Starting salary for this position is: $3,480 (Monthly)

Employees starting at the entry step of this range receive salary step advancement after six months and every 12 months thereafter. If an employee starting at anything higher than the entry step of the range, will have salary step advancement after 12 months and salary step advancement every 12 months thereafter until they reach the top of the salary range. Each salary step advancement will be approximately a 5% increase in salary.

Community Colleges of Spokane (CCS) District Equity Statement

CCS believes that access to high-quality education in a safe and inclusive environment is the right of all individuals and imperative for the continued advancement of a strong democracy and workforce. We also believe higher education institutions have an obligation to work toward and demonstrate progress in ensuring equity amongst their students, faculty, and staff. Equity is grounded in the principle of fairness. In higher education, equity refers to ensuring that each student receives what they need to be successful through the intentional design of the college experience.

Spokane Community College (SCC) is a beautiful campus set along the Spokane River and near the urban city center of Spokane. Spokane is a mid-sized city in the inland Pacific Northwest with a high quality of life and quick access to the outdoors. In addition to the 148-acre main campus in Spokane, SCC serves over 10,000 square miles in eastern Washington including educational centers in Colville, Newport, Inchelium, and Republic. More information about relocating to/living in Spokane is available here: http://ccs.spokane.edu/Working-for-Us/Relocation-and-Living-in-Spokane.

SCC is one of two accredited community colleges that comprise the Community Colleges of Spokane. Serving about 22,000 students, SCC is an educational leader and responsive partner with the community and region to provide access to relevant programs of the highest quality. Offering state-of-the-art career technical programs (approximately 50% of total enrollment) as well as liberal arts/transfer programs (about 25%) and basic education for adults (about 25%), SCC’s comprehensive opportunities transform lives and enrich our communities. As a college we are collectively committed to the work that embraces diversity, promotes equity, and fosters inclusion and global awareness at every level of our college.

Please be aware that this recruitment closes at 4:00 p.m. PST. The application process will not be available after this time. To ensure consideration make sure your application is completed and submitted as soon as possible. Applications will only be accepted prior to 4:00 p.m. on the closing date.

The Community Colleges of Spokane is seeking a highly motivated and qualified individual for the position of Office Manager in the SCC Adult Education Department.

GENERAL DEFINITION

Under general direction of the Dean of Adult Education, this position performs administrative duties, provides administrative support, represents the Adult Education division, and provides counsel and direction on behalf of the dean to department chairs, faculty, college administration, staff and students with little or no supervision.

The Office Manager is responsible for planning, organizing, assigning, and supervising varied and extensive processes related to divisional needs and facilitating the flow of office work between the dean, department faculty, and support staff.

Responsibilities include assisting in the development of class schedules, assist in budget planning and development, expenditure control, records management, report preparation, public relations, and personnel administration. This position supervises office support staff and provides support for approximately 120 faculty and staff of the Adult Education (AE) division.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

• Serve as the confidential assistant to the Dean of Adult Education. Provide administrative support to the dean including but not limited to: coordinate office operations, monitor administrative deadlines, keep supervisor’s calendar, make travel arrangements, screen, prioritize, and distribute mail, screen calls and visitors, maintain records. *
• Provide administrative support for the division including but not limited to coordinating and scheduling events and division meetings, making room reservations, developing agendas, taking meeting minutes, monitoring purchase orders, preparing reports, budgets, contracts, and/or grant proposals, maintaining and updating the division organizational chart and working on division projects and presentations as assigned. Perform additional duties as delegated by the dean, track leave requests and facilitate approvals, monitor and maintain division absence calendar. *
• Organize, implement and supervise the construction of classes and class schedule maintenance. Establish class scheduling and contract generation timelines and calendar and distribute information to affected team members. *
• Prepare and review faculty overload and adjunct contracts for quality control, including checking budgets and amounts in alignment with district policies and procedures. *
• Oversee the coordination and compilation of student evaluations of faculty for the tenure review process, post-tenure evaluation and adjunct faculty. *
• Review, evaluate and administer the process of tracking faculty and staff evaluation deadlines while adhering to the collective bargaining agreements. *
• Participate in department, division and college committee meetings as requested by the dean. *
• Interpret, counsel and implement institutional policies for employees of the division, students and other college personnel. *
• Oversee purchase and travel card accounts following district policies and procedures for issuing cards, making purchases and reconciling card statements. *
• Design office space and determine the need for office equipment, furniture and supplies as well as coordinate their purchasing and maintenance for the division. Assign room usage and coordinate access, ensuring rooms and equipment are secure at all times. *
• Supervise classified, part-time hourly and work study students (train, schedule, evaluate, discipline and respond to grievances). Adhere to classified contracts and all district rules and regulations ensuring efficient operations. *
• Inform and educate staff about behavior and performance expectations, provide timely and accurate feedback regarding performance, and ensure performance and behavioral problems are corrected promptly and effectively. *
• Monitor budgets as applicable, ensuring fiscal responsibility of budgets, informing the dean or individual managers of budget status. Assist in developing new budgets. *
• Model professional decorum and mutual respect in all personal interactions. *
• Comply with district policy, procedures and directives, state and federal regulations, orders and statutes and collective bargaining agreements. *
• Support and advance the CCS strategic plan, and perform other duties as assigned. *

• Indicates this is an essential duty.

This position is designated a bargaining unit position.

