Administrative Assistant 2 for Business, Healthcare



Administrative Assistant 2 for Business, Healthcare

Salary

$41,760.00 - $46,980.00 Annually

Location

Tacoma WA 98466, WA

Job Type

Temporary

Job Number

22-32-CS #MON

Division

Academic Affairs

Department

Healthcare

Opening Date

08/29/2022

FLSA

Non-Exempt

Bargaining Unit

WFSE

Who We Are

Two Positions Available 

Since opening its doors in 1965, Tacoma Community College has provided a high-quality, affordable education to more than 500,000 people. Serving Tacoma, Gig Harbor, the Key Peninsula, online students and the women’s prisons, TCC educates about 11,000 students annually. Many TCC students are the first in their families to attend college, 58 percent receive financial aid, 13 percent have children, 42 percent are students of color, and 48 percent work while attending school. TCC has two campuses, the main campus in Tacoma and another in Gig Harbor.  Situated northwest of Tacoma across the Narrows Bridge, the Gig Harbor campus offers credit and non-credit courses.  
 
TCC is committed to developing and sustaining a vibrant educational environment where all students can thrive by providing educational opportunities such as learning communities, honors programming, undergraduate student research, bachelor of applied science degrees, and study abroad. TCC is committed to student success, and promotes innovation to help students. TCC is one of 67 colleges selected nationally to participate in the Department of Education’s Second Chance Pell pilot program, providing access to education for incarcerated individuals. Designated a Military Friendly College®, TCC is proud to serve Pierce County’s military community. In fall 2018, the college opened a food pantry on campus to support students experiencing food insecurity and was recognized by the Harvard Kennedy School for its College Housing Assistance Program, a community partnership that helps students access affordable housing.
 
Position Overview
Tacoma Community College is seeking two dynamic and innovative individuals to serve as Administrative Assistant for our Workforce:  Business, Healthcare & Wellness Division.  This unit encompasses most of the college’s Career Training Programs.   These positions are integral in moving the college’s commitment to guided pathways forward. The ideal candidates will be passionate about working collaboratively with faculty, staff, and administrators to expand the access and supports for students seeking certificates and degrees. The position will work closely with our leadership team including the Associate Dean for Business, Associate Dean for Nursing, and the Director of Workforce.  Two positions are open – one for the Business, Paralegal & Technology Pathway and one for the Nursing Program, which is part of the Healthcare Pathway.

Essential Functions

  • Provides confidential administrative support to the unit administrator
  • Assist with the preparation of reports: compile, analyze, sort, and compare various forms of data.        
  • Create, edit and maintain spreadsheets, charts, and graphs of department, division and college wide data. Research, compile, sort, and analyze division budget data and prepare reports and forecasts of budget and salary expenses.        
  • Coordinate and monitor division equipment purchases.
  • Screen, prioritize and respond to all incoming communication. Manage and maintain the associate dean’s calendar.
  • Monitor enrollment numbers. Produce documents, data collection and presentation documents, as well as accurate and effective publications by using a variety of software programs.
  • Support the division recruitment process.  Includes scheduling hiring committee meetings, preparation of screening materials, sorting and maintaining applications received, scheduling interviews, preparing candidate information and preparation of hiring/onboarding materials.
  • Work with Program Chairs, Division Administrative Assistant IV, Associate Deans and Division Dean to coordinate course offerings, resolve room and scheduling conflicts, maintain current information within CTC Link. Prepare quarterly course schedules, compile and coordinate paperwork for semi-annual program reviews for the division.
  • Review and submit reports for Accreditation, Assessment, budget development and other information as requested.
  • Serve as liaison and point person between division and public.  Serve as a liaison between faculty and department chairs, chairs and Deans, and between students and Deans. Use discretion, tact and diplomacy to interact effectively with diverse staff, students, and public and community populations.
  • Represent the dean and division in meetings, task forces, and other college activities.
  • Participate in college professional development, training, and governance opportunities as needed.
  • Coordinate requests and work related to rooms, building, equipment, grounds, and maintenance.
  • Perform other related work as required.

Qualifications

Minimum Qualifications

  • High school graduation or equivalent.
  • 3 years of experience as an administrative assistant or responsible professional/comparable experience. 
  • OR an Associate’s degree or higher in a directly related field may substitute for up to 2 years of experience,  certification of completion from a professional secretarial, or office occupations program may be substituted for one year of experience.
  • Supervisory experience. 
  • Intermediate proficiency with Microsoft Office, Excel and Outlook.
  • Experience managing and reconciling budgets.

