Administration Assistant 4 (Temporary)

Grays Harbor College; Washington; On-site; USD 42,000 - 59,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Retirement programs

Vacation leave 11.33 hours/month

Sick leave 8 hours/month

10 paid holidays

Job summary

Grays Harbor College is seeking a temporary, full-time Administrative Assistant 4 to support the Learning and Student Success Division. The role involves records management, data entry, project coordination with the dean, scheduling, and data system analysis to ensure efficient operations for students, faculty, and staff.

The position emphasizes relational work within a diverse college community and supports equity-minded administrative practices.

Qualifications

• Associate’s degree or equivalent combination of education and experience
• Ability to manage complex workflows and multiple priorities
• Strong written and verbal communication skills
• Experience with data systems, spreadsheets, and office software
• Ability to maintain confidentiality and exercise independent judgment

Responsibilities

• Provide administrative, clerical, instructional, and contracting support across the Learning and Student Success division.
• Coordinate general office operations to support instructional programs and division-wide initiatives.
• Independently plan, organize, and manage multiple administrative tasks to meet deadlines.
• Establish and oversee electronic and manual recordkeeping systems and databases.
• Process documents, agreements, and requests with accuracy and compliance.

Skills

Communication

Time management

Attention to detail

Discretion

Data entry

Education

Associate’s degree

Tools

ctcLink

Microsoft Office

Data management systems

Job description

Grays Harbor College is seeking a temporary, full-time, Administrative Assistant 4 to fill in for a temporary vacancy. The length of employment is expected to last between 2 - 6 months. Please note that the salary range posted is the WA state range for classified employees. Starting salary will typically be placed on the lower end of the range.

The AA4 performs administrative support for the Learning and Student Success Division. Responsibilities include records management, data entry, project management in collaboration with the dean, scheduling and support, data system queries and analysis, detailed processing of contracts, communication and collaboration with other relevant college departments and programs. This position is highly relational with a diverse community of students, faculty, staff and their varied perspectives. This position provides advanced, comprehensive administrative support within Learning and Student Success, supporting the integrated work of the division under the Vice President for Learning and Student Success. The role coordinates complex workflows, manages operational processes, and ensures continuity, efficiency, and quality of administrative functions across divisions. This position supports the college’s mission by enabling effective delivery of instructional and student success services through coordinated, equitable, and responsive administrative systems.

Grays Harbor is committed to providing excellent educational opportunities. We prioritize student learning, promote student and faculty success, foster an inclusive environment, manage our resources, and connect with the community. We strive to create a culturally relevant environment on campus and in the community by learning and practicing equity-mindedness and promoting faculty, staff, and student diversity.

Grays Harbor College has an excellent benefits package to include medical, dental, vision, basic life insurance, primary and supplemental retirement programs and long-term disability insurance. Full-time employees will also receive 11.33 hours of vacation leave per month to start, 8 hours of sick leave per month, and 4 personal leave days a year. Washington state also observes 11 paid holidays per year.

Classified positions at Grays Harbor College have been designated as bargaining unit positions represented by the Washington Public Employees Association, Local 365. The union and the college have a collective bargaining agreement (referred to as the contract) that is posted on the GHC website. https://www.ghc.edu/hr/labor-relations

Administrative and Operations Support

• Provide comprehensive administrative, clerical, instructional, and contracting support across the Learning and Student Success division.
• Coordinate general office operations to support instructional programs, and division-wide initiatives.
• Independently plan, organize, prioritize, and manage multiple administrative and clerical tasks to meet internal and external deadlines.
• Establish, maintain, and oversee electronic and manual recordkeeping systems, databases, tracking tools, and departmental files.
• Process documents, agreements, and requests from multiple sources, ensuring accuracy, completeness, and compliance.
• Safeguard student records, confidential personnel information, and sensitive instructional materials in compliance with privacy and data security requirements.
• Respond to phone, email, online, and in-person inquiries; assess needs and provide accurate information or appropriate referrals.
• Support division staff and faculty by retrieving, organizing, and disseminating information needed for instructional and student service operations.
• Maintain a professional and welcoming office environment that reflects a positive image of the division and college.
• Prepare, send, collect, and store required student evaluations
• Track, receive, and file faculty observations
• Manage tenure and post-tenure faculty tracking
• Track program and faculty vocational certifications
• Track curriculum development, changes, review, and syllabi quarterly
• Perform related duties and special projects as assigned.

