Administrative Assistant

Job Description

About company and job description, detailed.

### 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 prides itself on being a leader in change and innovation within the community college landscape.

Seattle Colleges is deeply committed to fostering an inclusive and welcoming academic and work environment. This commitment is reflected in its dedication to recruiting faculty and employees from diverse backgrounds, including but not limited to ethnicity, national origin, religion, race, gender, gender identity, age, status as a veteran or disabled veteran, disability, political status, and sexual orientation.

The district operates under a strong principle of equal opportunity, ensuring non-discrimination in all aspects of education, employment, services, and contracts. It specifically prohibits discrimination based on race or ethnicity, color, age, national origin, religion, creed, marital status, sex, pregnancy, gender, gender identity, sexual orientation, status as an honorably discharged veteran or disabled veteran or military status, political affiliation or belief, citizenship/status as a lawfully admitted immigrant authorized to work in the United States, or the presence of any physical, sensory, or mental disability. Furthermore, Seattle Colleges is dedicated to providing reasonable accommodation for known physical or mental limitations for all otherwise qualified persons with disabilities.

Beyond non-discrimination, Seattle Colleges is committed to maintaining an environment where all employees and students experience mutual respect and professionalism, free from all forms of “bullying” behaviors, including “cyberbullying.”

### Job Description, Detailed: Administrative Assistant (Student Position)

The District Workforce Development Department at Seattle Colleges is seeking to hire an Administrative Assistant. This is a student position, meaning applicants must be currently enrolled students or meet specific student employment criteria.

• Salary Range: The position offers a competitive hourly wage of $20.76 per hour.
• Application Timeline: The opportunity is open until filled, with the first review of application materials scheduled to begin on July 28th, 2025.
• Position Summary: The ideal candidate for this role is described as highly organized and detail-oriented. The core responsibilities involve providing support to the team with calendar coordination and expense reimbursement processing. Essential qualities include exceptional time management skills, a proactive approach to scheduling, and a proven ability to handle financial documentation with accuracy and confidentiality.
• Work Schedule: This is a part-time position, requiring a commitment of 19 hours per week.
• Work Location: The role primarily operates on-site, with some remote work options potentially available.
• Key Responsibilities (“What You Will Be Working On”):
• Calendar Management: Managing and maintaining calendars for one or more executives or department leads, including scheduling meetings, appointments, and recurring events. This involves coordinating internal and external meetings across multiple time zones and confirming all logistical details.
• Expense Processing: Processing travel and business-related reimbursements in strict accordance with company policies and deadlines. This includes monitoring outstanding reimbursements, following up on pending items for timely processing, and preparing/submitting expense reports using designated software/systems.
• Communication & Coordination: Serving as the primary point of contact for scheduling conflicts, changes, and urgent calendar requests.
• Record Keeping: Maintaining organized records of all calendar activities and expense documentation.
• General Administrative Support: Assisting with various administrative duties as needed, such as email correspondence, meeting preparation, and document tracking.
• Team Contribution: The job description emphasizes a team-oriented environment where every member is expected to contribute to meet departmental needs, even beyond their specific listed responsibilities.
• Candidate Qualifications (“What you bring as a candidate”):
• Experience: Proven experience in an administrative support role, specifically with responsibilities for calendar and expense management.
• Technical Proficiency: Demonstrated proficiency in Microsoft Outlook, Google Calendar, and various expense platforms (e.g., Concur, SAP, or similar systems).
• Skills: Excellent communication skills, strong attention to detail, robust ability to prioritize tasks, and effective time management skills.
• Attributes: A high degree of discretion and confidentiality when handling sensitive information.
• Application Procedures:
• Applicants must submit a current Resume.
• A cover letter is required, specifically addressing how the applicant’s background intersects with the requirements and responsibilities of this job.
• All required application materials must be completed and submitted online.
• Interview Process: Seattle Colleges conducts interviews virtually, typically using video conference platforms such as Zoom or Teams.
• Work Authorization: Applicants must be currently authorized to work in the United States on a regular basis. The employer explicitly states they will not sponsor applicants for work visas.
• Physical Demands and Disability Accommodation:
• The work is primarily performed in an office setting, which may involve frequent interruptions and typical office noises.
• Required abilities include operating office equipment, receiving and interpreting data, preparing various materials, exchanging information with colleagues and students, providing 1:1 support, presenting to small groups, and working at a computer with repetitive hand motions.
• Seattle Colleges adheres to the Americans with Disabilities Act (ADA) and provides reasonable accommodation for persons with disabilities in all aspects of employment.
• Background Check: Prior to hiring, a background check, including criminal record history, will be conducted. This information will be considered in determining suitability for the position but does not necessarily preclude employment. Additionally, candidates must complete a Sexual Misconduct Disclosure Form WA HB 2327 as required.