Administrative Assistant 3

Wenatchee Valley College; Wenatchee (WA); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Retirement plan

Paid leave

Job summary

Wenatchee Valley College's concurrent enrollment administrative assistant provides administrative and operational support for the Running Start, Career and Technical Education (CTE), and College in the High School programs.

This role serves as the primary point of contact for students, parents, high school counselors, and CTE directors while coordinating enrollment processes, maintaining program records and supporting articulation agreements.

Qualifications

• High school diploma or equivalent.
• Two years of increasingly responsible office experience, including fiscal and budgeting experience.
• Strong interpersonal, writing and speaking skills.
• Proficiency with word processing and spreadsheet software (Microsoft Word and Excel preferred).
• Customer service experience.

Responsibilities

• Serve as primary contact for inquiries related to Running Start and CTE from students, parents, counselors, and directors.
• Monitor and respond to program email accounts for Running Start and CTE.
• Assist students with scheduling meetings with advisors.
• Remove administrative holds from student accounts when appropriate.
• Provide training and onboarding support for new team members and work‑study students.
• Receive, review, and process Enrollment Verification forms and maintain records.
• Review and track qualifying documentation for new Wenatchee campus students.
• Receive and review CTE articulation paperwork from partner high schools.
• Route articulation requests to appropriate college faculty for review and approval.
• Issue articulation agreements or denial letters and coordinate signatures.
• Create and maintain Memorandums of Agreement with partnering high schools.
• Coordinate with other community college consortia for out‑of‑district partnerships.
• Maintain organized digital and physical records for Running Start and CTE programs.
• Communicate deadlines, requirements, and updates with CTE faculty and high school directors.
• Provide guidance and training to high school CTE instructors regarding procedures.
• Track and update CTE Dual Credit information in the program lookup tool.
• Receive and update final CTE grades submitted by high schools.
• Follow up for missing documentation required for quick admission and transcription.
• Pull statewide 9–12 enrollment data for CTE billing and share with business office.
• Coordinate with credit evaluators for transcription of CTE credits (SERS).
• Verify CIHS courses are correctly configured in ctcLink.

Skills

Interpersonal skills

Writing skills

Customer service

Word processing

Excel

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Job description

The concurrent enrollment administrative assistant provides administrative and operational support for the Running Start, Career and Technical Education (CTE), and College in the High School programs. This position serves as a primary point of contact for students, parents, high school counselors, and CTE directors while coordinating enrollment processes, maintaining program records, facilitating articulation agreements, and supporting collaboration between the college and partner high schools.

• Serve as a primary contact for inquiries related to Running Start and CTE programs from students, parents, counselors, and CTE directors across Wenatchee and Omak campuses.
• Monitor and respond to shared program email accounts for Running Start and CTE.
• Assist students with scheduling meetings with advisors.
• Remove administrative holds from student accounts when appropriate.
• Provide training and onboarding support for new team members and work‑study students within the Concurrent Enrollment office.
• Receive, review, and process Enrollment Verification (EV) forms. Track and maintain accurate records of EV forms and enrollment documentation.
• Review and track qualifying documentation for new Wenatchee campus students, including entering of appropriate placement scores and sending welcome communications to newly qualified students.
• Receive and review CTE articulation paperwork submitted by partner high schools.
• Route articulation requests to appropriate college faculty for review and approval.
• Issue articulation agreements or denial letters and coordinate required signatures from the high school and WVC.
• Create and maintain Memorandums of Agreement with partnering high schools.
• Coordinate with other community college consortiums when out‑of‑district schools seek partnership with the college.
• Maintain organized digital and physical records for Running Start and CTE programs.
• Communicate program deadlines, requirements, and updates with CTE faculty and high school CTE directors.
• Provide guidance and training to high school CTE instructors regarding program procedures and requirements.
• Track and update CTE Dual Credit information in the program lookup tool.
• Receive and update final CTE grades submitted by high schools.
• Follow up with students and high schools to obtain missing documentation required for quick admission and CTE credit transcription.
• Pull statewide 9–12 enrollment data for CTE billing and communicate the information to the business office.
• Coordinate with credit evaluators to ensure proper transcription of CTE credits (SERS).
• Verify College in the High School (CIHS) courses are correctly configured in ctcLink.

