Administrative Assistant 3 - SOFA

Clark College’s Social Science and Fine Arts (SOFA) unit is currently accepting applications for a full-time, permanent classified Administrative Assistant 3.

This position provides administrative and general office support to students and faculty in the Social Sciences Division, Behavioral Sciences Division, the Bachelor of Applied Science in Human Services program, and the Bachelor of Applied Science in Teacher Education program ensuring consistent division, program, and unit-wide operations. The Administrative Assistant 3 serves as a point of contact and resource to faculty, students, staff, and the community with information on the departments and programs within the Social and Behavioral Sciences divisions. This position reports directly to the SOFA Unit Operations Manager. This position has an opportunity for a hybrid schedule with the option of a combination of two days worked from home and three days worked in the office; working hours are Monday-Friday from 8 am - 5 pm.

At Clark, we value equity, diversity, and inclusion. We are committed to growing, learning, and supporting our employees.

JOB DUTIES AND RESPONSIBILITES:

• In support of the SOFA unit act as liaison between the following college departments; Facilities, Bookstore, Security, Business Services, Environmental Health and Safety, ComMark, Human Resources, Information Technology, Library, Teaching and Learning Center, eLearning, Tutoring Services, Office of Instruction, Academic Services, Office of Diversity and Equity, and Student Affairs including Enrollment Services, Registration, Financial Aid, Advising, Entry Services, Workforce Education, Veterans Resource Center, DSS, and Counseling Health Center.
• Evaluate costs and/or purchases for equipment, supplies, faculty development, travel, and estimate needs for supplies, equipment, and projects.
• Maintain, monitor, reconcile and initiate corrections for the department budgets as well as any specified dedicated fee and foundation accounts, assign appropriate budget accounts, initiate transfers as appropriate.
• Assist division chair(s) with orientation and training of new faculty, work with new adjunct faculty to setup email, voicemail, keys, copier set-up, computer requirements and other necessary paperwork.
• Initiate bookstore orders, purchase requests, Foundation check requests, invoice vouchers, work order requests, key requests, personnel action forms, special assignment agreements, travel requests and travel expense vouchers using electronic and manual processes; assist faculty with travel and purchasing procedures.
• Manage division, department, and program email distribution lists; update as needed including OU Campus web support for division, department, and program sites, maintain and upload reports to individual website for Behavioral Sciences and Social Sciences Divisions
• Calendar management, schedule and arrange meetings, coordinate travel including identifying registration costs, meals, transportation, mileage, hotel, per diem as well as any other miscellaneous cost related to travel.
• Facilitate orientation and training of new faculty, assist as needed regarding class schedule planning, maintain accurate student files for program applications and selected students, and provide support to students selected into the program.
• Serve as administrator of the SOFA EvaluationKIT process, build quarterly project for student evaluations of unit faculty, compile and input data, monitor response rates, download reports upon project completion, and distribute report summaries in accordance with established schedule and Save results per established unit procedures and forward on to division chair as appropriate maintaining confidentiality.
• Prepare and process documents and ctcLink requests such as purchasing, requisitions, travel requests expense vouchers, and faculty leave forms.
• Provide office reception, respond to inquiries, and make referrals; furnish clear and accurate information on college policies and procedures.
• Provide support for the College’s Honor’s Program. Coordinate with unit Dean to update honors spreadsheet, create Change of Registration forms, fill out PAFs for stipends, etc.
• Perform related duties as required.

POSITION REQUIREMENTS AND COMPETENCIES:

Candidates will be evaluated based on application materials, including the supplemental questions and personal interview(s), and will be required to demonstrate competencies in the following areas:

• High School diploma or equivalent.
• Two (2) years of increasingly responsible experience in office/clerical, secretarial or general administrative work.
• Proficient in using Microsoft Office Suite, including MS Word, Excel, Outlook, and SharePoint.
• Provide service that consistently meets or exceeds the needs of students, colleagues, and the community. Build and maintain internal and external customer satisfaction with the services offered by the college.
• Effectively build and maintain strong relationships with a variety of diverse people and use intelligence, common sense, and tenacity to solve difficult or complicated challenges.