 Preferred Qualifications
  • Experience using PeopleSoft software applications.
Conditions of Employment
  • Successful completion of a criminal history background check prior to employment.
The Successful Candidate Will Demonstrate
  • 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 including the ability to give full attention to the customer and displaying a good-natured, sincere, cooperative attitude and professional demeanor.
  • Excellent verbal and written communication skills.
  • Demonstrated ability to work independently and make decisions.
  • Diplomacy, tact and confidentiality when working with senior college management, 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, 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.

Application Process

 
Application Materials
 Complete application packages must include the following:
  1. Tacoma Community College online application form.
  2. Resume and cover letter In your cover letter, describe how your background and experience align with the responsibilities for this position. 
 
Terms of Employment 
This is a temporary full-time classified position scheduled to work Monday through Friday, 8:00 am – 5:00 pm through June 30, 2023. The continuation of the position is dependent on funding and business needs. Flexibility in scheduling is required to meet department/division needs. The salary range for this position is $3,480  - $3,915 per month. Tacoma Community College offers a generous benefits package to include: health, dental, life and long-term disability insurance, state retirement, vacation leave, sick leave and holiday pay.  A collective bargaining agreement exists and membership in the Washington Federation of State Employees or payment of a service fee is available anytime upon employment.  The layoff unit for this position is “All Other WFSE Classified”.  
 
 
Tacoma Community College values diversity and is an Equal Opportunity Employer and Educator. Tacoma Community College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). Provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following persons have been designated to handle inquiries regarding non-discrimination policies: Stephen Smith, Title VII and Title IX, Building 14, 253-566-5055; Dr. Davi Kallman, Section 504 Officer,  Building 7, 253-566-5157.  Tacoma Community College is a smoke-free/drug free environment.  This recruitment announcement does not reflect the entire job description and can be changed and or modified without notice. 
 

Tacoma Community College
 Human Resources
 6501 S 19th St Bldg. 14, Tacoma WA  98466
www.tacomacc.edu/about/employment 

Benefits
The benefits information presented on this page is a summary of College provided benefits. This information is subject to change and is subject to the provisions of any legislative mandates and College policy changes. For more detailed information about Tacoma Community College (TCC) benefits, please do not hesitate to contact the College benefits coordinator at (253) 566-5024.

TCC offers a comprehensive benefits package which include medical, dental, life insurance, and long- term disability insurance through the Public Employee Benefits Board (PEBB), along with retirement benefits through TIAA and the Department of Retirement System

Eligibility
Full-time faculty, classified staff, administrators and professional staff are eligible for benefits. Hourly employees and part-time faculty may be eligible for benefits if, and when, they meet specific criteria and are notified by TCC Human Resources.

Effective Date of Coverage
Coverage begins the first day of the month following the date of hire, or date of achieving eligibility status. If the date of hire is the first working day of the month, coverage begins immediately.
 

Health Insurance

Medical Plans
Eligible employees have several medical plan options to select from. Employees pay a monthly premium through payroll deduction.

Premium Rates Effective January 1, 2023

 
PEBB Medical Plans
Employee
Employee & Spouse or Domestic Partner
Employee & Children

Full Family
Kaiser Permanente WA - Classic $167 $344 $292 $469
Kaiser Permanente WA - CDHP $25 $60 $44 $79
Kaiser Permanente WA- Value $94 $198 $165 $269
Kaiser Permanente WA- SoundChoice $46 $102 $81 $137
UMP-Classic $135 $280 $236 $381
UMP-Select $59 $128 $103 $172
UMP Plus - PSHVN $97 $204 $170 $277
UMP Plus - UWMACN $97 $204 $170 $277
UMP-CDHP $29 $68 $51 $90

Resources: PEBB Website

Medical Plan information

PEBB Medical Plan Comparison

 

Dental Plans

Employees choose from three dental plans. TCC covers the full dental premium for employees and enrolled dependents.

Resource: Dental Plan Comparison
 

Vision

Covered under medical plan chosen.
 

