General Summary

The primary function of the Administrative Services Manager C, Academic Affairs is to plan, organize, implement and coordinate administrative services and support for Academic Affairs instruction Divisions. Exercising independent judgement and decision-making authority, this position reports to the Vice President for Academic Affairs.

This position is a classified full-time, represented position, which is eligible for overtime.

Salary Information: The above salary range reflects the starting step of Range 56 (Step A) for this classified position and includes a 5% King County compensation provision. As a new employed classified employee, based on annual increments, it will take 5.5 years to reach (Step L) and 11.5 years to reach (Step M) on the salary schedule. This does not reflect any contractual changes, legislative mandated salary increases or Cost of Living Increases (COLA's) that may be approved in the future.

Essential Tasks

Reporting to the Vice President of Academic Affairs, this position will:

Lead Duties —Administrative Assistant 3’s: 35%

• Lead the work of the Administrative Assistant 3s, including ongoing training and development;
• Regularly share information about processes and procedures in Academic Affairs with the Administrative Assistants; ensure Administrative Assistants have current, accurate information;
• Bring feedback, concerns, and suggestions from Administrative Assistant group to Academic Affairs on a regular basis;
• In collaboration with Division Chairs and the Director of Instructional Planning and Budgets, provide budget support, including tracking of expenditures and ctcLink processes;
• Analyzes current processes to identify strengths and weaknesses. Develop recommendations for improvements and work with teams to implement them;
• Coordinate and support Administrative Assistant 3s in the creation and updates of standard operating procedures;
• Providing backup support to Administrative Assistant 3s as needed, or in the case of vacancies;
• In collaboration with Division Chairs, and Director of Instructional Planning and Budgets develop and improve faculty professional development fund tracking processes, and regularly review requests. Provide fund updates to Division Chairs as needed;
• Provide logistical support for Division events, including preparing and processing contracts and meal and light refreshment requests;
• Provide administrative support for program accreditation;
• Work with Administrative Assistants, Division Chairs, and Department Coordinators to ensure that leave policies and practices are followed and tracked accurately;
• Direct, supervise, train and assign work to student workers and 1,000-hour office assistant to assist with special projects.

Monitor Daily, Monthly, and Quarterly Operations of the Division and the Division Chair – 25%

• Provide excellent customer service to students, faculty, staff and visitors;
• Answer telephone, respond and forward calls appropriately;
• Distribute the mail within the division;
• Provide support for Division Chair, Department Coordinator and faculty in day-to-day departmental operations:
• Establish, revise, organize and/or maintain electronic and manual filing system; keep office files current and keep procedure manual up to date;
• Complete special projects as assigned and ensure projects are in compliance with College policies and applicable laws and regulations;
• Attend meetings, participate in campus community events and activities;
• Perform related duties as assigned.

Prepare and Process Instructor Evaluations - 5%

• All evaluation packets are distributed to the faculty boxes by the 7th week of the quarter and electronic evaluations set-up for faculty administering them electronically;
• Once completed course evaluations are returned, prepare the evaluation reports.

Maintaining division supplies - 10%

• Coordinate monthly P-card reconciliation;
• Ensure compliance with applicable purchasing rules and processes.

Coordinating faculty professional development fund purchasing and travel processes– 25%

• Reviewing and recommending overall process improvements;
• Keeping faculty informed of travel and purchasing guidelines and timelines;
• Compiling and reviewing required documentation, working with faculty to clarify errors or missing information, and collecting required approval signatures;
• Tracking and updating professional development fund requests, as needed;
• Ordering Professional Development materials including registration, memberships, subscriptions, books, resources, etc.

Ability to:

• Work independently with a high degree of accuracy and efficiency;
• Strong communication skills both written and verbal;
• Provide immediate, clear, and direct performance feedback to employees;
• Lead a team that works independently and is physically located across campus;
• Work and interact effectively with colleagues, staff, students, administrators and others of various cultural, social-economic backgrounds and abilities;
• Coordinate educational programs;
• Work as a strong team player;
• Proficient use of Microsoft Office.

Qualifications

MINIMUM QUALIFICATIONS:

• Bachelor's degree; AND
• Three years’ full-time administrative experience.
• Additional administrative experience may substitute, year-for-year, for educational requirements.

Supplemental Information

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 Washington state law.

THE COLLEGE
Highline College prides itself on its commitment to diversity and equity, its institutional culture of collegiality and innovation, its globalization of curricula and its inclusion of the community in its programming. Founded in 1961, Highline College is situated in a diverse community just 15minutes south of Seattle. The college annually serves more than 16,500 students –– a student population of over 70% students of color, representing 35 nations and more than 100 languages. The college embraces equity, inclusion and social justice, with core goals of student attainment, diversity, community Engagement and sustainability. The student body at Highline College is made up of Transfer students, Running Start students, Professional- Technical students, International students, Comprehensive Transition Program for students with intellectual disabilities, Adult Basic Education and English Language Learners. In addition, we offer six bachelor of applied science, four-year degrees.

MISSION AND VISION
As an essential part of our mission and vision, diversity, equity and inclusion are promoted and fostered in all aspects of college life.

APPLICATION PROCEDURE
Your online application must include the following to be considered complete:
1. A detailed resume that addresses the MINIMUM QUALIFICATIONS of the position;
2. A letter of application/cover letter (two-page maximum, recommended) that addresses your ability to meet the QUALIFICATIONS, and KNOWLEDGE, SKILLS AND ABILITIES for the
position;
3. A one-page response to the Supplemental Question.

CONDITIONS OF EMPLOYMENT:

• National Criminal Background Check may be required;
• This position is covered under the Washington Public Employees Association (WPEA)bargaining agreement.

APPLICATIONS MUST BE FILED ONLINE AT:
https://www.governmentjobs.com/careers/highline

NEED APPLICATION HELP?
Should you have any difficulties uploading your documents or navigating the application process, please contact NEOGOV Technical Support at 1-855-524- 5627, Monday - Friday 6:00 AM to 6:00PM Pacific Time.

HIGHLINE COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYER
Highline College is an equal opportunity employer. The College is committed to enhancing the diversity of our faculty and staff, as well as our student population. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientations, and gender identity diversity. We strongly encourage applicants to apply without regard to race, color, religion, sex, sexual orientation, national origin, age, marital or veteran status, disability, or any other legal protected status.

REASONABLE ACCOMMODATIONS
The College complies with the Americans with Disabilities Act. Applicants needing accommodations in the application process in an alternative format may contact the Human Resources office at (206) 592-3812. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.

TITLE IX POLICY
Highline College complies with Title IX regulations. For details on our policies, see our website https://humanresources.highline.edu/faculty-and-staff/policies/title-ix/

The College appointing authorities reserve the right and may exercise the option to make an employment decision prior to the conclusion of the recruitment process.

NON-DISCRIMINATION STATEMENT

The college provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types).

The Title IX Coordinator, Danielle Slota, can be reached at (206) 592-3600 or DSlota@Highline.edu. 2400 S. 240th St. Des Moines, WA 98198. Building 12, President’s Office.

The 504 Coordinator, Jenni Sandler, can be reached at (206) 592-3474 or JSandler@Highline.edu. 2400 S. 240th St. Des Moines, WA 98198. Building 25, 5th Floor.

The Chief Human Resources Officer, Melanie Lawson, can be reached at (206) 592-3320 or MLawson@Highline.edu. 2400 S. 240th St. Des Moines, WA 98198. Building 12, Human Resources.

You can receive this information in an alternate format by contacting Access Services (206) 592-3857; TTY (206) 870-4853.