JOB READINESS/WORKING CONDITIONS:

• Ability to work well with people of all ages from academically, culturally, and socioeconomically diverse backgrounds.
• Ability to produce accurate and timely work with minimal supervision.
• Ability to identify issues and offer alternative solutions; inform supervisor of problems.
• The initial appointment will include a 6-month probationary period and the employee will earn permanent status after successfully completing probation. 
• This position is represented by Washington Public Employees Association.
• 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.

WHAT WE 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.
• McClaskey Culinary Institute offers fast, fresh, and healthy dining options for students, faculty, staff, and the community. The space, located in Gaiser Hall, features three kiosks, a full-service retail bakery and barista bar, grab-and-go items, and a student-run restaurant.
• Coffee Lounge in Hannah Hall and Clark Café in Joan Stout Hall.
• Campus bookstore offers snacks, apparel, and specialty supplies.
• On-campus early childhood education care program (pending registration and availability).
• Gym and recreation facilities available for membership.
• Clark promotes wellness with a variety of different workshops and events.

SALARY/BENEFITS: 

Salary Range: $3,376 - $4,497/month | Step A-M (commensurate with qualifications and experience) | Range: 40 | Code: 105G

Successful candidates typically start at the beginning of the salary range and receive scheduled salary increment increases.

Clark College offers an exceptional benefits package that includes vacation/sick leave; medical, dental, life and long-term disability insurance; retirement; and tuition waiver.

APPLICATION DEADLINE: 

Required application materials must be completed and submitted online by 3 p.m., January 16, 2024.

REQUIRED ONLINE APPLICATION MATERIALS: 

• Clark College online application
• Current resume, with a minimum of three (3) references listed
• Cover letter describing background and experience related to qualifications and responsibilities of the position
• Responses to the supplemental questions included in the online application process

Please apply online at www.clark.edu/jobs.

To contact Clark College Human Resources, please call (360) 992-2105 or email recruitment@clark.edu.

DISABILITY ACCOMMODATIONS

Upon request, accommodations are available to persons with disabilities for the application process. Contact Human Resources at (360) 992-2105 or by video phone at (360) 991-0901.

SECURITY

The security of all the members of the campus community is of vital concern to Clark College. Information regarding crime prevention advice, the authority of the Security/Safety Department, policies concerning reporting of any crimes which may occur on or near college property, and crime statistics for the most recent 3-year period may be requested from the Clark College Security/Safety Department, (360) 992-2133 or security.requests@clark.edu. The most recent Annual Security Report, written in compliance with the Clery Act, can be reviewed here: http://www.clark.edu/campus-life/student-support/security/report.php.

ELIGIBILITY VERIFICATION

If you are hired, you will need proof of identity, and documentation of U.S. citizenship or legal authorization to work.

CORRECTIONS OR EXTENDED NOTICES
Corrected or extended notices will be posted online and in the Human Resources Office.                                                            

Clark College’s Office of Diversity, Equity, and Inclusion (ODEI) supports individuals with their academic, personal, and professional development, as well as provides training and educational resources for all members of the college community around diversity, inclusion, power, privilege, inequity, social equity, and social justice. The college offers further professional development for our employees through opportunities such as Employee Resource Groups, Social Justice Leadership Institute, Cross Institution Faculty of Color Mentorship program, Administrators of Color Leadership Program, and Faculty and Staff of Color Conference.

Clark College values diversity and is an Equal Opportunity Employer and Educator. Protected group members are strongly encouraged to apply.  Clark College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, honorably discharged veteran or military status, citizenship, immigration status or use of a trained guide dog or service animal. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). The college considers equal opportunity, affirmative action, and non-discrimination to be fundamental to the mission, vision and values of the college. All faculty and staff hired at Clark College are encouraged to embrace, continually support and enhance social equity on our campus and in our community. The college provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following person has been designated to handle inquiries regarding non-discrimination policies, Title II and Title IX, and Affirmative Action: Gerald Gabbard, Director of Labor and Compliance, 360-992-2317, ggabbard@clark.edu, 1933 Fort Vancouver Way, Baird 142, Vancouver, Washington 98663. Clark College is a smoke-free/drug free environment.  This recruitment announcement does not reflect the entire job description and can be changed and or modified without notice.

Clark College Human Resources

December 15, 2023 (updated)

23-00131

http://www.clark.edu/jobs