Administrative Assistant 3, Facilities Department

Highline Community College; Des Moines (WA); On-site; USD 60,000 - 90,000; Full time

Job summary

Highline College is seeking an Administrative Assistant 3 to support the Facilities Department, coordinating daily operations, scheduling, and records management in a busy campus setting.

The role emphasizes strong customer service, meticulous data handling, and proficiency with Microsoft Office and the CTC Link system. Occasional overtime and flexible summer hours are possible as the department plans and executes projects.

Qualifications

• Requires high school diploma or equivalent and 3+ years of administrative experience.
• Formal education may substitute year-for-year for experience.
• Experience in facilities or construction management is preferred.

Responsibilities

• Coordinate Daily, Monthly, and Annual Operations of the Facilities Department, including Administration Office, Maintenance, Grounds, Custodial, and Central Services.
• Create monthly expense invoices for third party entities and serve as a subject matter expert in CTC Link.
• Provide secretarial support, manage calendars, arrange travel, and transcribe minutes.
• Maintain general supplies, handle mail, and coordinate signage with vendors.
• Respond to customer needs promptly and deliver excellent service to staff, students, and vendors.

Skills

Customer service

Communication skills

Organizational skills

Time management

Education

High school diploma or equivalent

Tools

CTC Link

Microsoft Office

Job description

This posting will remain open until filled. Priority consideration for applications received by September 20, 2026.

Under general supervision, the Administrative Assistant 3 performs a variety of complex administrative duties and assignments in support of the administration and staff of the college’s Facilities Department. These include: independently plan, organize and prioritize work; office record keeping and filing systems; establish office procedures, standards and priorities; and coordinate office operations. This position is expected to be proactive and initiate the necessary action to ensure the department’s goals are met. This position will have frequent contact with contractors, vendors, staff members, students and faculty and must demonstrate excellent customer service to all clients.

This position is a classified, full-time position, which is eligible for overtime. The work schedule is Monday – Friday, 8:00 AM – 4:30 PM with the expectation of a 40-hour work week. There is some flexibility in scheduling for summer hours.

Salary Information

The above salary range reflects the starting step of Range 44 (Step C) for this classified position and includes a 5% King County compensation provision. As a new employed classified employee, based on annual increments, it will take 5 years to reach Step L on the salary schedule, 11 years to reach step M. This does not reflect any contractual changes, legislative mandated salary increases or Cost of Living Increases (COLA's) that may be approved in the future.

Reporting to the Administrative Services Manager of Facilities, this position will:

Coordinate Daily, Monthly, and Annual Operations of the Facilities Department which includes Administration Office, Maintenance, Grounds, Custodial, and Central Services.

Systems and Data Management – 51%

• Perform complex scheduling including independently prioritizing needs of clients and facilities resources;
• Administer the Direction/dispatching the work of others;
• Create monthly expense invoices for third party entities on campus as necessary;
• Serves as the departments subject matter expert in CTC Link program;
• Perform complex scheduling including independently prioritizing needs of clients and facilities resources;
• Work with maintenance and public safety department for key cutting requests and key cut record keeping;
• Solely operates the functions and activities of the facility’s front office with little to no direct supervision;
• Decides best initial course of action for the facilities department when receiving work and prioritize urgent or life safety needs/responses;
• Provide reports and track key metrics for the department as necessary.

Administrative Support and Project work – 34%

• Assists in devising unit standards/procedures to ensure adherence to policies regarding tasks such as budgeting, purchasing, and contract administration;
• Provides assistance to Capital Project Manager in development and execution of campus projects;
• Represents management and serves as the primary contact in scheduling meetings, facility allocations;
• Develops employee training programs/courses, visual aids, or other materials, schedules and coordinates presentations and/or training;
• Coordinates with other departmental staff members on administrative practices and procedures;
• Serves as liaison between Front office operations and other staff; members, relaying assignments and requesting status information;
• Provides secretarial support to supervisor; coordinates office operations, keeps supervisor’s calendar; makes travel arrangements; transcribes minutes, screens calls and visitors;
• Provide excellent customer service to vendors, contractors, staff, faculty, students and all guests of the college;
• Answers telephone and e-mails and responds appropriately and timely;
• Maintain general supplies and distribute the mail within the department;
• Files and archives documents for purchases, contracts and services;
• Prepare drafts of potential signage to coordinate with sign vendors and keep the signage binder up to date with current products used.

Finance and Budget - 15%

• Establishes procedures and interprets and applies administrative policies to the work of the Facilities Department;
• Prepares purchase orders and requisitions, reconciles and processes payments for goods and services for the department;
• Maintains and updates online work order requests, forwards work orders and requests to appropriate supervisors/managers;
• Renews annual blanket purchase orders with vendors and updates contact list. Tracks the annual dollars of contracts/services used by individual vendors;
• Monitors budget status and expenditures including campus utilities;
• Prepares reports, budget, contract, or grant proposals for the Director of Facilities.

Ability to:

• Communicate effectively, both written and verbally;
• Maintain confidentiality;
• Coordinate and prioritize duties to meet deadlines;
• Work in an environment with individuals of various cultures and backgrounds;
• Maintain high ethical standards;
• Operate office equipment;
• Interpret and apply policies, laws and procedures from the college and state;
• Respond to customer needs in a timely and efficient manner;
• Adapt to changing operational needs of the department and perform other duties as assigned;
• Learn and utilize the CTC Link program for daily department and college operations;
• Use Microsoft Office Suite including but not limited to Word, Excel, and Outlook.

Minimum Qualifications:

• High school graduation or equivalent; AND
• Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.;

OR

• Formal education will substitute year-for-year for experience.

Preferred Qualifications:

• Experience in facilities and construction management;
• Experience with CTC Link program.

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.

THE COLLEGE

Founded in 1961, Highline College was the first community college to be established in King County and is one of 34 community and technical colleges. More than 350,000 alumni have graduated from Highline over the years. Nestled between Seattle and Tacoma, we are located on the traditional village sites of the Muckleshoot, Puyallup and many other Coast Salish tribes.

Highline prioritizes access for all students, staff, and faculty, which is evident in our Mission, Vision, and Values. We are proud Highline strives to improve access to Education for our student community. Those who come to our college bring unique personal experiences, beliefs, and perspectives and make us better. We strive to provide and highlight resources to support our students, staff, and faculty by fostering a equal opportunity focused workplace that reflects the communities we serve.

Highline College is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientations, and gender identities. We strongly encourage applicants to apply without regard to race, color, religion, sex, sexual orientation, national origin, age, marital or veteran status, disability, or any other legal protected status.

The College complies with the Americans with Disabilities Act. Applicants needing accommodations in the application process in an alternative format may contact the Human Resources office at [phone]. 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.

Highline College complies with Title IX regulations. For details on our policies, see our website https://humanresources.highline.edu/faculty-and-staff/policies/title-ix/

The College appointing authorities reserve the right and may exercise the option to make an employment decision prior to the conclusion of the recruitment process.