Administrative Assistant 3 or 4
Salary
$4,004.00 - $6,075.00 Monthly
Location
Walla Walla, WA
Job Type
Full Time
Job Number
2026-105G AS
Department
VPI/INSTRUCTION OFFICE
Division
ARTS & SCIENCES
Opening Date
07/13/2026
Closing Date
Continuous
Join our team to help inspire all students to discover their potential and achieve their goals by providing relevant, equitable, and innovative learning opportunities and services.
Description
Walla Walla Community College (WWCC) is seeking applicants for a Full-Time Administrative Assistant 3 or 4 at the Walla Walla campus.
At Walla Walla Community College, we inspire all students to discover their potential and achieve their goals by providing relevant, equitable, and innovative learning opportunities and services. As an organization, we value learning opportunities, a sense of community, diversity, health and humor, excellence, integrity, teamwork, innovation, personal and professional growth, and sustainability.
This position is open until filled. First consideration will be given to applicants whose complete application has been received by 7/20/2026 @ 11:59pm PST. See Required Application Materials section for more information
General Responsibilities:
The mission of Walla Walla Community College is to remove barriers to access, provide high-quality educational experiences, and facilitate equitable learning and success to cultivate thriving rural communities. This position supports the mission by providing high-level, specialized support to the Arts & Sciences, Transitional Studies, and High School Programs Area, as well as its leadership. This position will provide assistance to the Area Dean by coordinating all aspects of Area and specialized program services; providing technical and specialized assistance to faculty, staff, and the Dean as it pertains to Area functions; and supervising area program coordinators.
Essential Functions:
AA3 and AA4 Level:
Work with faculty, staff, and the Dean to define needs and plan, design, and develop specialized Area activities; coordinate program functions with appropriate departments to accomplish Area activities; monitor and track Area activities; promote the Area on campus and with external organizations; represent the Area at meetings.
Prepare, submit, and facilitate the following activities as it pertains to Area Quarterly Class Schedules.
Provide Chairs with information to develop quarterly schedules.
Convert and enter class offering information, as provided by Area Chairs, to meet the ctcLink submission requirements as outlined on quarterly schedule spreadsheets.
Conduct research and analyze enrollment data, using the internal Enrollment Tracker workbook, to identify Area needs; inform the Dean of the need for possible openings, changes, and cancellations of current offerings.
Submit changes from faculty, Department Chairs, and Area Dean to ensure class offerings are accurate; submit class opening, change, and cancellation requests to accommodate needs of Area schedules.
Review and calculate faculty workload (FWL) using the Area's internal FWL workbook to ensure faculty are assigned accurate loads in correlation with the faculty collective bargaining agreement (CBA) and ctcLink calculations. Notify the Dean of any overloads or underloads that require review and action. Compare the internal FWL workbook with the college FWL Overview once schedules have been entered to validate calculations and check for any discrepancies.
Facilitate all changes to faculty contracts and teaching assignments as identified by FWL workbook.
Initiate contracts for faculty NISAs, off-contract, and stipend payments.
Coordinate activities as it pertains to Area faculty Evaluation & Promotion cycle.
Track, add, and update information in the Evaluation Tracking workbook related to Area faculty status in the Evaluation & Promotion cycle.
Inform the Area Dean of upcoming evaluations to be completed.
Assist the Dean in notifying faculty regarding evaluation and promotion steps.
Submit faculty requests for student evaluations to the Office of Instruction.
Schedule faculty evaluation pre- and post-meetings on behalf of the Area Dean.
Perform yearly and quarterly updates to the Internal Evaluation Tracking workbook.
Maintain awareness of changes to the Evaluation & Promotion schedule as identified by the faculty CBA and the Office of Instruction.
Gather and store adjunct faculty evaluation materials.
Facilitate coordination with other departments (facilities services, IT needs, graphics orders, purchasing, etc.) to support and promote Area needs.
Attend meetings and trainings to represent the area as requested by the Dean or as needed to maintain awareness of upcoming changes and remain current in best practices, as it pertains to the position.
AA3 and AA4 Level:
Monitor budget status in line with program activities, plans, or priorities; maintain program budgets and initiate corrective action; develop information to support budgetary requests; project income and expenditures required to maintain program activities; administer program budgets; maintain records regarding funds;
Monitor Area budgets utilizing both the Area's Budget Tracking Workbook and ctcLink reports to assist with routine reconciliation of expenses, ensure payroll expenses and revenue transactions are charging as expected, and submit identified corrections to appropriate personnel.
Maintain the Area's Budget Tracking workbook by adding in transactions and information as they occur, providing routine updates and maintenance to budget tracking tabs, and developing the workbook to meet the needs of the Area.
