Administrative Assistant

Description

View the complete description on our Jobs page.

Position Overview

The State Board for Community and Technical Colleges is seeking an Administrative Assistant 3 to provide administrative, fiscal, and operational support to the Educational Resources and Innovation team.

The primary purpose of this position is to support the team administratively, with a particular focus on meeting the needs and priorities of the Director of Educational Resources and Innovation. Working under the general supervision of the director, this position coordinates administrative processes, supports multiple projects and initiatives, maintains organized systems, and helps ensure timely communication and follow through.

This position reports to the Director of Educational Resources and Innovation. The position is headquartered in Olympia, however, hybrid work may be negotiated.

SBCTC Mission and Vision Statement

Leading with racial equity, our colleges maximize student potential and transform lives within a culture of belonging that advances racial, social, and economic justice in service to our diverse communities. We challenge, empower and embolden ourselves and our colleges to deliver equitable higher education through anti racist policies that ensure economic vitality across Washington. Our values are focused on racial equity and social justice, accountability, community and culture building, service, humor, collaboration and innovation.

• Provide confidential and responsive administrative support to the Director of Educational Resources and Innovation and administrative support to the Educational Resources and Innovation team, including calendar management, correspondence, meeting coordination, travel arrangements, project support, and follow through on time sensitive priorities.
• Serve as a liaison among the director, team members, agency staff, college personnel, vendors, and other partners by coordinating communication, responding to requests for information, relaying assignments, tracking action items, and supporting timely follow-through.
• Coordinate and support in person, hybrid, and virtual meetings and events, including scheduling, agendas, meeting notes, registration, travel, facilities, virtual platforms, materials, presenter information, contracts, and related logistics.
• Prepare, proof, format, and distribute correspondence, reports, presentations, agendas, meeting materials, and other documents in accordance with agency standards, including accessibility requirements.
• Support the director in monitoring the team's budget throughout each fiscal year by tracking expenditures, maintaining fiscal records, reviewing budget activity, and identifying items requiring attention or follow up.
• Manage purchasing and fiscal processes, including purchase orders, invoices, contracts, vendor documentation, PCard use and reconciliation, travel reimbursements, and coordination with agency business services and contracts staff.
• Maintain the Educational Resources and Innovation webpage by coordinating content updates, reviewing information for accuracy and accessibility, removing outdated content, and ensuring the webpage reflects current programs, resources, and initiatives.
• Establish and maintain administrative procedures, shared files, tracking tools, calendars, and organizational systems that support team workflow, accountability, and timely completion of work.
• Explore, evaluate, and use emerging technology and innovative digital tools to improve administrative workflow, organization, communication, accessibility, and efficiency, while sharing practical recommendations with the director and team.
• Exercise sound judgment, discretion, initiative, and professionalism when handling confidential information, competing priorities, and time sensitive matters.
• Other duties as assigned.

• High school graduation or equivalent and three years of progressively responsible experience providing administrative support in a professional office environment.
• Demonstrated commitment to the system's vision to lead with racial equity and approach the work from a social justice, equity, and inclusion perspective.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities while maintaining accuracy and meeting deadlines.
• Demonstrated ability to communicate clearly, professionally, and proactively with internal and external partners.
• Experience supporting fiscal or purchasing processes such as purchase orders, invoices, budget tracking, spending reports, travel reimbursements, procurement documentation, or PCard reconciliation.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, and experience using online meeting platforms such as Zoom, Webex, or Teams.
• Ability to work independently, exercise good judgment, maintain confidentiality, take initiative, and follow through on assignments with limited direction.
• Ability to prepare accurate, professional, and accessible documents and…