Administrative Assistant Job at Bellevue College
Job ID: 12015
Location: Bellevue College
Full/Part Time: Full Time
Regular/Temporary: Regular
Position Summary
The Administrative Assistant 4 (AA4) provides higher-level administrative support to the Dean and Directors to maximize their effectiveness in administrative and financial management of IEGI. Under the general direction of the Dean of International Education and Global Initiatives (IEGI), the position provides a wide range of administrative support such as management of the front desk operations, supervision of student workers, budget monitoring, purchasing and expenditure control, office space management, public relations, records management, student engagement, and report preparation.
The position provides administrative and fiscal management to ensure all IGEI business transactions and contractual agreements with partners around the world are carried out by meeting the State and College's policies and procedures. The position must be able to project a welcoming and professional image of the IEGI to diverse international visitors, business and educational partners, and government officials.
Pay, Benefits & Work Schedule
Annual Salary Range: $47,052 - $63,168
Annual salary will be commensurate with candidate's qualifications and related experience. Individuals newly hired to Classified group at the college cannot be placed above $61,644 per union bargaining agreement.
We offer comprehensive compensation package with salary and benefits as the main components. Competitive salary is within the Range stated above, and commensurate with qualifications and experience. Generous benefits package is offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents; choices of retirement and deferred compensation plans; paid holidays, sick, and vacation plans; transit program, reduced tuition, employee discounts and memberships, etc.
The employee is scheduled to work 40 hours per workweek. This is a Classified, overtime eligible position and represented by the Washington Public Employee Association of Higher Education (WPEA-HE).
About The College
Bellevue College is a diverse 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. Bellevue College is located just 10 miles east of Seattle where we serve a student population of over 54% students of color and over 1,300 international students. The college promotes student success by providing high-quality, flexible, accessible educational programs and services; advancing pluralism, inclusion and global awareness; and acting as a catalyst and collaborator for a vibrant region.
We strive to create a vibrant and inclusive campus community that supports a diverse student body, faculty and staff. As an essential part of our mission and goals , diversity, equity and pluralism are promoted and fostered in all aspects of college life. By enriching student life through leadership opportunities, personal learning and cultural experiences, we are committed to building an inclusive and diverse campus community that fosters creativity, innovation and student success.
For more information, visit BC Facts at a Glance @ Bellevue College .
About the Department
International Education (IE) provides primary support for students on non-immigrant visas who plan to enroll in college-credit classes, International High School Completion (IHSC), Bridge Pathway, International Business Professions (IBP), Intensive English, and short-term customized programs. In addition to advising and guiding international students in the clarification of their educational and career goals, International Education helps develop individualized educational plans. Other IE services include international marketing and recruitment, admissions, advising (academic, immigration, and cultural), class enrollment, accident and sickness medical benefit matters, student engagement, and housing referrals. International Education acts as a liaison between Bellevue College international students, faculty, administrators, and the U.S. Department of Homeland Security (DHS).
Essential Functions
Manage the Front Desk Service Operations and Supervise Student Workers
Provide leadership for the Front Desk student workers to offer timely, culturally responsive services to students in-person, via email, and over the phone.
Respond to calls and emails received at the International Education (IE) inbox within 24-48 hours.
Supervise student workers by hiring, training, scheduling, assigning tasks, and evaluating performance.
Maintain adequate staffing level and cover shifts whenever needed.
Assist prospective students and visitors with information on international admission requirements, deadlines, programs of study, costs, housing, insurance, campus life, and basic F-1 visa regulations.
Interpret and explain enrollment policies and procedures to students, faculty, staff, and community members from diverse backgrounds.
Review and process students' requests such as enrollment verification letter, Department of Licensing documents, or replacement of lost I-20, etc.
Perform and delegate clerical tasks such as shipment of diploma, data entry, scanning, etc.
Contract and Financial Management
Assist the Dean and the Directors with budget preparation, rationalization, and implementation.
Review and process agency contracts.
Process quarterly invoices and annual bonus payments for partners by following the College's guidelines.
Participate in establishing short and long-term fiscal plans and performance goals.
Maintain knowledge on current fiscal policies and procedures of the College and the Foundation.
Manage procurement card (P-card) and complete monthly reconciliation following the College's rules.
Purchase goods and services that are pre-approved by the budget authority.
Evaluate existing vendor contracts, safety records, and negotiate optimal pricing.
