Administrative Assistant, Campus Operations Job Listing at Bellevue College in Bellevue, WA (Job ID 16011)

Description

Position Summary  

This position provides comprehensive confidential administrative support to the Associate Vice President of Finance and Campus Operations and assists with administrative functions for the Finance and Campus Operations departments. Designated as critical to providing vital services during and following an emergency or disaster. A future incumbent will help by being the liaison to the campus as Public Safety/Emergency Management in the event of an emergency and may serve as a Building Evacuation Coordinator while coordinating emergency evacuation plans. Support coordination and communication with Public Safety and Emergency Management for the campus as Public Safety/Emergency Management in the event of an emergency and may serve as a Building Evacuation Coordinator while coordinating emergency evacuation plans.

Pay, Benefits & Work Schedule  

Position Salary Range: $58,380/year - $78,480/year

The salary information shown above is a general guideline only. The salary will be determined based on candidate's qualifications and related experience, as well as market and business considerations. Individuals newly hired to Classified position are placed in a salary range based on the WPEA Collective Bargaining Agreement.

We offer comprehensive compensation package with salary and benefits as the main components. Competitive salary is within the Range stated above, and commensurate with qualifications and experience. Generous benefits package is offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents; choices of retirement and deferred compensation plans; paid holidays, sick, and vacation plans; transit program, reduced tuition, employee discounts and memberships, etc.

The employee is scheduled to work 40 hours per workweek. This is a Classified, overtime eligible position and represented by the Washington Public Employee Association of Higher Education (WPEA-HE).

About The College  

Bellevue College is a diverse student-centered, comprehensive and innovative college, committed to teaching excellence that advances the life-long educational development of its students while strengthening the economic, social and cultural life of its diverse community. Bellevue College is located just 10 miles east of Seattle where we serve a student population of over 54% students of color and over 1,300 international students. The college promotes student success by providing high-quality, flexible, accessible educational programs and services; advancing pluralism, inclusion and global awareness; and acting as a catalyst and collaborator for a vibrant region.

We strive to create a vibrant and inclusive campus community that supports a diverse student body, faculty and staff. As an essential part of our mission and goals, diversity, equity and pluralism are promoted and fostered in all aspects of college life. By enriching student life through leadership opportunities, personal learning and cultural experiences, we are committed to building an inclusive and diverse campus community that fosters creativity, innovation and student success.

For more information, visit BC Facts at a Glance @ Bellevue College.

About the Department  

Campus Operations and Finance support the campus community for all facilities and financial related projects and services. The Campus Operations department is comprised of Capital Projects, Custodial, Grounds, Maintenance, Sustainability, and Warehouse and Delivery. Finance includes Budget, Accounts Receivable, Accounts Payable, Accounting, Grants and Contracts Compliance, Asset Management, Banking, Reporting, Student Financial Services, Travel, Risk Management, and Internal Controls.

Essential Functions  

Administrative Support

• Provide administrative support to the Associate Vice President (AVP) of Finance and Operations
• Manage the AVP's calendar, including scheduling appointments, arranging meetings, and ensuring effective time management
• Prepare and distribute meeting agendas, recording minutes
• Prepare correspondence for the AVP
• Prepare communications, presentations, correspondence, and reports; including, but not limited to announcements, newsletter content, and executive level reports
• Coordinate schedules, prepare related documents/reports and power points for meetings, and edit reports for the AVP in preparation for Board of Trustee meetings
• Make travel arrangements for the AVP and others and prepare associated approval forms and expense reports for travelers

• Ensure confidentiality of College matters by exercising discretion in communicating information to faculty, students, staff and the various public constituencies served by the College, which includes but is not limited to administrative records, legal files, contracts, etc.

   

Purchasing, Budgets, Data Entry and Reports

• Enter, validate, and retrieve data from systems including, but not limited to, PeopleSoft (ctcLink), 25Live, Direct Line
• Utilize systems generate reports, summarize and analyze data, and  prepare reports as directed by the AVP
• Generate budget reports and assist in monitoring expenses for departmental, operational, and project budgets
• Prepare invoices, reports, memos, letters, financial statements and other documents, using Word, Excel spreadsheets, databases, and/or presentation software
• Process and track invoices and purchase orders
• Prepare service contract documents and track agreements for renewal/expiration dates.

