ADMINISTRATIVE ASSISTANT 3

State-of-Washington-State-Board-For-Community-; Olympia (WA); Hybrid; USD 48,000 - 60,000; Full time

Job summary

The State Board for Community and Technical Colleges in Olympia, WA invites applications for an Administrative Assistant 3 to support the Education division and, secondarily, the Senior Director, Research & Performance Management.

The role focuses on coordinating administrative processes, managing calendars, preparing materials, coordinating travel, taking minutes, and ensuring timely communication and follow-through in a fast-paced public-sector environment.

Qualifications

• High school diploma or equivalent required.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office suite (Outlook, Word, Excel, PowerPoint).
• Ability to communicate clearly and proactively with internal and external partners.

Responsibilities

• Compose and proof office correspondence.
• Schedule meetings and maintain calendars.
• Prepare reports, presentations, and materials per department standards; edit for accuracy and readability.
• Coordinate travel arrangements and prepare itineraries.
• Provide committee support: agendas, materials, minutes, follow-up on assignments.

Skills

Organizational skills

Microsoft Office

Communication

Independent work

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

View the complete description on our Jobs page.

Position Overview

The State Board for Community and Technical Colleges is seeking an Administrative Assistant 3 to provide administrative and operational support to the Education division with secondary support to the Senior Director, Research & Performance Management.

This recently vacated position's primary purpose is to support the team administratively, with a particular focus on meeting the needs and priorities of the Education and Research Divisions. Working under the general direction of the division executive assistant, this position coordinates administrative processes, supports multiple projects and initiatives, maintains organized systems, and helps ensure timely communication and follow-through.

The successful candidate will be highly organized, responsive, and attentive to detail. This position requires someone with a transparent and diligent work ethic who communicates proactively, raises questions or concerns in advance, follows through on commitments, and takes responsibility for keeping work moving.

Headquartered, in Olympia, hybrid work may be negotiated.

SBCTC Mission and Vision Statement

Leading with racial equity, our colleges maximize student potential and transform lives within a culture of belonging that advances racial, social, and economic justice in service to our diverse communities. We challenge, empower and embolden ourselves and our colleges to deliver equitable higher education through anti racist policies that ensure economic vitality across Washington. Our values are focused on racial equity and social justice, accountability, community and culture building, service, humor, collaboration and innovation.

• Compose and proof office correspondence.
• Schedule meetings and maintain calendars, as necessary.
• Prepare correspondence, reports, presentations, and other printed materials according to department standards; edit materials for accuracy, readability, and appearance, using appropriate technology tools.
• Coordinate travel - Process registration, make flight arrangements, book hotel accommodations, and prepare travel itineraries as appropriate.
• Provide committee support - prepare agendas and meeting material, make necessary arrangements, take minutes, follow up on assignments. Update rosters.
• Coordinate events - secure facilities and equipment, prepare contracts, arrange catering, develop budget, manage registration process, compose conference material, oversee on-site organization (travel required).
• Manage organization records such as contracts, correspondence, budget etc.
• Maintain webpages related to the Education Division and Research & Performance Management as needed.
• Responds to routine questions from colleges, directing them to appropriate resources, data dashboards, and other sources of information.
• Under general direction, plan, organize and prioritize work to ensure work unit and/or office goals are met. Monitor and report progress of projects and activities to meet deadlines.
• Perform other duties as assigned.

• High school graduation or equivalent and three years of progressively responsible experience providing administrative support in a professional office environment.
• Demonstrated commitment to the system¿s vision to lead with racial equity and approach the work from a social justice, equity, and inclusion perspective.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities while maintaining accuracy and meeting deadlines.
• Demonstrated ability to communicate clearly, honestly, professionally, and proactively with internal and external partners.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, and experience using online meeting platforms such as Zoom, Webex, or Teams.
• Ability to work independently, exercise good judgment, maintain confidentiality, take initiative, and follow through on assignments with limited direction.
• Demonstrated ability to work independently and perform multiple tasks with conflicting timelines, while maintaining a sense of humor.
• Excellent collaboration skills and enthusiasm for working as part of a team in support of Washington community and technical colleges.
• Excellent organizational skills.
• Excellent written and oral communication skills.

Prior to a new hire, a background check including criminal record history may 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 job.