Track monthly expenditures and revenues from a variety of sources and inform the budget authority.
Provide Administrative Support for the Dean and the Management Team of IEGI
Assist the Dean and the Directors with research projects, analyzing data, and drafting reports.
Attend the management and staff meetings to record minutes.
Prepare correspondence on behalf of the IEGI management team to communicate with various internal and external stakeholders.
Assist staff with pre-approved Travel Authorization and Expense Report in ctcLink.
Manage and frequently update social media and website contents.
Maintain inventory and update supplies including computers, laptops, and iPads.
Direct annual archiving projects and ensure record retention procedures are followed.
Provide Logistical Support for Events, Activities, and Special Programs
Assist with complex scheduling, planning, organizing, and coordinating of professional events and programs, independently or in conjunction with appropriate stakeholders.
Serve as a back-up supervisor for on- and off-campus student activities as needed. Support the Dean and Directors with logistics of hosting annual, short-term programs and other partner visits.
Other duties as assigned
Minimum Qualifications
Bachelor's degree from an accredited institution or three (3) years of progressively responsible experience in general administrative work, bookkeeping, or accounting
Advance level with Word, Excel, PowerPoint, Outlook, and SharePoint
Demonstrated effective written, verbal and interpersonal communication and conflict management skills
Demonstrated experience working with diverse colleagues and/or students in a collaborative and inclusive environment
Experience in exercising independent judgement, effective decision-making and problem-solving skills while maintaining confidentiality and composure in a fast-paced environment
Demonstrated effective organizational, time-management and administrative support skills
Preferred Qualifications
Bachelor's degree in Accounting, Business, Finance, or Economics from an accredited institution.
One (1) year work experience in international education at a higher education setting.
Knowledge of risk management.
Experience working in WordPress, producing short videos, and photography.
Conditions of Employment
Bellevue College intends to provide a drug-free, healthy, safe, and secure work and educational environment. Each employee is expected to report to work in an appropriate mental and physical condition to perform her/his/their assigned duties.
Bellevue College employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.
Per Governor Inslee's Proclamation 21-14.1 , state employees must be fully vaccinated and your vaccine status will be verified upon hire. Please reach out to the HR Office at jobs@bellevuecollege.edu if you need information on medical or religious accommodation.
Sexual Misconduct and Background Check:
Prior to start of employment, finalists(s) for this position will be subject to a pre-employment background check as a condition of employment. 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 .
Check frequently in your inbox, spam, junk, clutter email folders for any communication regarding the next steps from Bellevue College and our background check partners.
Reference Check:
Reference checks may include, but are not limited to, contacting references and verification of work experience, and/or past job duties.
Other Information
This position is NOT eligible for relocation allowance.
This position is NOT eligible for sponsorship for employment-based visa.
How To Apply
Applications received by 10/10/2022 will be given full consideration. Applications received after that date may be considered until the position is filled.
All individuals interested in this position are encouraged to apply. Your application must include a complete online application and all of the required documents below to be considered complete. Any application that does not provide all requested information will not be considered for the position (only submit required documents with the application, additional will not be reviewed.) Please review Application Tips before applying.
Required application materials:
Attach a Cover Letter (min 1 pg., max 2 pgs.)
Attach a Resume
Attach a Diversity Statement (min 1 pg., max 2 pgs.) that addresses the following: Please provide specific examples of how your educational and/or professional experiences, demonstrate your commitment to diversity and equity
Complete the Job Questionnaires if applicable
Contact:
If you have questions with regards to the application or the hiring process, please contact Office of Human Resources at 425-564-2274 or email to jobs@bellevuecollege.edu .
EEO Statement
Bellevue College is an equal opportunity employer committed to providing equal opportunity and nondiscrimination to applicants and employees without regard to race or ethnicity; creed; color; national origin; sex; marital status; sexual orientation; age; religion; genetic information; the presence of any sensory, mental, or physical disability; or whether a disabled or Vietnam-era veteran. Please see policy 4100 at www.bellevuecollege.edu/policies/.
Applicants with disabilities who require assistance with the recruitment process may contact hr@bellevuecollege.edu or 425-564-2271. The following people have been designated to handle inquiries regarding non-discrimination policies: Title IX Coordinator, 425-564- 2641, Office C227, and EEOC/504 Compliance Officer, 425-564- 2178, Office B126.
Please Note :
bankofmontserrat.ms is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, bankofmontserrat.ms provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.