Manage Area purchasing by gathering required documentation and approvals; initiate purchase requisitions, submit quick invoices for payment, process expense reports, and reconcile department credit cards.
Coordinate travel on behalf of faculty, staff, and students by preparing prior approvals, making travel arrangements according to WWCC guidelines, and completing expense reports upon return.
Complete and maintain Time & Effort Reporting.
Create Time & Effort Reports for identified individuals using information provided by the Grants Fiscal Analyst.
Distribute reports to appropriate personnel for signature.
Collect signed reports, send copies of signed reports to the Grants Fiscal Analyst, and maintain hard copies, as appropriate, for Area records.
Mitigate payroll corrections by gathering and using accurate combo codes in class scheduling tasks and by reviewing Area payroll to ensure that faculty and staff are being charged to accurate budgets (grants, revenue, etc.); submit identified corrections to appropriate personnel.
Assist Area faculty with use of allocated Professional Development Funds by submitting notification of use requests, initiating purchase of items identified by faculty for Professional Development use, and arranging travel to Professional Development activities in accordance with WWCC travel guidelines.
Maintain Area financial records by gathering and storing required and supporting documentation according to the established filing system.
Complete other fiscal-related tasks (surplus & disposal requests, graphics requests, paper & printer supply requests, etc.) in coordination with other WWCC departments on behalf of the Area.
AA4 Level will also:
Assist in the preparation of grants and grant proposals.
AA3 and AA4 Level:
Assist in developing and establishing procedures and policies to implement Area and specialized program activities and in formulating Area policies, procedures, and standards. Assist in planning, implementing, and evaluating institutional policies related to Area and program specialty; devise and implement new procedures to facilitate administration of assigned Area and program specialty; assist in the development of Area content; anticipate potential conflict and attempt resolution before problems occur; recommend resolutions designed to meet the goals and objectives of Area programs.
AA3 and AA4 Level:
Provide administrative support for the Area Dean, Faculty, and Support Staff in coordination with the BEdA Program Coordinator and/or Program Coordinator for High School Programs.
AA4 Level:
Supervise the Basic Education for Adults (BEdA) Program Coordinator and the Program Coordinator for High School Programs in the performance of duties associated with the area and specialized programs.
Competencies
Required Qualifications:
Any combination of education, experience, and/or training that provides the applicant with the knowledge and skills to perform the job may be considered by the college.
This position is designed to be filled at either an AA3 or AA4 level depending on qualifications. If an incumbent is hired as an Administrative Assistant 3 position, they will be placed in an in-training plan for an Administrative Assistant 4 position.
AA3:
AA4
Preferred/Desired Qualifications:
AA3:
AA4:
You don't check every qualification listed? Please apply anyway! Studies have shown that traditionally marginalized communities - such as women, LGBTQ+ and people of color - are less likely to apply to jobs unless they meet every single qualification - even if they might be a great fit for the role! If you're excited about this opportunity but your experience doesn't align perfectly with every single qualification in the job description, we encourage you to still consider applying.
Conditions/Terms of Employment
Compensation
Annual salary range:
Administrative Assistant 3: $48,048 - $62,880
Administrative Assistant 4: $55,596 - $72,900
This classified position is in a bargaining unit for which WPEA Higher Ed is the exclusive representative.
Work is performed almost exclusively indoors in an office environment. Exposure to hazards is limited to those commonly found in office environments. Walking to College outbuildings is frequent. Exposure to hazards is limited to those commonly found in government office environments. Duties require the use of standard office furniture and equipment (e.g., desks, filing cabinets, computers, scanners, printers, telephones, fax machines, copy machines). Position interacts with students, college visitors, and community members, as well as Area faculty and staff and other college personnel. May come into contact with individuals who may be angry, frustrated, or distraught. Work schedule will typically be Monday through Friday 8-hours each day. During the summer, work schedule is Monday through Thursday 10-hours each day. The schedule may flex in coordination with the Area Dean, according to the Areas needs, to ensure proper coverage. Occasional travel may be required to conduct business or attend training. It is typically local or regional.
The college has an excellent benefit program including medical, dental, life and long-term disability insurance; paid sick leave; paid vacation leave; and retirement plan. All full-time employees will automatically have 3% of taxable income deferred into the State of Washington Deferred Compensation Program (DCP) unless declined at time of hire. WWCC requires all employees to participate in direct deposit for payment of salary. The college is tobacco free.
