Administrative Assistant

Position: Administrative Assistant 3
Walla Walla Community College (WWCC) is seeking applicants for a full-time Administrative Assistant 3 at the Walla Walla campus.

At Walla Walla Community College, we inspire all students to discover their potential and achieve their goals by providing relevant, equitable, and innovative learning opportunities and services. As an organization, we value learning opportunities, a sense of community, diversity, health and humor, excellence, integrity, teamwork, innovation, personal and professional growth, and sustainability.

This position is open until filled. First consideration will be given to applicants whose complete application has been received by 6/23/2026 @ 11:59pm PST. See Required Application Materials section for more information

General Responsibilities:

The Administrative Assistant provides advanced administrative and clerical support to the Dean of Workforce, Transfer and Trades. This position plays a critical role in ensuring the smooth operation of the area by managing administrative processes, coordinating communications, monitoring financial and personnel functions, and serving as the first point of contact for faculty, staff, students, and community partners.

The role supports the College's mission by promoting student success, strong communities, and resource stewardship through professional service, accurate information, and timely administrative support.

Essential Functions:

Dean and Division Support

* Serve as liaison between the Dean's office, faculty, staff, students, and external partners.

* Manage the Dean's calendar, coordinate meetings, and ensure deadlines are met.

* Draft, edit, and distribute correspondence, reports, and communications.

* Screen calls, visitors, and correspondence, and ensure appropriate follow-up.

* Represent the Dean at meetings and take minutes as appropriate and requested.

* Coordinate room reservations, technology setup, and virtual meeting platforms.

Financial and Budget Management

* Reconcile and process purchasing card (PCard) charges for Dean (others handled by Secretary Senior), coordinate and process travel requests and reimbursements in accordance with college and state policies.

* Track and monitor division budgets, including professional development funds.

* Prepare and distribute budget reports to the Dean.

* Ensure budget expenditures are coded correctly and comply with state and institutional guidelines.

Course Scheduling and Faculty Workload

* Assist in tracking course scheduling and enrollment data; recommend adjustments based on enrollment.

* Track and prepare faculty workload and payroll data in collaboration with the Instructional Support Specialist, Dean, and other support staff.

Personnel Support

* Coordinate and assist with recruitment processes, including scheduling interviews, participating on search committees, and onboarding new staff and faculty (full-time and adjunct).

* Ensure resources (technology, office space, keys, etc.) are available for new personnel.

* Process and track personnel-related documents, stipends, and reassignments.

Special Projects and Grants

* Assist with grant preparation, submission, and reporting by gathering enrollment, budget, and program data.

* Support division activities, projects, and community partnerships as assigned by the Dean.

* Ability to work effectively with diverse groups, and a demonstrated commitment to equity and inclusion.

* Effective organizational and time-management skills. Effectively organize multiple assignments, sometimes of a complex nature or involving competing priorities, to produce work products that are accurate, thorough, and on time.

* Ability to exercise good judgement in evaluating situations and making decisions.

* Attention to detail.

* Ability to perform job duties with or without direction and to work and thrive independently and in a team environment.

* Demonstrated ability to foster and maintain positive professional working relationships.

Required Qualifications:

Any combination of education, experience, and/or training that provides the applicant with the knowledge and skills to perform the job may be considered by the college.

* High school diploma or GED.

* Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

* Demonstrated ability to handle confidential and sensitive information.

* Proficiency in Microsoft Office 365 (Word, Excel, Outlook, Teams, SharePoint) and Zoom.

* Equivalent formal education may substitute year-for-year for required experience.

Preferred/Desired

Qualifications:

* Associate degree or AAS in Administrative Office Professional or related field.

* Previous experience in higher education.

* Bilingual in English/Spanish (oral and written).

You don't check every qualification listed? Please apply anyway! Studies have shown that traditionally marginalized communities - such as women, LGBTQ+ and people of color - are less likely to apply to jobs unless they meet every single qualification - even if they…