Administrative Assistant 4 (Project)

Administrative Assistant 4 (Project)

Location: Bellevue College

Full/Part Time: Full Time

Regular/Temporary: Temporary

Position Summary

The Administrative Assistant supports the Dean for the Health Sciences, Education, and Wellness Institute. This position will support planning, organizing, implementing, coordinating and controlling administrative services. The Administrative Assistant performs higher-level administrative duties of a substantive nature to provide support to the Dean. The ideal candidate will have excellent organizational skills, strong attention to detail, and a commitment to promoting equity and inclusion. This position reports to the Dean of the Health Sciences, Education, and Wellness Institute.

This is six months temporary project position and expected to end on 11/15/2026.

Pay, Benefits & Work Schedule

Position Salary Range: $50,388/year - $67,668/year

The salary information shown above is a general guideline only. The salary will be determined based on candidate's qualifications and related experience, as well as market and business considerations. Individuals newly hired to Classified position are placed in a salary range based on the WPEA Collective 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 are 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 vibrant, student-centered institution located just 10 miles east of Seattle. Serving one of the most diverse student populations in Washington - we are proud to reflect the global community we serve.

As an employer, Bellevue College is committed to fostering a workplace where employees feel valued, supported, and empowered. We believe that our faculty and staff are essential partners in fulfilling our mission, and we prioritize professional growth, collaboration, and innovation in everything we do. Employees at Bellevue College benefit from opportunities to expand their skills, contribute to meaningful work that changes lives, and engage in a community that is deeply committed to inclusion.

We are dedicated to creating an environment where creativity and innovation thrive, and where the contributions of every employee help shape both the success of our students and the vitality of the region. At Bellevue College, you will find a community that supports your goals, values your voice, and celebrates your impact.

About the Department

The Health Sciences, Education & Wellness Institute (HSEWI) fosters successful completion of our diverse students' education goals, as well as advocates life-long wellness, learning, teaching, and service excellence. We provide a wide variety of accessible, rigorous, and engaging professional/technical courses, programs, and credentials that are responsive to individual, institutional, and community needs, prospects, and opportunities. Our Institute is comprised of sixteen unique programs which focus on providing excellent education and training for many professions in healthcare, education, and wellness.

Essential Functions

Administrative Support

Provide secretarial and administrative support to the Dean, including:

• Managing the Dean's calendar, scheduling appointments, arranging meetings, and ensuring effective time management.
• Making travel arrangements for the Dean and finalizing travel reports in accordance with College and state policies.
• Preparing and distributing meeting agendas; formatting transcription; recording minutes; and composing, editing, and typing correspondence.
• Exercising signature authority on administrative correspondence.
• Reviewing and revising electronic communications such as program announcements, newsletters, advertising, and web posters.
• Assisting with appropriate procedures for academic job searches and appointments, re appointments, employee on boarding, performance review, tenure review, and promotion in compliance with institutional policies and agreements.
• Utilizing project management skills to plan, execute, and monitor various projects within the divisions, incorporating equity and inclusion considerations.
• Establishing and maintaining accurate electronic and hard copy files, including archival filing for syllabi, tenure and promotion documents, financial paperwork, monthly budget reports, and equipment inventory.
• Conducting research, collecting data, and assisting in preparing and maintaining administrative, business, and academic reports and records, presentations, and correspondence related to projects, highlighting equity and inclusion perspectives.
• Assisting with the coordination and organization of events, workshops, and conferences, including logistics, registrations, and materials preparation, with a focus on fostering an inclusive atmosphere and effective communication.
• Representing and/or communicating on behalf of the Dean at meetings and conferences.
• Providing logistical, tactical, and clerical assistance to faculty involved in teaching and research programs.
• Interpreting, counseling, and implementing institution policies and procedures.
• Assisting in formulating general administrative policies of the division and coordinating policy and college matters with other governmental agencies.

Budget Support

Provide the Dean with assistance on budget, including:

• Assisting the Dean in preparing annual reports and resolving contractual issues
• Assisting and supporting the Dean in preparing cost estimates and projecting future purchase needs
• Assisting the Dean in auditing and approving expenditures, requisitions, vouchers, payroll, and personnel changes for accuracy and compliance with policies and procedures

Space, Equipment, and Facilities Support

Provide the Dean with assistance on space, equipment, and facilities, including:

• Authorizing equipment repair/renovation
• Preparing space and equipment analysis and implement maintenance of facilities
• Coordinating space management, including renovation and/or remodeling for administrative, laboratory, and classroom areas and classroom reservation
• Assisting in preparation of long-range plans for space utilization and renovation
• Coordinating and maintaining liaison with internal and external stakeholders, including faculty, staff, students, and community partners for services and programs such as new buildings or modifications

Other

Perform other duties as assigned.

Minimum Qualifications

High School Graduation or equivalent in relevant field. Any combination of relevant education and/or experience may be substituted for the educational requirement on a year-for-year basis.

Proven experience providing administrative support at a senior level, preferably in higher education or a healthcare setting.

Demonstrated ability to manage complex calendars and prioritize competing demands.

Effective verbal and written communication skills that ensure direct and meaningful messaging with senior management, faculty, students and other target audiences.

Exceptional organizational and time management skills, with the ability to prioritize tasks, meet deadlines and handle details.

Strong diplomatic and interpersonal skills, with the ability to establish and maintain cooperative relations with diverse individuals and groups and foster a welcoming and inclusive environment.

Demonstrated ability to maintain confidentiality and manage sensitive information with discretion.

Flexible and adaptable, with the capacity to work independently and collaboratively.

Ability to use sound and independent judgment to exercise appropriate decision-making authority.

Proficient in using office software, including word processing, spreadsheet, and presentation tools (Word, Excel, Outlook, Teams, PowerPoint)

Effective problem-solving skills, a proactive approach to overcoming challenges, and the ability to be a self-starter.

Ability to manage multiple priorities and work under tight deadlines.

Preferred Qualifications

Associate's degree or higher in Business Administration, Communications, or a related field.

Experience authoring/publishing monthly newsletter.

Familiarity with learning management systems and educational technology platforms that support inclusive and accessible learning experiences.

Experience supporting accreditation processes or managing grant-funded projects.

Familiarity with educational enterprise resource planning database and tracking systems.

Familiarity with the operations of a college or university, especially within health sciences and education programs.

A willingness to learn and a good service ethic.

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