This is not intended to be an exclusive list of all duties and responsibilities. Related duties and responsibilities may be assigned.

Minimum Qualifications:

• High school diploma or equivalent.
• Two years of increasingly responsible office experience, including fiscal and budgeting experience.
• Strong interpersonal, writing and speaking skills.
• Proficiency with word processing and spreadsheet software (Microsoft Word and Excel preferred).
• Customer service experience.

• Bilingual in Spanish and English.
• Or, if you do not meet one or more of qualifications listed above but have an applicable combination of education and experience which demonstrates the ability to perform the essential functions of the position.

Preferred Qualifications:

• Associates degree or higher.
• Ability to manage multiple tasks and/or projects simultaneously and carry out assignments under pressure with short deadlines and/or frequent interruptions.
• Experience working in a community college or other higher education environment.
• Demonstrated competency and experience working in a diverse academic environment, inclusive of students, faculty, and staff of varying social, economic, cultural, ideological, gender and racial/ethnic backgrounds and those with physical, emotional and/or learning disabilities.
• Experience creating databases and budget projections.
• Experience creating digital content (such as Word/PDF documents and web and learning management system content as appropriate to the role) in accessible formats.

Knowledge, Skills, & Abilities

• Demonstrated ability to use exceptional communication and interpersonal skills demonstrating professionalism, empathy, diplomacy, discretion and integrity in interactions with diverse constituencies.
• Oral communication: Speak clearly and persuasively, actively listen and take the time to understand the points being made, including asking questions as appropriate and responding to questions.
• High level of proficiency and accuracy in software packages including word processing, spreadsheets and database applications.
• Quality: Accurate and thorough, prepare detailed reports, evaluate processes to identify ways to improve and promote quality.
• Diversity, equity and inclusion: Demonstrated competency and experience working in a diverse academic environment, inclusive of students, faculty, and staff of varying social, economic, cultural, ideological, gender and racial/ethnic backgrounds and those with physical, emotional and/or learning disabilities.
• Professionalism: Approach others in a tactful manner, react well under pressure, treat others with respect and consideration and follow through on commitments.
• Ability to assess situations, exercise independent judgement, resolve issues and coordinate with IT support services when technical issues arise.

Terms of Employment:

Work hours for this position are generally 8 a.m. to 5 p.m., Monday through Friday. Hours and days may change depending on the needs of the college.

Excellent benefits package including medical, dental, life, and long‑term disability insurance; paid sick and personal holiday and personal leave; retirement plan; optional credit union and tax deferred annuity programs.

In compliance with the Immigration and Naturalization Act, proof of authorization to work in the United States will be required at the time of hire.

All offers of employment are subject to 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.

A valid Washington state driver's license may be required.

Bargaining Unit:

This position has been designated as a bargaining unit position represented by the Washington Public Employees Association.

The position closes at 4 p.m., October 1, 2022. The college reserves the right to reopen or extend the closing date. A limited number of applicants who meet the needs of the position and the college will be interviewed.

Reasonable Accommodation:

Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the human resources office by calling 509-682-6440. 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.

Equal Opportunity Employer:

Wenatchee Valley College is committed to a policy of equal opportunity in employment and student enrollment. All programs are free from discrimination and harassment against any person because of race, creed, color, national or ethnic origin, sex, sexual orientation, gender identity or expression, the presence of any sensory, mental, or physical disability, or the use of a service animal by a person with a disability, age, parental status or families with children, marital status, religion, genetic information, honorably discharged veteran or military status or any other prohibited basis per RCW 49.60.030, 040 and other federal and laws and regulations, or participation in the complaint process.

The following persons have been designated to handle inquiries regarding the non-discrimination policies and Title IX compliance for both the Wenatchee and Omak campuses:

• To report discrimination or harassment: Title IX Coordinator, Wenatchi Hall 2322M, [phone], Dial 711, [e-mail].
• To request disability accommodations: Student Access Director, Wenatchi Hall 2133, [phone], TTY/TTD: Dial 711, [e-mail].

This recruitment announcement may not reflect the entire job description and can be changed and or modified at any time.