Location: Bellevue College
Full/Part Time: Full Time
Regular/Temporary: Regular
Position Summary
The Administrative Assistant 4 (AA4) provides higher-level administrative support to the Dean and Directors to maximize their effectiveness in administrative and financial management of IEGI. Under the general direction of the Dean of International Education and Global Initiatives (IEGI), the position provides a wide range of administrative support such as management of the front desk operations, supervision of student workers, budget monitoring, purchasing and expenditure control, office space management, public relations, records management, student engagement, and report preparation.
The position provides administrative and fiscal management to ensure all IGEI business transactions and contractual agreements with partners around the world are carried out by meeting the State and College's policies and procedures. The position must be able to project a welcoming and professional image of the IEGI to diverse international visitors, business and educational partners, and government officials.
Pay, Benefits & Work Schedule
Annual Salary Range: $47,052 - $63,168
Annual salary will be commensurate with candidate's qualifications and related experience. Individuals newly hired to Classified group at the college cannot be placed above $61,644 per union bargaining agreement.
We offer comprehensive compensation package with salary and benefits as the main components. Competitive salary is within the Range stated above, and commensurate with qualifications and experience. Generous benefits package is offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents; choices of retirement and deferred compensation plans; paid holidays, sick, and vacation plans; transit program, reduced tuition, employee discounts and memberships, etc.
The employee is scheduled to work 40 hours per workweek. This is a Classified, overtime eligible position and represented by the Washington Public Employee Association of Higher Education (WPEA-HE).
About The College
Bellevue College is a diverse 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. Bellevue College is located just 10 miles east of Seattle where we serve a student population of over 54% students of color and over 1,300 international students. The college promotes student success by providing high-quality, flexible, accessible educational programs and services; advancing pluralism, inclusion and global awareness; and acting as a catalyst and collaborator for a vibrant region.
We strive to create a vibrant and inclusive campus community that supports a diverse student body, faculty and staff. As an essential part of our mission and goals , diversity, equity and pluralism are promoted and fostered in all aspects of college life. By enriching student life through leadership opportunities, personal learning and cultural experiences, we are committed to building an inclusive and diverse campus community that fosters creativity, innovation and student success.
For more information, visit BC Facts at a Glance @ Bellevue College .
About the Department
International Education (IE) provides primary support for students on non-immigrant visas who plan to enroll in college-credit classes, International High School Completion (IHSC), Bridge Pathway, International Business Professions (IBP), Intensive English, and short-term customized programs. In addition to advising and guiding international students in the clarification of their educational and career goals, International Education helps develop individualized educational plans. Other IE services include international marketing and recruitment, admissions, advising (academic, immigration, and cultural), class enrollment, accident and sickness medical benefit matters, student engagement, and housing referrals. International Education acts as a liaison between Bellevue College international students, faculty, administrators, and the U.S. Department of Homeland Security (DHS).
Essential Functions
Manage the Front Desk Service Operations and Supervise Student Workers
Provide leadership for the Front Desk student workers to offer timely, culturally responsive services to students in-person, via email, and over the phone.
Respond to calls and emails received at the International Education (IE) inbox within 24-48 hours.
Supervise student workers by hiring, training, scheduling, assigning tasks, and evaluating performance.
Maintain adequate staffing level and cover shifts whenever needed.
Assist prospective students and visitors with information on international admission requirements, deadlines, programs of study, costs, housing, insurance, campus life, and basic F-1 visa regulations.
Interpret and explain enrollment policies and procedures to students, faculty, staff, and community members from diverse backgrounds.
Review and process students' requests such as enrollment verification letter, Department of Licensing documents, or replacement of lost I-20, etc.
Perform and delegate clerical tasks such as shipment of diploma, data entry, scanning, etc.
Contract and Financial Management
Assist the Dean and the Directors with budget preparation, rationalization, and implementation.
Review and process agency contracts.
Process quarterly invoices and annual bonus payments for partners by following the College's guidelines.
Participate in establishing short and long-term fiscal plans and performance goals.
Maintain knowledge on current fiscal policies and procedures of the College and the Foundation.
Manage procurement card (P-card) and complete monthly reconciliation following the College's rules.
Purchase goods and services that are pre-approved by the budget authority.
Evaluate existing vendor contracts, safety records, and negotiate optimal pricing.
Track monthly expenditures and revenues from a variety of sources and inform the budget authority.
