identified below. If the complaint is against that Coordinator, the complainant should report the matter to the President’s office for referral to an alternate designee.

For students/employees/public/visitors/applicants: Korland Simmons, Title IX Coordinator • Equity, Diversity, Inclusion

More than Just a Paycheck!
Washington State offers one of the most competitive benefits packages in the nation. We understand that your life revolves around more than just your career and that your priority is making sure that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement and dental plans through the Public Employee Benefit Board, and most classified staff members will participate in either WA state’s PERS 2 or PERS 3 retirement programs. Other benefits include sick and vacation leave, staff training, paid holidays, and the opportunity to participate in the tuition-waiver program. We also offer an on-campus fitness center.

Health Benefits:
Medical, dental, life and long term disability insurance benefits are provided as currently administered under the Public Employees Benefits Board.