The President's Office at Bellevue College is seeking qualified individuals to fill a part-time Office Assistant position. This is a temporary hourly position, maximum 16 hours per week. The work schedule will be Monday - Thursday, 1:00 pm - 5:00 pm.
Applications received by 06/22/2018 will be given first consideration. Applications received after that date may be considered until the position is filled.
POSITION SUMMARY: Reporting to the Executive Assistant to the President, the Office Assistant will work under general supervision to perform duties relevant to the operation of the President's Office. The Office Assistant provides administrative support and performs confidential duties for the Executive Assistant to the President and other Project Managers or Consultants working on behalf of the President's Office. The Executive Assistant reports directly to the College President and contributes to the achievement of the President's goals by managing, planning and directing the President's Office support services and by appropriately balancing the demands and priorities placed on the President. To be successful, the Office Assistant will be enthusiastic about collaborating with a diverse and multicultural campus community to promote college programs, a strong writer and verbal communicator, an excellent problem-solver, organized and detail-oriented, and dedicated to providing exceptional support for the Office of the President.
Essential Functions/Typical Duties
Provide administrative support to the Executive Assistant as well as Project Managers or Consultants working on behalf of the President's Office.
Serve as back-up receptionist for executive offices, including answering telephones, receiving and referring visitors. Fill in for Executive Assistant to the President as appropriate.
Make travel arrangements and process expense reimbursements as needed.
Take and transcribe minutes, prepare agendas and keep accurate meeting records for meetings as assigned.
Track expenditures and monitor budgets for projects as needed.
Under general supervision, compose letters and correspondences.
Respond to inquiries about college programs, resolve problems.
Apply college policies and procedures to assist students, employees and others with complaints and concerns.
Perform complex computer tasks such as merging and sorting, creating tables, columns, databases and spreadsheets, as well as using electronic mail and scheduling programs.
Prepare materials and presentations for meetings
Receive, prioritize and process assignments, conducting follow-up as needed.
Establish and maintain accurate electronic and hard copy files, including archiving files as needed.
Schedule and arrange meetings, appointments and special events including coordinating with other departments to arrange catering, audio/video equipment, and room reservation/set-up.
Coordinate and complete the preparation of travel forms, purchase orders and other forms as required to conduct business of the office.
Screen, prioritize and distribute mail.
Arrange for printing, custodial, security, events, maintenance and other services as needed.
Ability to produce social media with provided content.
May produce documents using desktop publishing.
Perform related duties as required.
High School diploma or equivalent
Basic knowledge of office procedures
Intermediate to advanced skills in Microsoft Office products including Word, Outlook, Excel, PowerPoint, and Visio.
Effective listening and problem solving skills and determination to follow through to obtain satisfactory solutions.
Ability to maintain cooperative working relationships and preserve confidentiality.
Ability to be successful whether working independently or collaboratively.
Ability to multi-task and manage competing priorities.
Effective customer service skills, including under stressful conditions.
Effective organizational, composition, proofreading and math skills.
Ability to interpret college policies and procedures to respond to inquiries, resolve complaints, or refer individuals with concerns to appropriate resources for assistance.
Associate's Degree in Education, English, Communications, Business Office Technology, or other field appropriate to the position (additional administrative support or managerial experience beyond the three year minimum can substitute year for year for education);
Experience working in higher education or state government, and knowledge of federal, state, and local policies and procedures related to community colleges.
Experience in maintaining confidential information.
Experience in positively managing conflicts.
Experience with SharePoint and Office 365.
HOW TO APPLY:
Individuals interested in this position are encouraged to apply. Your application must include all required documents and a complete online application to be considered complete. Any application that does not provide all requested information will be considered incomplete and will not be screened for the position.
Please submit the following to be considered:
Complete an online application (note that stating "See Resume" on any section of the online Application will be deemed incomplete)
Attach a Cover Letter addressing how you meet or exceed the minimum and preferred qualifications
Located in Bellevue, Washington, Bellevue College is a community based public institution. Bellevue College is a student-centered, comprehensive and innovative college, committed to teaching excellence, that advances the life-long educational development of its students while strengthening the economic, social and cultural life of its diverse community. The college serves 37,000 students every year, and is represented by 65 different countries. Bellevue College has a variety of distance learning options for the students such as online learning. Students have the opportunity to receive a variety degrees and certificates that range from a GED to a Baccalaureate degree. The Northwest Commission on Colleges and Universities accredits Bellevue College as a baccalaureate degree-granting institution.