Waiving Medical Coverage

If you have other employer-based medical insurance, Medicare or TRICARE, you have the option to waive PEBB medical coverage. Dental is mandatory for all eligible employees and cannot be waived, unless enrolled in dental coverage as a dependent under a SEBB (School District Employee Benefits Board) plan.
 Flexible Spending Arrangement (FSA) & Dependent Care Assistance Program (DCAP) & Limited Purpose FSA


FSA & DCAP accounts allow employees to set aside pre-taxed dollars to cover out-of-pocket health care and/or childcare expenses.

Members of WFSE (HE CCC) and WPEA, will be eligible to receive a $250 FSA card if employed as of November 1 with an annual full-time equivalent salary of less than $50,004, and is enrolled in a non- CDHP medical plan as of January 1 of the plan year that FSA funds are made available. This card is issued by PEBB in the following January and does not count against the annual FSA limit, if enrolled in an FSA with Navia.

The Limited Purpose FSA is eligible for employees who are enrolled in a consumer-directed health plan (CDHP) that has a Health Savings Account. The Limited Purpose FSA is only for dental and vision expenses.

 

Resource: Navia Benefit Solutions
 

Life Insurance


Benefits eligible employees, lawful spouse or same-sex domestic partner, dependent children under 26 years of age are eligible to enroll in life insurance. Coverage is effective first of the month following the date of employment for basic coverage; for optional coverage, amounts become effective the first of the month following approval date.

Basic Coverage: $35,000 Basic Term Life & $5,000 Accidental Death & Dismemberment (AD&D) This is employer-provided at no cost to the employee.

Supplemental Life Insurance Coverage(s): Any supplemental term life insurance and AD&D coverage for employee, lawful spouse, qualified same-sex domestic partner, and family is available at additional cost to the employee.
 

Resources:

MetLife Life InsuranceLong Term Disability (LTD) 


Basic LTD: Provides 60% of the first $400 pre-disability earnings, reduced by any deductible income at no cost to the employee.

Supplemental LTD: Supplemental LTD coverage to replace at 60% or 50% of full pre-disability earnings is available at an additional cost to the employee.

Resource: PEBB Long-Term Disability Insurance
 

Paid Leave

Classified staff, Administrators, and Professional staff are eligible for paid vacation, sick leave, and personal leave, along with paid federal holidays. Monthly vacation entitlement amounts can vary from
9.33 to 16.67 hours per month depending on the employment type and length of state service. Monthly sick leave entitlement is 8.00 hours per month based on 100% FTE position and will be prorated accordingly if less than 100% FTE. Annual personal leave entitlement varies depending on employee type. Full-time classified, administrators, and professional staff are paid for all federal holidays.

Full-time faculty receive 84.00 hours of paid sick leave per academic year along with 28.00 hours of personal leave. Full-time faculty are paid on an annual contract and do not receive pay for federal holidays.

Part-time faculty receive sick leave each quarter using a formula based on the total FTE% from the cumulative teaching contracts issued to them that quarter. They would receive 7.00 hours of personal leave if they are issued a multi-quarter appointment at the start of the academic year. Part-time faculty do not receive pay for federal holidays.

Part-time hourly and student employees receive 1 hour of sick leave for every 40 hours worked in a month (and fractions, thereof). Up to 40 hours of sick leave can carry over from one calendar year to the next.
If a part-time hourly or student employee is hired into a full-time position, the sick leave hours earned in the part-time position do not carry over to the full-time position. Part-time hourly and student employees are not paid for federal holidays.

Monthly entitlements are given at the beginning of the following month.
All employees in salaried positions may take up to five days of paid bereavement time off for the death of a family member. This is separate from the sick leave or vacation leave.

Retirement

Retirement participation is mandatory for retirement benefit eligible TCC employees. Employees are offered a choice between two retirement plans and that choice is generally irrevocable while employed at TCC.

Classified Employees and (retirement eligible) Part-Time hourly:

Classified employees and eligible part-time hourly employees must choose between the Public Employees Retirement Systems (PERS) Plan 2 or Plan 3. More information about these plans can be found at this link: Department of Retirement Systems Plans

Faculty

Faculty can choose to enroll in the State Board Retirement Plan (SBRP) with the plan administrator being TIAA or the Teachers Retirement System (TRS) Plan 2 or Plan 3 administered by the Department of Retirement System (DRS). Prior history in any of these plans may limit current plan choice. Click here to compare TRS Plan 2, TRS Plan 3, and SBRP.

SBRP -TIAA – This is a Defined Contribution Plan. The employee contributes a mandatory defined amount and the state matches the employee’s contributions. Contribution rates are based on age.

