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Opens: May 5, 2008
Application Review Begins: May 30, 2008
(Applications received by this date will receive first consideration. Applications received after the closing date may be considered until the position is filled.)
Bellevue Community College is committed to increasing cultural diversity among its professional staff. Applicants with multicultural experience and/or backgrounds, which will add cultural richness and diversity to Bellevue Community College, are encouraged to apply.
POSITION: ADMINISTRATIVE MANAGER, Ref. # 008057
Full-time, Exempt
DEPARTMENT: ARTS & HUMANITIES
Bellevue Community College offers an outstanding benefits package including medical, retirement, vacation, holidays, sick leave, reduced tuition rate for classes, 10% discount on most Bookstore purchases, bus pass subsidy, on-site fitness and childcare centers, and free parking.
POSITION DESCRIPTION:
Reporting to the Arts and Humanities Division Chair, the Administrative Services Manager (ASM) coordinates and oversees office operations and support functions, and supervises staff for the Arts and Humanities Division – the largest academic division on campus, comprising 13 programs and more than 200 full- and part-time employees. As a member of the division administrative team, the ASM works with and supports division staff and faculty to maintain a positive and learning-focused environment for students and staff. The ASM independently exercise initiative in problem identification and resolution, exhibits effective organization skills, and completes multiple tasks within expected timelines. The ASM performs a range of complex fiscal administrative functions, including developing, analyzing, and tracking budgets in excess of $9 million for state funds, self-support programs, and a wide variety grants; establishing and maintaining comprehensive fiscal records; and coordinating support for fiscal planning, purchasing, and travel reimbursement. The ASM manages the production of quarterly class schedules, which includes enrollment planning, budget coordination, and monitoring faculty workloads.
Please address how you meet each of the following minimum and desirable qualifications in your cover letter.
MINIMUM QUALIFICATIONS
- Bachelor’s degree or equivalent education/experience.
- Two years of experience in executive level administrative support in a large organization.
- Demonstrated knowledge of budget development and tracking.
DESIRABLE QUALIFICATIONS
- Experience working in a collaborative environment with diverse employee and customer/client groups.
- Experience and proficiency with supporting executive-level administrator in the cultural and operational setting of higher education or government.
- Demonstrated organization and time management skills; ability to manage self and others to successfully complete multiple projects under deadlines.
- Experience with grant management and billings.
- Excellent written and verbal communication skills.
- Intermediate to advanced level knowledge and experience with MS Offices Suite (Word, Excel, Outlook) using complex formats and applications.
CORE COMPETENCIES:
Tact & Diplomacy – responds well to all situations in ways that reduce or minimize potential conflict and maintains good working relationships with all constituents
Coaching and Mentoring - actively work with employees to provide information, techniques, instruction, feedback, and encouragement to maximize their success on job; promotes staff growth through professional development and cross training.
Communications Effectiveness - expresses written and oral information using language that is appropriate to the complexity of the topic and the knowledge and understanding of the audience.
Relationship Building – displays patience and a sense of humor, and builds constructive work relationships characterized by a high level of acceptance, corporation, and mutual regard
Creative and Flexibility – “thinks outside the box” when appropriate, and approaches problem-solving creatively within the framework of state and institutional guidelines.
Responsibility – takes ownership of assignments and situations to provide a high quality “customer service” experience for all constituents.
Attention to Details – maintains steadfast attention to detail and implements cross-checking and double-checking mechanisms that identify gaps and errors in order to ensure accuracy of work.
ESSENTIAL JOB FUNCTION:
- Supervise and evaluate classified staff; oversee office operations and administrative support functions for the division.
- Assess relative importance of situations and tasks, independently handle or refer as needed; act on behalf of the division chair as appropriate.
- Perform budget management; manage, maintain, track and assist with development of all Division related budgets and fiscal records.
- Manage quarterly schedule production process, including enrollment planning, schedule building, and employment contract contracts for faculty.
- Monitor faculty workload; ensure accuracy of part-time faculty salaries and schedules.
- Perform and/or delegate routine office duties, including preparing confidential correspondence; minutes and other documents; plan and schedule meetings and agendas; receive and respond to visitors, calls, and email enquiries from constituent groups and the public at large.
- Accurately maintain office files, records, receipts, purchase requisitions and other documents.
- Coordinate off-campus travel/meeting arrangements, processes travel reimbursement requests.
- Assist with screening and hiring of faculty and staff positions.
APPLICATION PROCEDURE:
Applicants must meet minimum qualifications to be considered for this position. Application packets include the following:
Bellevue Community College application
Cover letter addressing how the applicant meets the minimum and desirable qualifications and core competencies (no more than3 pages)
College Transcript(s) (copies are acceptable)
Current Resume
Names, addresses, and phone numbers of three current professional references
Applicant Data Form (optional)
SALARY: The salary range is $45,222 - $54,267 with placement based on education and related experience.
RETURN APPLICATIONS:
To Human Resources Department, A101, Bellevue Community College, 3000 Landerholm Circle SE Bellevue, WA 98007-6484. Office hours: 8:00 a.m. - 5:00 p.m. Monday - Friday, closed weekends and holidays. For information or to request an application, send an email to jobs@bcc.ctc.edu or call 425/564-2274 or 24-hour Jobline 425/564-2082.
CLOSING DATE:
Applications must be postmarked or received in the Human Resources Department no later than 5:00 p.m. on May 30, 2008. Processing of applications may take from six weeks to two months following the closing date.
BCC is an Equal Opportunity Employer and operates under an approved Affirmative Action Plan, in accordance with applicable federal and state laws and regulations. BCC reaffirms its policy of equal opportunity regardless of race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or status as a disabled veteran, or Vietnam veteran. Bellevue Community College is committed to providing access, equal opportunity and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. For further information, please visit www.bellevuecollege.edu/equal.asp or contact Human Resources at Voice: (425) 564-2274, TTY (425) 564-4184, Fax (425) 564-3173 or email hr@bcc.ctc.edu.
The college strongly encourages all qualified applicants to apply. The successful candidate must provide proof of U.S. citizenship or eligibility for employment in the United States.
Bellevue Community College complies with the Americans with Disabilities Act. To request disability accommodation in the application process, employees and the general public should contact Human Resources at the contact information listed above.
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