Administrative Assistant, Social Science division Job Listing at Bellevue College in Bellevue, WA (Job ID 16058)

Description

Position Summary  

Bellevue College is the largest college in the Washington community and technical college system, serving students across five academic divisions. The Administrative Assistant provides high-level administrative and operational support within the Division of Social Science, reporting to and supervised by the Senior Manager of the Dean's Office, while performing day-to-day administrative duties under the functional direction of the Division Operations Director (DOD) in support of the division's budget, scheduling, compliance, and administrative operations. 

This position's reporting connection supports coordination on the Dean's calendar, meetings, and commitments, and the Administrative Assistant serves as backup support for this function when the Senior Manager is unavailable.

This position performs administrative duties of a substantive nature, including budget and contract support, academic scheduling coordination, employee process support, accreditation and regulatory documentation, and event and instructional support, enabling the DOD to carry out the division's operational, budget, and staffing responsibilities.

The Administrative Assistant compiles data and prepares complex budget and administrative materials, coordinates cross-departmental processes, and exercises sound judgment and discretion in support of divisional priorities established by the DOD, Senior Manager, and Dean.

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 vibrant, student-centered institution located just 10 miles east of Seattle. Serving one of the most diverse student populations in Washington - we are proud to reflect the global community we serve.

As an employer, Bellevue College is committed to fostering a workplace where employees feel valued, supported, and empowered. We believe that our faculty and staff are essential partners in fulfilling our mission, and we prioritize professional growth, collaboration, and innovation in everything we do. Employees at Bellevue College benefit from opportunities to expand their skills, contribute to meaningful work that changes lives, and engage in a community that is deeply committed to inclusion.

We are dedicated to creating an environment where creativity and innovation thrive, and where the contributions of every employee help shape both the success of our students and the vitality of the region. At Bellevue College, you will find a community that supports your goals, values your voice, and celebrates your impact.

For more about Bellevue College's impact, visit Facts at a Glance.

About the Department  

The Social Sciences occupy a position between the Natural Sciences and the Humanities, with considerable overlap in both fields. Indeed, some of Bellevue College's Social Science courses earn credit in the Natural Sciences, while others receive credit in the Humanities.  This position notwithstanding, the Social Sciences also stand uniquely alone, having given rise to some of the most important intellectual work of the modern world. This work has deepened our knowledge of humanity and laid bare the complexity and richness of the human condition.  It has, as well, gifted humanity with a multiplicity of disciplines.  Among these are Accounting, Anthropology, Business Administration Transfer, Business Analysis & Technology, Business Management & Technology, Criminal Justice, Cultural and Ethnic Studies, Data Management & Analysis, Economics, Geography, History, International Studies, Marketing, Political Science, Psychology and Sociology.

Essential Functions  

Scheduling and Compliance Support of Academic Operations

• Assign and maintain course and class permission numbers and course-related data in support of the schedule developed by the Dean
• Maintain course-related data and systems (e.g., ctcLink, course scheduling and permission-number systems, waitlists, and room/space scheduling platforms such as 25Live) to support registration and academic operations
• Maintain scheduling and course-related records accurately as directed by the Division Operations Director (DOD)
• Maintain documentation required for accreditation and regulatory compliance
• Assist in preparation for accreditation processes, including coordinating logistics for site visits and reviews under direction of the DOD and Dean
• Prepare and maintain records used for audits and compliance reporting

• Schedule advisory committee meetings, record and maintain minutes, and maintain membership tracking in coordination with program faculty

   

Financial, Contracts, and Resource Management

• Track and Monitor program budgets, expenditures, and resource allocations as directed by the DOD
• Compile data and prepare budget estimates and complex budget/grant materials for DOD review
• Coordinate purchasing activities, including ordering equipment, materials, and supplies in accordance with institutional procedures
• Prepare Contract Service Agreements (CSAs), and process and track contracts (vendors, specialized services) under DOD direction
• Ensure compliance with institutional purchasing, safety, and financial procedures
• Maintain equipment inventory systems

• Coordinate logistics for timely delivery and operational readiness of equipment and supplies

   

Administrative and Cross-Divisional Process Support

• Provide administrative support to the DOD, program leadership, and faculty
• Develop and maintain standard operating procedures and process documentation through cross departmental collaboration
• Align processes, procedures, and communication across Academic Affairs through collaboration with the Director and Executive Assistant in the Office of the Provost and other divisional administrative staff as directed by the DOD
• Coordinate onboarding and offboarding processes for classified and student staff under direction of division leadership, ensuring coordination with HR processes
• Coordinate faculty onboarding logistics with the DOD
• Update and maintain content on SharePoint sites, program webpages, and records repositories in accordance with structure and standards established by the DOD
• Prepare materials, reports, and communications for program operations as directed by the Dean or DOD

• Serve as backup support for the Dean's calendar, meeting scheduling, and related commitments for the Senior Manager, Dean's Office.

   

Events, Facilities, and Instructional Support

• Provide logistical assistance to program chairs and faculty in preparing for and running events (portfolio shows, capstone presentations, recruiting events), including scheduling event space, coordinating registration and attendance tracking, arranging event materials and equipment, and distributing event communications, in coordination with advising staff
• Support division-level participation in institution-wide events involving the Office of the Provost and Academic Affairs, including distributing event information and communications to division faculty and staff and coordinating division-level logistics such as registration, space, and materials
• Coordinate day-to-day classroom access requests (keys, access codes) within parameters and systems administered by the DOD
• Resolve classroom issues and requests, coordinating technology, facilities, and equipment needs
• Guide students to appropriate faculty, staff, or institutional resources, consistent with the division's front-desk manual and procedures 

Minimum Qualifications  

• High school diploma or equivalent, and four years of progressively responsible clerical, office, or administrative experience; OR a Bachelor's degree in business administration, public administration, or a closely related field, which substitutes for the experience requirement
• Demonstrated experience supporting budget tracking, purchasing, or contract processes
• Experience working with administrative or data tracking systems
• Proven experience in an administrative support role, preferably in an academic or professional setting
• Effective verbal and written communication skills that ensure direct and meaningful messaging with faculty, staff, students, and other audiences
• Organizational and time management skills, with the ability to prioritize tasks, meet deadlines, and handle multiple concurrent priorities
• Strong diplomatic and interpersonal skills, with the ability to establish and maintain cooperative relationships with diverse individuals and groups and foster a welcoming and inclusive environment
• Demonstrated ability to maintain confidentiality and manage sensitive information with discretion and professionalism
• Ability to exercise sound and independent judgment in following established processes and procedures
• Proficiency in Microsoft Office and administrative or records systems, including SharePoint
• Flexible and adaptable, with the capacity to work both independently and collaboratively
• Ability to work effectively with diverse students, faculty, and staff

Preferred Qualifications  

• A Bachelor's degree from an accredited institution
• Experience in higher education or a similarly complex organizational environment
• Experience supporting budgets, procurement, or contract processes in an academic setting
• Familiarity with accreditation or compliance related processes
• Experience with ctcLink or PeopleSoft
• Familiarity with space reservation platforms such as 25Live
• Experience coordinating with administrative staff across multiple departments or offices
• Experience in event planning and coordination, with a focus on creating inclusive and welcoming environments
• Exposure to strategic or quality planning processes

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 10/07/2026 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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