Provide Administrative Support for the Dean and the Management Team of IEGI
Assist the Dean and the Directors with research projects, analyzing data, and drafting reports.
Attend the management and staff meetings to record minutes.
Prepare correspondence on behalf of the IEGI management team to communicate with various internal and external stakeholders.
Assist staff with pre-approved Travel Authorization and Expense Report in ctcLink.
Manage and frequently update social media and website contents.
Maintain inventory and update supplies including computers, laptops, and iPads.
Direct annual archiving projects and ensure record retention procedures are followed.
Provide Logistical Support for Events, Activities, and Special Programs
Assist with complex scheduling, planning, organizing, and coordinating of professional events and programs, independently or in conjunction with appropriate stakeholders.
Serve as a back-up supervisor for on- and off-campus student activities as needed. Support the Dean and Directors with logistics of hosting annual, short-term programs and other partner visits.
Other duties as assigned
Minimum Qualifications
Bachelor's degree from an accredited institution or three (3) years of progressively responsible experience in general administrative work, bookkeeping, or accounting
Advance level with Word, Excel, PowerPoint, Outlook, and SharePoint
Demonstrated effective written, verbal and interpersonal communication and conflict management skills
Demonstrated experience working with diverse colleagues and/or students in a collaborative and inclusive environment
Experience in exercising independent judgement, effective decision-making and problem-solving skills while maintaining confidentiality and composure in a fast-paced environment
Demonstrated effective organizational, time-management and administrative support skills
Preferred Qualifications
Bachelor's degree in Accounting, Business, Finance, or Economics from an accredited institution.
One (1) year work experience in international education at a higher education setting.
Knowledge of risk management.
Experience working in WordPress, producing short videos, and photography.
Conditions of Employment
Bellevue College intends to provide a drug-free, healthy, safe, and secure work and educational environment. Each employee is expected to report to work in an appropriate mental and physical condition to perform her/his/their assigned duties.
Bellevue College employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.
Per Governor Inslee's Proclamation 21-14.1 , state employees must be fully vaccinated and your vaccine status will be verified upon hire. Please reach out to the HR Office at jobs@bellevuecollege.edu if you need information on medical or religious accommodation.
Sexual Misconduct and Background Check:
Prior to start of employment, finalists(s) for this position will be subject to a pre-employment background check as a condition of employment. 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 .
Check frequently in your inbox, spam, junk, clutter email folders for any communication regarding the next steps from Bellevue College and our background check partners.
Reference Check:
Reference checks may include, but are not limited to, contacting references and verification of work experience, and/or past job duties.
Other Information
This position is NOT eligible for relocation allowance.
This position is NOT eligible for sponsorship for employment-based visa.
How To Apply
Applications received by 10/10/2022 will be given full consideration. Applications received after that date may be considered until the position is filled.
All individuals interested in this position are encouraged to apply. Your application must include a complete online application and all of the required documents below to be considered complete. Any application that does not provide all requested information will not be considered for the position (only submit required documents with the application, additional will not be reviewed.) Please review Application Tips before applying.
Required application materials:
Attach a Cover Letter (min 1 pg., max 2 pgs.)
Attach a Resume
Attach a Diversity Statement (min 1 pg., max 2 pgs.) that addresses the following: Please provide specific examples of how your educational and/or professional experiences, demonstrate your commitment to diversity and equity
Complete the Job Questionnaires if applicable
Contact:
If you have questions with regards to the application or the hiring process, please contact Office of Human Resources at 425-564-2274 or email to jobs@bellevuecollege.edu .
EEO Statement
Bellevue College is an equal opportunity employer committed to providing equal opportunity and nondiscrimination to applicants and employees without regard to race or ethnicity; creed; color; national origin; sex; marital status; sexual orientation; age; religion; genetic information; the presence of any sensory, mental, or physical disability; or whether a disabled or Vietnam-era veteran. Please see policy 4100 at www.bellevuecollege.edu/policies/.
Applicants with disabilities who require assistance with the recruitment process may contact hr@bellevuecollege.edu or 425-564-2271. The following people have been designated to handle inquiries regarding non-discrimination policies: Title IX Coordinator, 425-564- 2641, Office C227, and EEOC/504 Compliance Officer, 425-564- 2178, Office B126.
Please Note :
bankofmontserrat.ms is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, bankofmontserrat.ms provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.