REQUIRED COMPETENCIES (MINIMUM QUALIFICATIONS)

• Associate degree or higher from an accredited institution. Or an equivalent mix of education and experience that demonstrates the candidate meets all competency requirements for this position.
• Experience in office management and supervision.
• Proficiency with Microsoft Office programs and other current technology and integrating it into an office environment.
• Ability to establish and maintain effective working relationships throughout the organization.
• Excellent communication skills both orally and in writing.
• Excellent project management and organizational skills.
• Excellent interpersonal skills—the ability to create an effective working environment through positive interaction, clear communication, and recognition of the value of each individual.
• Ability and willingness to give and take direction.
• Ability to make independent decisions in the absence of the dean.
• Ability to understand, track, and monitor budgets.
• Ability to represent the dean and department in a professional manner.
• Ability to handle multiple deadlines and priorities in an executive setting.
• Ability to record, transcribe, edit and distribute meeting minutes.
• Ability to coordinate schedules and manage space under limited supervision
• Ability to work independently and prioritize tasks.
• Ability to maintain a high level of workplace confidentiality.
• Acceptance of the responsibility to promote the welfare and best interests of students at all times.
• A demonstrable understanding and acceptance of the mission, values, goals, objectives and strategic plan of CCS.
• The ability to perform assigned duties in a manner consistent with applicable laws, regulations and goals of the institution, and community and technical college system.
• Demonstrated commitment to fostering and supporting a teaching, learning and working environment that honors diversity, equity and inclusion.

PREFERRED COMPETENCIES (DESIRED QUALIFICATIONS)

• Bachelor’s degree or higher from an accredited institution.
• One (1) or more years of supervisory experience involving responsibility for planning, organizing and coordinating work in an office.
• Experienced in records management.
• Experience working in a higher education environment.
• Familiarity with PeopleSoft (ctcLink)
• Familiarity with state purchase card system.

TOTAL COMPENSATION WITH BENEFITS: $58,970 - $73,950.

Total compensation is an estimate based upon adding the following amounts together:

• Base compensation of $41,760 - $55,872, plus
• Current employer-paid health and related benefit contribution rates, plus
  • Click here for a full list of benefits.
• Median retirement fund contributions.

The actual total will vary depending upon each employee's enrollment choices.

Person hired must be able to provide acceptable documentation of U.S. Citizenship or lawful authorization to work in the United States. This is an absolute condition of employment. An offer of employment will not carry with it any responsibility or obligation on the part of the District to sponsor an H1-B visa. In addition, the Community Colleges of Spokane maintains a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment.

Prior to a new hire, a background check including criminal record history will be conducted. 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. Once an applicant is chosen for an interview, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

PHYSICAL REQUIREMENTS

• Work is performed in a normal, temperature-controlled office environment.
• Work is sedentary in nature.
• Frequent use of computer and exposure to terminal screens.
• Visual focus and strain.
• Work directly with students/clients.
• Work involves constant interruptions and requirement to answer on demand questions by phone, in person, or electronically.
• Frequent repetitive hand/wrist motions and finger manipulation.
• Frequent oral and auditory communication with others.

CONDITIONS OF EMPLOYMENT

• Full-time schedule (12-months, 40-hours a week).
• 6-month probationary period; may be extended up to 12 months.
• This position is overtime eligible.
• Requires local or regional travel. If using personal vehicle proof of driver's license and car insurance required.
• Criminal background check required.

To qualify for consideration, applicants must meet required competencies and submit a complete application packet, which includes the following:

• CCS online application.
• Cover letter addressing your qualifications as applied to the responsibilities of this position. *
• Comprehensive resume. *
• Names, addresses, and telephone numbers of three professional references.*
• College transcript(s) if applicable - unofficial/copies of transcripts are acceptable for initial application, official copies must be submitted upon acceptance of job offer.

NOTE: All of the above are required to ensure your consideration for this position. The item(s) marked with an asterisk are required attachments to your application prior to submission. If you require an accommodation during the application or interview process, please contact HR at CCS.recruiter@ccs.spokane.edu

Community Colleges of Spokane does not discriminate in its programs, activities and employment on the basis of race, creed, color, religion, national or ethnic origin, age, sex, marital status, pregnancy, parental status or families with children, status as a mother breastfeeding her child, AIDS/HIV or hepatitis C, honorably discharged veteran status, sexual orientation, gender identity or expression, disability, use of trained guide dog or service animal by a person with disability, genetic information or any other legally protected category. Please direct all inquiries regarding compliance with access, equal opportunity and/or grievances to the Chief Administration Officer, Community Colleges of Spokane, 501 N. Riverpoint Blvd., PO Box 6000, MS 1004, Spokane WA 99217-6000 or call 509-434-5037; WA Telecommunication Relay Services (TRS) 1-800-833-6384 or 7-1-1.

Native Land Acknowledgement

We are honored to acknowledge that the Community Colleges of Spokane, and our main campuses for Spokane Falls and Spokane Community College, are located on the traditional and sacred homelands of the Spokane Tribe. We also provide services in a region that includes the traditional and sacred homelands of the Confederated Tribes of the Colville Reservation and the Kalispel Tribe. The CCS Pullman Center operates on the WSU campus and is located on the ancestral homelands of the Palus people and on the ceded lands of the Nimíipuu (Nez Perce) Tribe.

We pay our respect to tribal elders both past and present as well as to all indigenous people today. This land holds their cultural DNA and we are honored and grateful to be here on their traditional lands. We give thanks to the legacy of the original people and their descendants and pledge to honor their stewardship and values.

Medical, dental, life and long term disability insurance benefits are provided as currently administered under Public Employees Benefits Board; WA State Retirement Plan; vacation and sick leave begin to accrue at the rate of one (1) day per month, upon employment. (For positions that are less than full time, leave accruals will be prorated to the percentage of the position.) This position is designated a bargaining unit position and union membership is no longer a condition of employment.