Administrative Assistant 3 - Creative Arts, Literature, & Communications

Located in the scenic Puget Sound area with Mount Rainier in the distance, Tacoma is the third largest city in Washington State with a thriving and diverse community of over 200,000 residents. Tacoma Community College (TCC) was built on the ancestral territory of Coast Salish peoples, specifically the Puyallup. The 1854 Medicine Creek Treaty forcibly removed them to the Puyallup Reservation to make way for settlers; we recognize the privilege of utilizing this land has come at great cost. We honor the resilience of the Puyallup people, who still live here, defend their rights, and contribute greatly to the well-being of this community. Our institution aims to increase partnerships and community ties with the local indigenous populations. TCC is committed to increasing Native visibility by developing more culturally responsive curriculum.

TCC is an Associate and Bachelor degree granting public institution that serves a diverse population of approximately 12,000 students. We embrace our identity as a community college. Our students are 48% students of color, 60% female, and have a median age of 26. We embrace our identity as a community college. Our faculty are engaged in innovative work to improve student retention and program completion, and community success. According to the Community College Survey of Student Engagement, TCC ranks high on measures of active learning and academic challenge, thanks to our creative and scholarly faculty.

We are specifically focusing on improved support for traditionally marginalized populations, including Black/African- American, Indigenous, People of Color, Dreamers, justice-involved, immigrants and refugees, Veterans, people with disabilities, neurodivergent people, and the LGBTQIA2+ community. To increase our workforce, we seek to recruit employees who exemplify these attributes:

• Committed to supporting a racially and socioeconomically diverse student population that reflects the diversity of our community.
• Honors the campus mission to promote equitable access to educational opportunities.
• Cares about student success and collaborates on strategies to facilitate success for historically underserved populations,
• Welcomes difference and models respectful interaction with others.
• Intentionally support and promote efforts related to equity, diversity, and inclusion

Position Summary
The Creative Arts, Literature, and Communication (CALC) Administrative Assistant 3 performs a variety of complex clerical projects and assignments to support the success of the Division of CALC. This position will report to the Dean's Administrative Assistant. The CALC Administrative Assistant is there to support and serve as the forward-facing liaison for faculty, students, and the administrative staff of the division, acting as a point-of-contact. This position is also responsible for facilitating the day-to-day functioning of the division's instructional and/or work spaces, oversees quarterly tasks, inventory and record management, as well as prepares and assists with reports. Additionally, this position will support the Division of Creative Arts, Literature, and Communication through purchase ordering, photocopy assistance, and absence tracking/posting.

• In the absence of front desk staff, provide basic clerical support.
• Maintains FERPA standards in all operations, which includes developing office procedures that ensure the confidentiality of student records.
• Serves as a liaison between faculty, students and staff and the division leadership through telephone and email; responds to inquiries, concerns, or issues regarding departmental services, procedures, and requests; determines best course of action for resolution.

• Coordinates the acquisition of prox cards, printing codes, building access, and keys.

• Establishes and maintains complex electronic or manual file systems or data base files; creates, evaluates, and revises incoming forms and documents for required information.

• Pulls queries to cross check and tabulate standard class build information for accuracy within ctcLink.

• Oversees and reviews textbook requisitions, syllabi, and purchase order form for completeness, accuracy, and compliance.

• Orders, receives, and maintains inventory; processes purchase order requests; oversees process of checking out and checking in class set of textbooks.
• Prepares monthly reconciliation of personal and division p-card; tracks, reviews, and verifies expenditures for accuracy; investigates and corrects errors to ensure compliance with established procedures; uses basic arithmetic to perform computations.
• Develops and manages processes related to scheduling and coordinating the use of instructional and non-instructional spaces.

• May assist in studies, surveys, and the preparation of reports by gathering and computing numerical information; drafts interpretations of information to be included in reports for supervisor's review; reviews reports for clarity and accuracy; refers questionable data to supervisor for clarification.
• Tracks faculty absences, which includes notifying appropriate dean, department chair, and administrative assistant, posting notices to inform students with directions from instructors.
• Performs other duties as required.

Minimum Qualifications:

• High school graduation OR equivalent
• 2 years of clerical experience.
• Knowledge of Microsoft Office Suit Programs (Word, Excel, Outlook, etc.)

• Successfully complete a criminal history background check prior to employment.

• Serving the needs of historically underrepresented populations including but not limited to low-income populations, limited English speakers, and those experiencing homelessness, domestic violence, substance abuse and other barriers to education and employment.
• Maintain respect and confidentiality, ethics, integrity, and sound professional judgment.
• Ability to proactively build positive relationships, foster team unity at all levels of the college, and strive for positive interactions with individuals across the campus to contribute to student success.
• Strong interpersonal skills and the ability and willingness to serve diverse populations.
• Engaging in critical self-reflection and growth; openness to feedback, change, and professional development.
• Ability to work independently and as a member of a team.
• Excellent verbal, written and interpersonal communication skills.
• Excellent customer service skills, both in person and electronically.
• Adaptability and flexibility to respond to changing business needs and work responsibilities.
• Effectively carry out work processes to achieve individual and organizational goals.
• Manage personal time and projects wisely; set priorities, make appropriate decisions to complete assigned tasks and solve problems efficiently and in a timely manner.
• Identify and understand issues, challenges, and learning opportunities; be proactive and strategic with solutions.
• Strong organization skills.

• Tacoma Community College online application form
• Resume AND cover letter - In your cover letter, describe how your background and experience align with the responsibilities for this position.