Position Overview
Tacoma Community College is seeking a highly organized and detail-oriented individual to join our team as an Administrative Assistant 3 to the Associate Dean of Nursing at Tacoma Community College. The successful candidate will provide high-level administrative support to the Associate Dean of Nursing within our nursing program. This role is integral to ensuring the efficient operation of the nursing department and facilitating the achievement of academic and administrative goals. The ideal candidate will be passionate about working collaboratively with faculty, staff, and administrators to expand the access and supports for our students. The position will work closely with our leadership team including the Dean for Health and the Associate Dean for Nursing.  

Essential Functions

• Provides confidential administrative support to their supervisor. Including managing schedules, arranging meetings, handling correspondence, and coordinating travel arrangements.
• Serve as liaison and primary point of contact for internal and external communications, including responding to inquiries, relaying messages, and maintaining professional correspondence on behalf of the Associate Dean. Use discretion, tact and diplomacy to interact effectively with diverse staff, students, and public and community populations.
• Coordinates and builds the quarterly class schedules in campus software (ctcLink) according to the course calendar. Works with divisional leadership to coordinate course offerings, resolve room/scheduling conflicts, and maintain current information within CTC Link.  
• Coordinates and prepares the faculty quarterly contracts in collaboration with their supervisor and Human Resources. 
• Maintain accurate and organized records, files, and databases related to the nursing program, including budget tracking, student records, faculty documents, accreditation materials, and departmental reports.
• Assist in monitoring programmatic budgets, including tracking expenses, processing financial documents (invoices, requisitions, etc), and reconciling financial records in collaboration with the Associate Dean and fiscal personnel.
• Provides expenditure control; evaluates costs and assists with purchases for expenditures including equipment, supplies, and furniture; develop cost estimates for equipment needs, space renovations, and projects. Prepares documents such as voucher distributions, purchase requisitions, deposits, travel, transfers; reconciles bank statements while monitoring expenditures and budget status. 
• Coordinates and supports onboarding and offboarding of division faculty and staff, to include coordinating and supporting the division recruitment process: scheduling hiring committee meetings, preparation of screening materials, sorting and maintaining applications received, scheduling interviews, preparing candidate information and preparation of hiring/onboarding materials.
• Assist in planning and coordinating events, meetings, and special projects within the nursing department, including workshops, conferences, and information sessions.
• Supervises, trains, mentors and evaluates staff involved in the performance of duties associated with supporting pathway programs.
• Compiles and coordinates paperwork for program reviews for the division.
• Prepares, reviews and submits reports for Accreditation, Assessment, budget development and other information as requested.
• Represent the Associate Dean and nursing program in meetings, task forces, and other college activities.
• Participate in college professional development, training, and governance opportunities as needed.
• Coordinate requests and work related to rooms, building, equipment, grounds, and maintenance.
• Perform other related work as required.

Requirements

• Start Date: No Start Date
• Education: High School or Equivalent
• Work Experience: 3 - 5 years
• Part/Full Time: Full-Time

Contact / Additional Information

Apply online and benefits information located here