Administrative Assistant

Job Description

About the Company: Seattle Colleges

Seattle Colleges is the largest and most diverse community college district in the state of Washington, comprising three distinct colleges: North Seattle College, Seattle Central College, and South Seattle College, along with five specialty training centers. The institution emphasizes leadership in change and innovation within the community college landscape.

Seattle Colleges is deeply committed to fostering an inclusive and welcoming academic environment. They actively recruit diverse faculty and employees, reflecting a broad spectrum of backgrounds including ethnicity, national origin, religion, race, gender, gender identity, age, veteran status, disability, political status, and sexual orientation. The institution adheres to a strict non-discrimination policy, ensuring equal opportunity for all students, employees, and applicants across all aspects of education, employment, services, and contracts. This commitment extends to providing reasonable accommodation for individuals with disabilities and maintaining an environment free from “bullying” behaviors.

About the Job: Administrative Assistant (Student Position) – District Workforce Development Department

Seattle Colleges is seeking an Administrative Assistant (student position) for its District Workforce Development Department.

• Salary: The position offers a salary of $20.76 per hour.
• Application Process: The opportunity is open until filled, with the first review of application materials scheduled to begin on July 28, 2025.
• Position Summary: The Administrative Assistant will provide crucial support to the District Workforce Development Department, primarily focusing on calendar coordination and expense reimbursement processing. The ideal candidate will be highly organized, detail-oriented, possess exceptional time management skills, and demonstrate a proactive approach to scheduling and handling financial documentation with accuracy and confidentiality.
• Work Schedule: This is a part-time position, requiring 19 hours of work per week.
• Work Location: The role is primarily on-site, with some remote work options available.
• Application Procedures:
• Applicants must submit a current Resume and a cover letter addressing how their background aligns with the job requirements.
• All required application materials must be completed and submitted online.
• Interviews will be conducted virtually using video conferencing platforms such as Zoom or Teams.
• Applicants must be currently authorized to work in the United States on a regular basis; the employer will not sponsor work visas.
• What You Will Be Working On (Key Responsibilities):
• Managing and maintaining calendars for executives or department leads, including scheduling meetings, appointments, and recurring events.
• Coordinating internal and external meetings across various time zones, ensuring all logistical details are confirmed.
• Processing travel and business-related reimbursements in compliance with company policies and deadlines.
• Monitoring outstanding reimbursements and following up on pending items to ensure timely processing.
• Preparing and submitting expense reports using designated reimbursement software/systems.
• Serving as the primary point of contact for scheduling conflicts, changes, and urgent calendar requests.
• Maintaining organized records of calendar activities and expense documentation.
• Assisting with general administrative duties, such as email correspondence, meeting preparation, and document tracking, as needed.
• The role emphasizes teamwork, with an expectation for all team members to contribute beyond specific responsibilities to meet departmental needs.
• What You Bring as a Candidate (Required Knowledge, Skills, Abilities, Education, and Experience – or equivalent combination):
• Proven experience in an administrative support role with specific responsibilities for calendar and expense management.
• Proficiency in Microsoft Outlook, Google Calendar, and various expense platforms (e.g., Concur, SAP, or similar systems).
• Excellent communication skills and meticulous attention to detail.
• Strong ability to prioritize tasks and manage time effectively.
• Demonstrated discretion and ability to maintain confidentiality when handling sensitive information.
• Physical Demands and Disability Accommodation:
• The role primarily involves working in an office setting with typical interruptions and noises.
• Physical demands include the ability to operate office equipment, interpret and receive data, prepare various materials, exchange information with colleagues and students, provide 1:1 support, present to small groups, and work at a computer with repetitive hand motions.
• Seattle Colleges provides reasonable accommodation for persons with disabilities in all aspects of employment, including recruitment and the application process. Applicants requiring accommodation should contact Human Resources.
• Background Check Statement:
• Prior to hiring, a background check, including criminal record history, will be conducted. The information obtained will be considered in determining suitability for the position but will not necessarily preclude employment.
• Candidates will also be required to complete a Sexual Misconduct Disclosure Form (WA HB 2327).