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Office Coordinator (Administrative Assistant 3) in HSEWI, R21100

Office Coordinator (Administrative Assistant 3) in HSEWI, R21100

Salary: $39,612.00 - $51,444.00 Annually

Location: Bellevue WA, WA

Job Type: Full Time

Division: Academic Affairs

Job Number: R21100

Job Status: Full-TimeOvertime EligibleRepresented

DESCRIPTION
The Office Coordinator organizes and provides administrative assistance for the Health Sciences, Education and Wellness Institute (HSEWI), Instructional Division by coordinating activities and functions to ensure that the goals and objectives specified for HSEWI are accomplished in accordance with established priorities, time limitations, funding limitations and/or other specifications.

This is a Classified, overtime eligible position and represented by the Washington Public Employee Association of Higher Education (WPEA-HE). COMPREHENSIVE WAGE AND BENEFIT PACKAGEWe 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.For more details about Bellevue College's excellent employee benefits, please visit the Benefits section, next to theDescription section.ABOUT THE COLLEGEBellevue 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 44% students of color and over 1,100 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 http://www.bellevuecollege.edu/futurevision/core-themes/, 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.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.

POSITION DUTIES
Oversee front desk

• Main point of contact for HSEWI.
• Greet and screen visitors both in person and over the phone.
• Interact with a diverse population which may include faculty, students and/or parents.
• Provide visitors with contact information and directions for booking appointments.
• Troubleshoot various student issues that come to the front desk and help seek to find solutions.
• Ensure front desk coverage during office hours.
• Assign and review workflow, schedule, and delegation of work-study students.
• Open, sort, and distribute incoming mail, packages, correspondences, and other items dropped off for staff and faculty.
• Organize and distribute outgoing items for pick-up by visitors at our front desk.
• Manage and maintain schedules and calendars.

Direct office services

• Resolve problems and respond to inquiries regarding rules, regulations, policies, Division procedures and services.
• Prepare responses to correspondence containing routine inquiries.
• Order, receive and maintain inventory of office supplies and equipment following established procedures; Support purchasing of approved professional development activities and supplies.
• Supervise lower level staff as assigned.
• Perform regular sweeps of front desk, break rooms, common areas and other division office spaces identifying and reporting concerns.
• Respond to faculty questions regarding travel and reimbursement processes.
• Building access; unlocking doors around the building and office; submitting tickets for changes to keys and swipe card access, and issues in the building.
• Coordinate building related operations.
• Provide support ITS/Technology related issues.
• Troubleshoot swipe card, access issues, general office or technology issues.
• Coordinate with Admin Services on divisional continuity of operations planning (COOP) and serve as building safety representative.
• Represent division in Safety meetings and report back to division leadership.

Data/Reporting

• Enter and retrieve data; generate reports, correspondence and documents.
• Create and manage complex reporting using various software programs and database programs.
• Maintain Divisional SharePoint sites; create and update computer system files.
• Onboard new adjunct faculty and new employees by coordinating and scheduling onboarding sessions, review and complete paperwork and submit documents to HR for processing.
• Update division databases, organizational chart, and contact lists with New-Hire Information.
• Prepare invoices, reports, memos, letters, financial statements and other documents.
• Update division bulletin boards and website.

Other

• Create, develop, compile and write communications and promotional literature for distribution such as newsletters, brochures or flyers; coordinate process from development through printing and distribution; Maintain Division News & Events in content management system (i.e. WordPress).
• Maintain Division outreach materials for check-out.
• Facilitate Division outreach activities.
• Assist in planning and coordination of Divisional events; Follow campus procedures to organize events/meetings.
• Support printing and distribution of events/meetings materials.
• Compile, transcribe, and distribute meeting minutes as needed.
• Perform other duties as assigned.

QUALIFICATIONS/CORE COMPETENCIES

• Bachelor's degree. Any combination of relevant education and/or experience in business administration or closely allied field may be substituted for the educational requirement on a year-for-year basis
• Two (2) years of experience in a capacity that involves customer service, organizing work flow in a business office, implementing policies and procedures, information compilation, and database management
• Experience coordinating, reviewing, and delegating work responsibilities to office staff
• Advanced skills with Microsoft Excel, Access, PowerPoint, Publisher, Teams and SharePoint
• Experience generating and managing reports
• Experience with purchasing and reconciliation
• Experience with event planning, and calendar management
• Effective organizational, planning and time management skills
• Effective problem solving skills
• Effective communication skills
• Demonstrated ability to build constructive relationships with students and co-workers characterized by acceptance, cooperation and mutual regard
• Demonstrated ability to work effectively with diverse groups of people from multiple cultural backgrounds and differing points of view; actively promotes a commitment to cultural pluralism
• Must be able to work an occasional alternate schedule, such as evenings or weekends

PREFERRED QUALIFICATIONS:

• Experience working in Higher Education
• Knowledge of Bellevue College
• Knowledge of Health Sciences, Education & Wellness Institute
• Experience evaluating and assessing data
• Experience working in WordPress
• Experience using Customer Relationship Management (CRM) business applications and working with digital outreach campaigns
• Experience using LEAN principles in process improvement or business operations

SPECIAL INSTRUCTIONS FOR APPLICANTS
Applications received by 11/07/2021to receive a first consideration. Applications received after that date may be considered until the position is filled. Per Governor Inslee'shttps://www.governor.wa.gov/sites/default/files/proclamations/21-14.1%20-%20COVID-19%20Vax%20Washington%20Amendment.pdf?utm_medium=email&utm_source=govdeliveryhttps://www.governor.wa.gov/sites/default/files/proclamations/21-14.1%20-%20COVID-19%20Vax%20Washington%20Amendment.pdf?utm_medium=email&utm_source=govdelivery, state employees must be fully vaccinated no later than October 18, 2021. Your vaccine status will be verified upon hire. Please reach out to the HR Office at mailto: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 https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080. How to Apply:Click on the word Apply at the top right corner of the job announcement.

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 be considered incomplete and will not be screened for the position (only submit required documents with the application, additional documents are submitted will not be reviewed.)

• Complete an online application
• Attach a Resume
• Attach a Cover Letter
• 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.

To apply, visit https://apptrkr.com/2569443

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 R130.

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