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Administrative Support Specialist

2 months ago

Renton, Washington, United States Renton Technical College Full time

Job Summary:

Renton Technical College is seeking an experienced Administrative Support Specialist to provide high-level administrative support to the Associate Dean and Directors of related Departments. The successful candidate will be responsible for managing office activities, maintaining budgeting records, typing correspondence and reports, and performing a variety of other administrative duties.

Key Responsibilities:

  • Provide direct support to the Associate Dean and Directors of related Departments.
  • Serve as point of contact between administrators, staff, and the general public.
  • Maintain confidentiality regarding students, staff, and office matters.
  • Establish office priorities and monitor supplies to ensure deadlines are met.
  • Maintain department administrative, program, and personnel records.
  • Prepare and monitor travel requisitions and submit expense reports for Associate Dean and assigned Department Directors.
  • Schedule appointments, meetings, and conferences, and travel arrangements.
  • Prepare requisitions and invoices.
  • Manage registration, scheduling, and catering for conferences and events.
  • Prepare, monitor, and schedule College Technology Services, Facility, and Maintenance work requests.
  • Schedule classroom use and arrange for distribution of keys.
  • Coordinate substitute scheduling and timesheets.
  • Maintain and coordinate curriculum information and course coding documents/files for all department full-time programs and supplemental courses in ctcLink and Curriculog.
  • Verify course information to generate, distribute, and monitor contracts for part-time faculty.
  • Prepare and update quarterly course information in ctcLink, proof class schedule, catalog, and brochures.
  • Create and prepare data as required.
  • Monitor class loads to determine status, make decisions as authorized to cancel courses with insufficient enrollment notifying appropriate personnel and departments.
  • Originate and prepare downloads in ctcLink for new and recurring courses.
  • Coordinate all advisory committee activities, processes, and procedures, keeping up-to-date rosters, minutes, files, and attendance records.
  • Send appropriate correspondence and meeting notices.
  • Make necessary arrangements for meetings.
  • Inform the office of the Vice President of Instruction of committee minutes and meeting outcomes.
  • Maintain the college's faculty professional certification system.
  • Monitor and track faculty certification progress and send reminders and notices as needed.
  • Maintain certification records and documentation.
  • Coordinate the hiring process of all new part-time instructors.
  • Assist Human Resources with the orientation of newly hired faculty and part-time instructors.
  • Maintain and monitor budget reports, track program budgets, analyze and reconcile issues, prepare requisitions and invoices.
  • Prepare and monitor travel requisitions and expense reports.
  • Create/compose original correspondence on behalf of departments.
  • Train and direct work-study students, including authorizing timesheet hours for payment.
  • Assist students and visitors on campus.
  • Communicate professionally and effectively, both orally and in writing, with college employees, departments, and outside agencies.
  • Maintain regular attendance and punctuality.
  • Perform other related tasks as assigned.

Requirements:

  • Demonstrated leadership in working with and supporting persons from diverse backgrounds.
  • High school graduation or equivalent with training in administrative procedures.
  • Four years of increasingly responsible administrative experience.
  • Knowledge of general bookkeeping procedures.
  • Demonstrated ability to promote universal design and accessibility.
  • Ability to maintain confidentiality, think critically, and exercise independent judgment.
  • Proficiency in using Microsoft Office, specifically experience creating and editing documents, spreadsheets, and presentations.
  • Proficiency using SharePoint as well as experience using Canvas (RTC's Learning Management System).
  • Excellent leadership and interpersonal skills and ability to work effectively as part of a team.
  • Demonstrated attention to detail required as well as previous experience maintaining accurate records, managing multiple tasks, and planning and organizing work to meet changing priorities and deadlines.
  • Ability to represent the college in a positive and professional manner, while using tact, discretion, and courtesy.
  • Ability to speak a regionally top-spoken language other than English is preferred.