Workflow Coordination

• Coordinate workflow, services, and communication across instructional units, student services, and off-site or distance locations.
• Track tasks, assignments, deadlines, and required follow-up across multiple programs and functional areas.
• Serve as a liaison among faculty, staff, deans, student services offices, and community partners.
• Use sound judgment and established procedures to resolve routine operational issues and support continuity of services.
• Support division-wide processes such as faculty contracting, instructional planning, compliance tracking, and reporting cycles.

Budgeting and Process Management

• Track, reconcile, and report on multiple funding sources, program, grant, contract, travel, and supply budgets.
• Process and monitor expenditures related to grants and programs, including purchasing, contracts, stipends, travel reimbursements, and purchasing card transactions.
• Ensure compliance with federal, state, institutional, and funding-specific requirements.
• Analyze expenditures, project future funding needs, and support budget development and planning.
• Reconcile budgets with District financial reports and collaborate with District budget staff to resolve discrepancies and ensure audit readiness.

Scheduling, Data, and Systems Support

• Collaborate with instructional leadership, faculty, and student services to develop and maintain quarterly and annual class schedules.
• Develop, input, and maintain annual and quarterly course schedules for designated departments.
• Manage course schedules including modality, staffing, room assignments, and enrollment capacity.
• Communicate schedule changes, cancellations, and instructional adjustments to impacted offices and stakeholders.
• Build, revise, and maintain courses, classes, course fees, faculty workload, and related instructional data in ctcLink.
• Support faculty contracting by preparing workload reports and assisting with assignments and instructional contracts in collaboration with appropriate administrators.
• Maintain accurate curriculum and academic program information in systems, including course descriptions, requisites, degree requirements, and class data.
• Assist with development, maintenance, and publication of the college catalog.
• Update, revise, archive, and remove outdated course and program information to ensure consistency across systems.
• Manage instructional, faculty, and student data; ensure data accuracy and integrity.
• Develop and run queries; identify discrepancies and support accurate class scheduling and faculty contracting.
• Support data quality assurance efforts.
• Support instructional and student services reporting.

Collaboration, Communication, and Special Projects

• Draft, edit, proofread, and produce correspondence, reports, minutes, policies, procedures, catalog content, or course descriptions
• Write for both online and traditional formats with strong attention to detail in narrative and numeric content.
• Develop and maintain communications for instructional programs, pathways, and student services initiatives.
• Provide accurate information and guidance regarding programs, policies, procedures, and services to students, faculty, staff, and the public.
• Direct inquiries about other college programs or services to appropriate departments.
• Support faculty, students, colleagues and the public through administrative and procedural assistance.
• Assist faculty and administrators with preparation and submission of curriculum and program documentation
• Participate in committees, governance groups, and college-wide initiatives as assigned.
• Collaborate on process improvements that enhance efficiency, compliance, data quality, and student success.
• Advance the college mission through inclusive, equity-centered administrative practices

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Qualifications

• Associate’s degree AND two years of progressively responsible administrative experience OR equivalent combination of education and experience
• Demonstrated ability to manage complex workflows and multiple priorities
• Strong written and verbal communication skills
• Experience with data systems, spreadsheets, and office software
• Ability to maintain confidentiality and exercise independent judgment

Preferred/Desired Qualifications

• Bachelor’s degree
• Experience in a community college or higher education setting
• Experience with ctcLink or similar enterprise systems
• Experience supporting multiple supervisors or departments
• Knowledge of instructional and/or student services operations

Background checks - Prior to a new hire, a background check including criminal record history will be conducted. 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.

Grays Harbor College does not discriminate on the basis of race, color, national origin, sex, disability, sexual orientation, gender identity, creed, religion, marital status, veteran status, genetics, or age in its programs, activities, and employment. The following person has been designated to handle inquiries regarding the non-discrimination policies:

• Title II/Section 504 and Title IX Coordinator – Erin Tofte, Associate Vice President of Human Resources

For further information on notice of non-discrimination, visit https://ocrcas.ed.gov/contact-ocrfor the address and phone number of the office that serves your area, or call 1-800-421-3481.