Persons hired must be able to provide acceptable documentation of lawful authorization to work in the United States within three (3) days of employment, and successfully complete a probationary period. WWCC participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. Candidates will be subject to a criminal history background check as a condition of employment. Information from the background check may not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
Required Application Materials
This position is open until filled with priority consideration given to those applicants who submit a complete application by July 20, 2026 at 11:59 PM PST. To qualify for priority consideration, applicants must submit a complete application packet, which includes the following:
Please ensure you have attached all required application materials as you will not be able to attach any documents after you have submitted your application. If you have difficulty logging into your account, attaching documents, submitting your application, etc., please call NEOGOV Applicant Support at 1-855-524-5627 or email them directly at support@governmentjobs.com.
WWCC reserves the right to not fill this position, reject all applicants, or reopen the position. Applications received during this recruitment may be used to fill future vacancies at the Colleges discretion.
Walla Walla Community College is committed to provide equal opportunity and nondiscrimination for all educational and employment applicants as well as for its students and employed staff, without regard to race, color, creed, national origin, sex, sexual orientation, including gender expression/identity, marital status, age (over 40), the presence of any sensory, mental, or physical disability, the use of trained guide dog or service animal by a person with a disability, or status as a Vietnam and/or disabled veteran, National Guard member or reservist in accordance with the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Federal Rehabilitation of 1973, the Americans with Disabilities Act of 1990, and any other applicable Federal and Washington State laws against discrimination. The Human Resources Office is accessible to persons with disabilities. If you need accommodations in the application/employment process, please contact the Human Resources Office at (509) 527-4224 - TDD (509) 527-4412, email personnel@wwcc.edu, address: 500 Tausick Way, Walla Walla WA, 99362.
MEDICAL/DENTAL INSURANCE
Medical, dental, life, and long-term disability insurance benefits are provided and administered under the Public Employees Benefits Board. Medical plans and benefits information along with a side-by-side comparison tool of medical plans can be found on the PEBB health plan page.
Eligibility
Permanent, seasonal and part-time employees as determined by WAC 182-12-114. Benefits also cover spouse or State-Registered Domestic Partner (SRDP), and qualifying dependents.
Effective date of coverage
First day of the month following your date of employment. If the date of employment is the first working day of the month, coverage begins on that date.
Medical Plan Monthly Costs
Employees pay their portion of medical care costs through payroll deduction. The employee premium is based on the choice of plan and elected coverage for spouse or SRDP, and dependent children.
MEDICAL FLEX SPENDING ACCOUNT (FSA) & DEPENDENT CARE ASSISTANCE PROGRAM (DCAP)
The FSA and DCAP plans are optional plans offered by the College and the State of Washington. They are calendar year, pre-tax, spending programs you can use to set aside money for eligible expenses. Both plans are offered as payroll deductions and are administered by Navia Benefit Solutions.
The FSA allows you to use pre-tax money to pay for certain out-of-pocket medical expenses. An FSA can be used to cover qualifying expenses such as: chiropractic care, over-the-counter medicine, first-aid supplies etc. For a full list of qualifying expenses visit: https://docs.naviabenefits.com/files/PEBB-Eligible-Expenses-2023.pdf (Download PDF reader).
RETIREMENT OPTIONS
Eligible employees participate in a Washington state-sponsored retirement plan through one of two administrators: the Washington State Department of Retirement Systems (DRS) or the Teachers Insurance & Annuity Association (TIAA). DRS administers the Public Employee Retirement System (PERS) and the Teachers Retirement System (TRS) plans. TIAA administers the State Board Retirement Plan (SBRP).
For Classified positions: PERS 2 or 3
VACATION, SICK, & PERSONAL LEAVE
Vacation, sick leave and personal leave benefits are available and determined by a collective bargaining agreement negotiated between the college and WPEA, the exclusive bargaining representative.
REDUCED TUITION WAIVER PROGRAM
Employees can take most credit and non-credit classes at a reduced cost when space is available and certain conditions are met.
Credit classes
Permanent classified, faculty, adjunct faculty and administrative employees of WWCC may take almost any credit class on a space-available basis if requirements and prerequisites have been met. The basic cost is $5.00, plus any fees associated with that class. Hourly and probationary employees are not eligible for this reduced tuition.
01
Please describe your approach to project management and your skill level with Microsoft Office Suite and Zoom.
02
In this position, you will have access to confidential information that may involve personnel and/or students. Please give an example of a situation you have been involved in that required confidentiality. (approx. 250-500 words)
03
Being bilingual is not required for this position; however, if you speak Spanish, please tell us on a scale of 0 - 3 your level of fluency, with "0" being no understanding of the Spanish language, "1" able to handle basic phrases and introductions, "2" able to handle common situations and experiences, and "3" able to understand complex texts and speak fluently.
Required Question
Employer Walla Walla Community College
Address 500 Tausick Way
Walla Walla, Washington, 99362
Phone 509-522-2500
Website http://www.wwcc.edu/