Administrative Assistant 3

Administrative Assistant 3

Salary

$3,811.00 - $4,987.00 Monthly

Location

Walla Walla, WA

Job Type

Full Time

Job Number

2026-105G

Department

VPI/INSTRUCTION OFFICE

Division

WORKFORCE TRANSFER & TRADES

Opening Date

06/12/2026

Closing Date

Continuous

• Description
• Benefits
• Questions

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 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 6/23/2026 @ 11:59pm PST. See Required Application Materials section for more information

General Responsibilities:

The Administrative Assistant provides advanced administrative and clerical support to the Dean of Workforce, Transfer and Trades. This position plays a critical role in ensuring the smooth operation of the area by managing administrative processes, coordinating communications, monitoring financial and personnel functions, and serving as the first point of contact for faculty, staff, students, and community partners.

The role supports the College's mission by promoting student success, strong communities, and resource stewardship through professional service, accurate information, and timely administrative support.

Essential Functions:

Dean and Division Support

• Serve as liaison between the Dean's office, faculty, staff, students, and external partners.
• Manage the Dean's calendar, coordinate meetings, and ensure deadlines are met.
• Draft, edit, and distribute correspondence, reports, and communications.
• Screen calls, visitors, and correspondence, and ensure appropriate follow-up.
• Represent the Dean at meetings and take minutes as appropriate and requested.
• Coordinate room reservations, technology setup, and virtual meeting platforms.

Financial and Budget Management

• Reconcile and process purchasing card (PCard) charges for Dean (others handled by Secretary Senior), coordinate and process travel requests and reimbursements in accordance with college and state policies.
• Track and monitor division budgets, including professional development funds.
• Prepare and distribute budget reports to the Dean.
• Ensure budget expenditures are coded correctly and comply with state and institutional guidelines.

Course Scheduling and Faculty Workload

• Assist in tracking course scheduling and enrollment data; recommend adjustments based on enrollment.
• Track and prepare faculty workload and payroll data in collaboration with the Instructional Support Specialist, Dean, and other support staff.

Personnel Support

• Coordinate and assist with recruitment processes, including scheduling interviews, participating on search committees, and onboarding new staff and faculty (full-time and adjunct).
• Ensure resources (technology, office space, keys, etc.) are available for new personnel.
• Process and track personnel-related documents, stipends, and reassignments.

Special Projects and Grants

• Assist with grant preparation, submission, and reporting by gathering enrollment, budget, and program data.
• Support division activities, projects, and community partnerships as assigned by the Dean.

Competencies

• Ability to work effectively with diverse groups, and a demonstrated commitment to equity and inclusion.
• Effective organizational and time-management skills. Effectively organize multiple assignments, sometimes of a complex nature or involving competing priorities, to produce work products that are accurate, thorough, and on time.
• Ability to exercise good judgement in evaluating situations and making decisions.
• Attention to detail.
• Ability to perform job duties with or without direction and to work and thrive independently and in a team environment.
• Demonstrated ability to foster and maintain positive professional working relationships.

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.

• High school diploma or GED.
• Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Demonstrated ability to handle confidential and sensitive information.
• Proficiency in Microsoft Office 365 (Word, Excel, Outlook, Teams, SharePoint) and Zoom.
• Equivalent formal education may substitute year-for-year for required experience.

Preferred/Desired Qualifications:

• Associate degree or AAS in Administrative Office Professional or related field.
• Previous experience in higher education.
• Bilingual in English/Spanish (oral and written).

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

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. Walk to College outbuildings is frequent. Exposure to hazards is limited to those commonly found in office environments. Tools and equipment include standard office furniture and equipment (e.g. desk, cabinet, computer, scanner, printer, telephone, filing cabinet, fax machine, copy machine, etc.). Occasional lifting, carrying, reaching, and bending may be required. This position interacts with faculty, staff, students, and community partners on a regular basis. Also, occasional contact with students who may be angry, frustrated or distraught. Work schedule will typically be Monday through Friday 8-hours each day. During the summer, the work schedule is Monday through Thursday 10-hours each day. Occasional travel may be required to conduct business or attend or provide training - 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 June 23, 2026 at 11:59 PM PST. To qualify for priority consideration, applicants must submit a complete application packet, which includes the following:

• Online application
• Cover letter (In the cover letter, please describe why you would like to join the Workforce staff at WWCC. Also, please describe how your unique skills and experiences as related to this job would contribute to our collaborative team).
• Resume
• Names and contact information for three (3) professional references.
• Answers to three (3) supplemental questions
• Unofficial transcripts for application purposes; official transcripts are required prior to an official start date.

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.

• Dental Coverage - Walla Walla Community college provides dental coverage at no monthly premium cost to the employee.
• Vision Coverage - Employees do not pay a separate premium for vision coverage; it is covered under the medical plan. Optical service frequency and hardware (glasses, contact lenses, etc.) vary depending on type of plan selected.

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)

https://www.hca.wa.gov/employee-retiree-benefits/public-employees/medical-flexible-spending-arrangement-fsa

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).

• Retirement plan options are determined by employee type and prior history in DRS-administered plans (PERS or TRS). Participation in a retirement plan is required.

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.

• Please Note: All information above is subject to change based on, but not limited to, employment status, legislative mandates, or College policy changes. *If an employee is transferring from another Washington State public agency or institution of higher education, benefits and leave may be transferable.

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 a lot of 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" being 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/