Library Administrative Assistant Jobs (NOW HIRING)

Job ID: 15400

Location: Bellevue College

Full/Part Time: Full Time

Regular/Temporary: Regular

Position Summary

The Administrative Assistant will report to the Associate Dean of Library and support all faculty librarians, exempt, classified, student, and hourly employees in the Library and provide limited support to eLearning. This position contributes directly to Student Success and Teaching and Learning Excellence, BC core values.

The Administrative Assistant will perform administrative duties for the Associate Dean, faculty librarians, staff, and some administrative duties for the Director of eLearning, including activities such as independently prioritizing work, monitoring and reconciling all operating budgets, projecting costs, and timely fulfillment of fiscal responsibilities with vendors, maintaining records, and coordinating office operations such as file retention cycles, supply continuity, and departmental travel coordinator. The position will establish office procedures, standards, priorities and deadlines.

Pay, Benefits & Work Schedule

Position Salary Range: $54,336/year - $76,070/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. Typically, new hires start no higher than $59,770 per year based on Bellevue College Exempt salary schedule.

We offer comprehensive compensation package with salary and benefits as the main components. Generous benefits are 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 position may be eligible for overtime under the overtime provisions of the Fair Labor Standards Act. Positions with salaries below the https://lni.wa.gov/forms-publications/F700-207-000.pdf is eligible for overtime pay.

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 https://www.bellevuecollege.edu/facts/.

About the Department

The Bellevue College Library plays a vital role in the mission and goals of the College by being a place for personal and intellectual discovery, a student-centered place committed to research & teaching excellence. To actively support lifelong learning, the Library continually assesses its policies, services, and collections to be responsive to the curriculum, instructional modalities and the pursuit of equitable, diverse, and inclusive learning experiences and resources. We pursue this mission with an unwavering focus on our shared values.

Essential Functions

Admin Support & Office Management

• Interacts and collaborates with BC administration, divisional leadership and others on behalf of the Library. Serves on the Library's Executive Team. Serves as a liaison between the Library Associate Dean and other staff in relaying assignments and requesting status information.

• Provides administrative support to the Associate Dean of the Library such as scheduling, travel arrangements, and other communications.

• Collects and evaluates information and data for reports; compose and/or prepare, finalize and transmit reports, presentations and other written correspondence, including items containing sensitive and confidential information.

• Performs routine office duties, including Library supply inventory & equipment, facilities management, plan and schedule meetings and agenda, room reservations, catering, event management.

• Establishes rapport and facilitates cooperative working relationships between division and College offices or stakeholders, including Finance, Personnel, Travel, Office of Instruction, other academic divisions, and other offices and personnel.

• Oversees departmental obligations with the Washington Community and Technical College system regarding statewide and/or consortia activities.

• Maintains archive of documents per WA CTC general retention schedule.

Budget Management

• Coordinates all purchasing and budget tracking for the Library, eLearning and XR Lab.

• Evaluates, coordinates, and synthesizes information and data for reports, budgets, or contracts for Library & eLearning fulfillment of deliverables for Bellevue College, consortia, or granting organizations; Uses spreadsheets involving the development of formulas, combines files to create reports; generates graphics for display of complex information; recommends actions for managing funds to the Associate Dean of Library and the Director of eLearning.

• Manages and coordinates with appropriate college departments for approval from Attorney General's office for site licenses and vendor contracts.

• Develops and implements systematic method of tracking and accurate payment of all financial obligations to faculty, including part-time salaries and stipends in a timely manner.

• In consultation with the Associate Dean of Library, develops guidelines and procedures to ensure Library adherence to BC budgeting, purchasing, and contract administration.

• Performs other duties as assigned.

Minimum Qualifications

• Associate's degree in related field and three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work. Any combination of relevant education and professional experience may be substituted for the educational requirement on a year-for-year basis.

• Ability to contribute to a positive work environment that prioritizes building constructive working relationships characterized by collaboration and belonging.

• Intermediate to advanced skills with computers and software applications. Skilled in Excel and MS Word, and other office productivity tools such as scheduling and ticketing software.

• Demonstrated experience and knowledge of general library operations.

• Ability to exercise independent judgment, problem solving skills, decision making, discretion and confidentiality, ability to lead, motivate, and engage others.

• Effective organization, conflict management and time management skills; ability to be self-directed, successfully complete multiple projects under deadlines and stressful conditions.

• Ability to write and speak effectively; effective interpersonal and intercultural communication skills.

• Experience with office/business procedures and processes.

Preferred Qualifications

• Bachelor's Degree in related field and five years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work preferred. Any combination of relevant education and professional experience may be substituted for the educational requirement on a year-for-year basis.

• Proficiency in all MS Office software to create tools for the efficient management of the Library.

• Knowledge of online learning operations.

• Ability to interview, evaluate and hire student assistants or part-time staff.

• Experience with complex business management systems such as finance, personnel, invoicing, scheduling, and purchasing systems.

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 https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080.

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