ADMINISTRATIVE ASSISTANT PTE III

ADMINISTRATIVE ASSISTANT PTE III

Salary

$62,735.00 - $71,047.00 Annually

Location

Central Campus - 2320 South 19th Street, Tacoma, WA

Job Type

Full-time

Job Number

26-026

Department

Instruction

Opening Date

07/14/2026

Closing Date

7/26/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

SUMMARY

The Administrative Assistant provides comprehensive administrative, operational, and customer service support to the Dean of Instruction and the instructional programs and functional areas under their leadership. This position coordinates course construction and scheduling processes, supports enrollment and program operations, manages records and communications, and collaborates with faculty, staff, students, and community partners to ensure effective and efficient instructional services. The role requires strong organization, attention to detail, problem-solving abilities, technical proficiency, and the ability to manage multiple priorities while maintaining professionalism, confidentiality, and a commitment to student success.

As per Bates Professional Technical Employees (PTE) agreement, Section 21.1, this position will be open to all permanent bargaining unit members for a minimum period of 5 days.

ESSENTIAL FUNCTIONS & OTHER DUTIES

Essential Functions Administrative Support to the instructional programs at Central Campus

• Provides efficient and effective confidential and non-confidential administrative and relational support to the programs under the direction of the Dean.
• Supports and maintains certification and program-related tracking for faculty members.
• Utilizes and adapts to multiple software systems and databases, including ctcLink, 25Live, Tableau, and Microsoft Office applications, to support instructional operations, maintain data integrity, and improve workflow efficiency.
• Coordinates and maintains calendars, meetings, and events for instructional leaders and assigned programs.
• Maintains confidential and non-confidential records, documents, and filing systems to ensure accuracy, organization, and compliance with state and college requirements.
• Coordinates adjunct faculty onboarding, including initiating hiring paperwork, facilitating completion of onboarding paperwork and employment eligibility verification, and scheduling orientation meetings with the Dean.
• Attend meetings on and off Central Campus as necessary. Generally, this is to the other College campuses (i.e., Downtown Tacoma and South Campus) and travel is reimbursable as per established rates.

Course Construction and Scheduling, Student Enrollments

• Coordinates course construction activities by gathering scheduling information from faculty and instructional leadership, creating and maintaining course sections in ctcLink, and ensuring classes are accurately configured to support student registration and instructional needs. Formats scheduling information and coordinate efforts between Instruction department and registrar's office.
• Communicate with faculty regarding their quarterly class assignments, monitors enrollments, and other related tasks.
• Conducts quality assurance reviews of quarterly schedules and course data, identifying and correcting discrepancies to maintain data integrity and support student enrollment.
• Manage the schedule for use of the Central Campus and coordinates General Education classroom scheduling.
• Assists students with navigating enrollment and registration processes by providing information, answering questions, and connecting them with appropriate resources and staff.
• Maintain calendars for career specialists and disseminate information for enrollment of students.

Financials

• Processes purchase requisitions, invoices, travel expense vouchers, and P-Card transactions in accordance with college policies and procedures, coordinating with the Finance Office as needed.
• ·Prepares and processes quarterly adjunct faculty contracts in ctcLink, ensuring accuracy, compliance, and timely completion.
• Coordinates pay authorizations for stipends, substitute pay, and other supplemental compensation in collaboration with the Office of Instruction, Payroll, and the Finance Office.

Customer Service, Student Support, and Communications

• Provides customer service and information to current and prospective students, faculty, staff, and the public regarding college programs, enrollment processes, financial, and support services.
• Responds to and resolves internal (e.g., students, faculty, staff) and external (e.g., community partners, vendors, etc.) customer service inquiries through in-person, phone, email, teleconferencing, and other communication platforms, referring individuals to appropriate resources as needed.
• Collects and distributes data related to Central Campus programs and other instructional areas.
• Distributes information, resources, and communications to faculty and staff in support of instructional programs and college operations.
• Coordinates program advisory committee meetings and communications in partnership with program faculty and maintains advisory committee rosters, records, and related documentation.
• Monitors, responds to, and maintains internal and external contacts.

General College Support, Other Duties

• Participate actively and collaboratively on committees for college as needed including but not limited to staff recruitment, college councils, etc.
• Other duties as assigned by the Dean.

Non-Essential/Other Functions

• Accountable for keeping personal development up to date; adding skills and knowledge through courses that may be available through the Bates Technical College courses, professional development committees, etc.
• Participate actively and collaboratively on committees for college as needed including but not limited to staff recruitment, college councils, etc.
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Additional activities, duties and responsibilities may change at any time with or without notice to meet college needs.

Supervisory Responsibilities

This position has no supervisory responsibilities.

QUALIFICATIONS

Minimum Qualifications

• High School Diploma/GED and three years of relevant experience OR
• Associates degree and one year of relevant experience

Allowable Substitution

If necessary, alternative combinations of education and experience may be evaluated by Human Resources for comparability.