Division and Department Support

• Assist Division Operations Manager/Executive Assistant to the Vice President of Administrative Services with special and regular projects supporting the Administrative Services Division and Finance and Operations departments. Projects may include special events, quarterly newsletter content, updating forms, community meetings, and organizational charts
• Serve as back up to Division Operations Manager/Executive Assistant
• Serve as the point of contact for responding to questions and concerns from the campus community regarding Operations and Finance processes
• Respond to routine inquiries regarding rules, regulations, and policies
• Assist with vendor coordination and front desk services
• Establish and maintain electronic and hard copy files in compliance with record retention laws and guidelines for Finance and Campus operations
• Manage short- and long-term goal planning and tracking, such as departmental goal and strategic planning tracking in collaboration with Finance and Campus Operations leadership
• Schedule departmental meetings, retreats, or project related events, including collaborating on agendas, reserving locations, coordinating equipment and AV needs, and when necessary, serving as an onsite point of contact when hosting system meetings in operation leaders in CTC quarterly 2 day meetings
• Plan, execute, and monitor various projects for Campus Operations and Finance
• Responds to requests on behalf of Campus Operations and informs the college of activities of the department as directed, these could include, but not limited to work order request, requests for services, BC FYI, etc.
• Create building wide communication messages as needed for Campus Operations
• Publish information to the website going out to the building occupants regarding project activities and progress of Capital Projects and Physical Panning and Space Management
• Maintain inventory data, work order assignments, and tracking for completion under the direction of the Buildings and Grounds Supervisor through the use of the designated electronic tracking system
• Provide data entry support and report generation across the division for systems including 25live, ctcLink budget reporting, vendor data management, and other reporting as needed
• Create and maintain the project files for Campus Operations and train Campus Operations staff on how to maintain project files with vendor paperwork, work orders and other pertinent documents
• Interact with a diverse population of staff, faculty, students, visitors, community members, contractors, and/or external state agency partners
• Support the Campus Operations and Finance Team in accounts payable and vendor management information
• Participate in Campus Operations and Finance trainings. Assist with development and presentation of campus operations and finance trainings. Attend trainings as directed
• Support the campus operations front office to greet visitors and vendors and utilize the radio, telephone, email formats for distributing appropriate communications
• Support coordination with Public Safety and Emergency Management for the campus as Public Safety/Emergency Management in the event of an emergency and may serve as a Building Evacuation Coordinator while coordinating emergency evacuation plans.

Minimum Qualifications  

• High School Graduate or equivalent in a relevant field. Any combination of relevant education and/or experience may be substituted for the educational requirement on a year-for-year basis.
• Proven experience as an administrative assistant or similar role, preferably in an academic or professional setting.
• Effective verbal and written communication skills that ensure direct and meaningful messaging with senior management, faculty, students and other target audiences.
• Exceptional organizational and time management skills, with the ability to prioritize tasks, meet deadlines and handle details.
• Strong diplomatic and interpersonal skills, with the ability to establish and maintain cooperative relations with diverse individuals and groups and foster a welcoming and inclusive environment.
• Demonstrated ability to maintain confidentiality and manage sensitive information with discretion.
• Flexible and adaptable, with the capacity to work both independently and collaboratively.
• Ability to use sound and independent judgment.
• Proficient in using office software, including word processing, spreadsheet, and presentation tools (Word, Excel, Outlook, Teams, PowerPoint).
• Effective problem-solving skills, a proactive approach to overcoming challenges, and the ability to be a self-starter.

Preferred Qualifications  

• Knowledge of records management, such as the public records act and records retention timelines
• Experience with contracts and purchasing best practices, accounting practices, and risk management
• Experience with accessibility best practices using software and in preparing documents, spreadsheets, and presentations
• Administrative experience working in construction or finance fields
• Experience working with Direct Line, People Soft, or similar operational or financial software
   

Conditions of Employment  

Bellevue College intends to provide a drug-free, healthy, safe, and secure work and educational environment. Each employee is expected to report to work in an appropriate mental and physical condition to perform her/his/their assigned duties.

Bellevue College employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services. 

Sexual Misconduct and Background Check:

Prior to start of employment, finalists(s) for this position will be subject to a pre-employment background check as a condition of employment. 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.

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.

Check frequently in your inbox, spam, junk, clutter email folders for any communication regarding the next steps from Bellevue College and our background check partners.

Reference Check:

Reference checks may include, but are not limited to, contacting references and verification of work experience, and/or past job duties. 

Other Information  

• This position is NOT eligible for relocation allowance.
• This position is NOT eligible for sponsorship for employment-based visa.

How To Apply  

Applications received by 10/05/2026 will be given full consideration. Applications received after that date may be considered until the position is filled. 

All individuals interested in this position are encouraged to apply. Your application must include a complete online application and all of the required documents below to be considered complete. Any application that does not provide all requested information will not be considered for the position (only submit required documents with the application, additional will not be reviewed.) Please review Application Tips before applying. Current Bellevue College employees should apply the position through Employee Self Service.

Required application materials:   

• Attach a Cover Letter (min 1 pg., max 2 pgs.)
• Attach a Resume
• Complete the Job Questionnaires 

Contact: 
If you have questions with regards to the application or the hiring process, please contact Office of Human Resources at jobs@bellevuecollege.edu

EEO Statement  

Bellevue College does not discriminate on the basis of race, color, national origin, language, ethnicity, religion, veteran status, sex, sexual orientation, including gender identity or expression, disability, or age in its programs and activities. Please see policy 4150 at www.bellevuecollege.edu/policies/. The following people have been designated to handle inquiries regarding non-discrimination policies: Title IX Coordinator, 425-564-2641, Office C227, and EEOC/504 Compliance Officer, 425-564-2178, Office B126. 

Applicants with disabilities who require assistance with the recruitment process may contact hraccommodations@bellevuecollege.edu .

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