Administrative Assistant 3 for the Associate Dean for Nursing

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
Tacoma Community College is seeking a highly organized and detail-oriented individual to join our team as an Administrative Assistant 3 to the Associate Dean of Nursing at Tacoma Community College. The successful candidate will provide high-level administrative support to the Associate Dean of Nursing within our nursing program. This role is integral to ensuring the efficient operation of the nursing department and facilitating the achievement of academic and administrative goals. The ideal candidate will be passionate about working collaboratively with faculty, staff, and administrators to expand the access and supports for our students. The position will work closely with our leadership team including the Dean for the Healthcare Pathway and the Associate Dean for Nursing.

• Provides confidential administrative support to their supervisor. Including managing schedules, arranging meetings, handling correspondence, and coordinating travel arrangements.
• Serve as liaison and primary point of contact for internal and external communications, including responding to inquiries, relaying messages, and maintaining professional correspondence on behalf of the Associate Dean. Use discretion, tact and diplomacy to interact effectively with diverse staff, students, and public and community populations.
• Represent the Associate Dean and nursing program in meetings, task forces, and other college activities.
• Works with nursing and divisional leadership team to coordinate course offerings, resolve room/scheduling conflicts, and maintain current information within CTC Link.
• Coordinates and prepares the faculty quarterly contracts and schedules in collaboration with their supervisor and Human Resources.
• Maintain accurate and organized records, files, and databases related to the nursing program, including budget tracking, student records, faculty documents, accreditation materials, and departmental reports.
• Create and manage budget documents like voucher distributions, purchase requisitions, and travel vouchers to ensure accurate record-keeping and financial tracking.
• Reconcile bank statements to ensure all transactions are accurately recorded and accounted for, resolving any discrepancies that arise.
• Coordinates and supports onboarding and offboarding of division faculty and staff, to include coordinating and supporting the division recruitment process: scheduling hiring committee meetings, preparation of screening materials, sorting and maintaining applications received, scheduling interviews, preparing candidate information and preparation of hiring/onboarding materials.
• Assist in planning and coordinating events, meetings, and special projects within the nursing department, including workshops, conferences, and information sessions.
• Trains and mentors staff involved in the performance of duties associated with supporting the nursing program.
• Assists with preparing and reviewing reports for Program Reviews, Accreditation, Assessment, and Budget Development as requested.
• Participate in college professional development, training, and governance opportunities as needed.
• Coordinate requests and work related to rooms, building, equipment, grounds, and maintenance.

Minimum Qualifications

• High school graduation or equivalent.
• 3 years of experience as an administrative assistant, clerical, secretarial, or general administrative support OR an Associate degree or higher in a directly related field may substitute year for year of experience. Certification of completion from a professional secretarial, or office occupations program may be substituted for one year of experience.
• Proficiency with Microsoft Office, Excel and Outlook.

• Experience using PeopleSoft software applications.
• Experience managing and reconciling budgets
• Previous administrative experience in an academic or healthcare setting.
• Knowledge of healthcare education programs and accreditation standards.

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

• Unquestionable integrity and ethics and the ability to maintain confidentiality in handling sensitive, confidential and operational information.
• Dependability, accountability and the ability to maintain progress on tasks without supervision.
• Effective organizational and interpersonal skills.
• Critical thinking skills and strong skills in consensus building and problem solving.
• Excellent communication skills including verbal, written and active listening and display a good-natured, sincere, cooperative attitude and professional demeanor.
• Demonstrated ability to work independently and make decisions.
• Diplomacy, tact and confidentiality when working with college leadership, other executive staff members, faculty, staff, colleagues at other agencies/institutions, community leaders and local, state and federal officials.
• Ability to effectively handle multiple priorities. Ability to convey information in a clear and professional manner.
• Ability to establish and maintain positive working relationships with students, faculty, colleagues and staff representing diverse ethnic, cultural, socioeconomic and learning abilities.
• An appreciation of diversity and the benefits of a commitment to cultural awareness and sensitivity in the workplace.

• 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.