Preferred Qualifications

• Experience with ctcLink (or other student management systems), Tableau (or other data systems), and Canvas (or other learning management systems)
• Knowledge of course construction and higher education enrollment processes

EQUAL OPPORTUNITY STATEMENT

Bates Technical College does not discriminate on the basis of race, color, national origin, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal. For inquiries, please contact Title IX Coordinator Marcus Harvey, Executive Director of Human Resources, at 253.680.7180, mharvey@batestech.edu, or Bates.Title.IX@batestech.edu. For Section 504, contact Disability Coordinator Steve Ashpole, Vice President of Student Services, at 253.680.7005, sashpole@batestech.edu. All offices are located at 1101 South Yakima Ave., Tacoma, WA 98405.

Available Benefits to Eligible Employees

As a higher education employee, you and your qualified family members are eligible for a wide range of benefits including medical, dental, life insurance, retirement, long-term disability, as well as other optional benefits.

Medical/Dental Plans

Medical Plans

Employees pay a portion of their medical care cost through payroll deduction. The employee premium is based on the choice of plan and coverage for eligible dependents.

Dental Plans

Bates provides dental coverage at no monthly premium cost to the employee. Benefit eligible employees have a choice of dental plans. Options include:

• Uniform Dental Plan - Preferred Provider Organization
• DeltaCare - Managed Care Plan
• Willamette Dental - Managed Care Plan

Vision Plans

Bates provides vision coverage at no monthly premium cost to the employee. Benefit eligible employees have a choice of dental plans. Options include:

• Davis Vision by MetLife
• EyeMed
• MetLife Vision

Retirement Plans

Faculty and Exempt Positions

Faculty have to choose between either the State Board Retirement Plan (SBRP), also known as TIAA or Plan 3 of the Teachers Retirement System (TRS). Click here to compare the two plans.

Exempt have to choose between either the SBRP or Plan 3 of the Public Employee Retirement System (PERS). Click here to compare the two plans.

SBRP (TIAA) is a defined contribution plan with the following contribution rates:

• Employee Contribution: Under 35: 5% of gross salary; 35-49: 7.5% of gross salary; 50 & over: 10% of gross salary
• Employer Contribution: Under 35: 5% of gross salary; 35-49: 7.5% of gross salary; 50 & over: 10% of gross salary

TRS Plan 3 is a defined benefit and a defined contribution plan with the following contribution rates:

• Employee Contribution: Varies from 5% to 15%
• Employer Contribution: 9.53 of gross salary

PERS Plan 3 is a defined benefit and a defined contribution plan with the following contribution rates:

• Employee Contribution: Varies from 5% to 15%
• Employer Contribution: 9.03% of gross salary

Classified Positions

Classified employees have to choose between either the Plan 2 or Plan 3 of the Public Employee Retirement System (PERS). Click here to compare the two plans.

PERS Plan 2 is a defined benefits plan with the following contribution rates:

• Employee Contribution: 6.36% of gross salary
• Employer Contribution: 9.53% of gross salary

PERS Plan 3 is a defined benefit and a defined contribution plan with the following contribution rates:

• Employee Contribution: Varies from 5% to 15%
• Employer Contribution: 9.53% of gross salary

Employee and employer contributions to applicable retirement plans are mandatory. The amount of the deduction and contribution are dependent upon the retirement plan chosen and may vary by current contribution rates in effect.

Term Life Insurance

Bates provides $35,000 basic life insurance for death from any cause and $5,000 basic accidental death and dismemberment at no cost to the employee. Employees can enroll in additional low cost life insurance for themselves and dependents.

Long Term Disability Insurance (LTD)

Bates provides a basic LTD insurance plan at no cost to employees. The basic plan pays a maximum of

$240 per month after 90 days of total disability. The optional LTD plan pays 60% of the first $10,000 of monthly salary, reduced by any deductible income such as social security or retirement benefits.

Employee cost is dependent upon benefit waiting period chosen.

Other Optional Benefits

AFLAC

Flexible Spending Arrangement Dependent Care Assistance Program

Voluntary Employees Beneficiary Association American Fidelity - Short-Term Disability

Fully Effective Employees - Employees Assistance Program Guaranteed Education Tuition

Deferred Compensation, Section 457 Plan SBVIP, 403(b) Plan

Leaves and Holidays

Vacation

Eligible exempt and classified employees accrue annual leave at rates determined by their employee status, ranging from 7 to 16 hours per month when eligible.

Sick Leave

Eligible classified, faculty, and exempt staff accrue sick leave monthly. Employees represented by a bargaining unit should refer to their negotiated agreement for sick leave rules and accrual rates.

Holidays

Bates observes the following holidays/non-work days:

Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve Day, Christmas Day, New Years Eve Day, New Years Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth

Personal Leave/Family Leave

In addition to vacation and sick leave, eligible employees receive personal and family leave each fiscal year at rates determined by their employee status

Please Note: All information above is subject to change based on, but not limited to, employment status, legislative mandates, or College policy changes

01

Have you obtained either a High School Diploma/GED and three years of relevant experience OR an Associates degree and one year of relevant experience. Please explain how your education and experience qualify you for this position.

Required Question

Employer Bates Technical College

Address 1101 S Yakima Avenue

Tacoma, Washington, 98405

Phone (253) 680-7168

Website http://batestech.edu/jobs