TRS Plan 2 – A 401(a) defined benefit plan. TCC and employee contribute a percentage of salary to fund the plan. Your monthly benefit at retirement will be based on your earned service credit and compensation.

TRS Plan 3 – A 401(a) hybrid plan with Defined Benefit and Defined Contribution components. The defined contribution portion of the plan is funded through mandatory employee contributions. The employee may choose between six contribution options. TCC contributes to Defined Benefit part.

 

Administrative/Exempt Employees

Administrators and Exempt employees may choose to participate in the State Board Retirement Plan (SBRP), administered by TIAA, or the Public Employees Retirement System (PERS) Plan 2 or Plan 3, administered by the Department of Retirement Systems (DRS). Prior history in a Washington State Retirement Plan may limit plan choice. Click here to compare PERS Plan 2, PERS Plan 3, and SBRP.

SBRP/TIAA – This is a 401(a) Defined Contribution Plan. The employee contributes a mandatory defined amount and the state matches the employee’s contributions. Contribution rates are based on age.

PERS Plan 2 – A 401(a) defined benefit plan. TCC and employee contribute a percentage of salary to fund the plan. Your monthly benefit at retirement will be based on your earned service credit and compensation.

PERS Plan 3 – A 401(a) hybrid plan with Defined Benefit and Defined Contribution components. The defined contribution portion of the plan is funded through mandatory employee contributions. The employee may choose between six contribution options. TCC contributes to Defined Benefit part.

PERS Rates Effective July 1, 2022.

TRS Rates Effective September 1, 2022.

Text explaining how the PERS and TERS plans 1, 2, and 3 work.

State Board Retirement Plan (SBRP) - Contributions Rates:

Contributions are based on your age:
 
Your Age Your Contribution Employer Contribution Total SBRP Contribution
Under 35 5% 5% 10%
35-49 7.5% 7.5% 15%
50+ 10% 10% 20%

 

Supplemental Retirement Savings:


State Board Voluntary Investment Program (SBVIP):

SBVIP is a voluntary, optional, unmatched retirement savings plan, operating under Section 403(b) of the Internal Revenue Code (IRC), administered by TIAA. SBVIP participants may contribute on a pre-tax and/or after-tax (Roth) basis, up to the annual IRS limit and can start and stop their contributions at any time during employment. Contact Human Resources to start/stop contributions.

Deferred Compensation Program (DCP):

Tax-deferred savings plan administered by the Department of Retirement Systems. New Full-time employees are automatically enrolled in DCP 3 months after hire at a contribution rate of 3%. Employees are sent a notification letter within approximately 30 days of hire. This notice includes information about auto-enrollment and the necessary steps to take if one chooses to opt-out or make changes to their DCP enrollment. Contributions can be changed at any time during employment. Following the initial auto- enrollment possibility, employees would contact DRS to setup contributions and can contribute on a pre- tax basis up to the annual IRS limit.

Tuition Waiver

Administrative, Classified, Full-time Faculty, and Part-Time faculty employed for more than 50% FTE are eligible to register for space-available classes, up to 10 credits per quarter, with the State Employee Tuition Waiver program. Class registration and any applicable class fee will still apply. Click here for the Tuition Waiver form.

Liberty Mutual

PEBB members may receive a discount of up to 12% off Liberty Mutual’s auto insurance rates and up to 5% off of Liberty Mutual’s home insurance rates.

Contact Liberty Mutual at 1-800-706-5525 and mention that you are a State of Washington PEBB Member (client #8246) or visit a local Liberty Mutual office and let them know you are State of Washington PEBB Member (client #8246) for a quote.

Collective Bargaining Agreements

WFSE Higher Education Community College Coalition: WFSE (HE CCC) CBA
WPEA Higher Education: WPEA CBA
WFSE Represented Exempt Bargaining Unit: WFSE-Exempt CBA
TCC Faculty Negotiated Agreement: TCC Faculty Negotiated Agreement

01
Which best describes your level of education?
  • High School graduate or equivalent
  • Some College
  • Certification of completion from a professional secretarial or office occupations program
  • Associates degree from an accredited college or university
  • Bachelors degree from an accredited college or university
  • Masters degree or higher from an accredited college or university
02
How many years of experience do you have with administrative assistant or responsible professional work?
  • None
  • Less than one year
  • More than one year and less than two years
  • More than two years and less than three years
  • More than three years and less than four years
  • More than four years and less than five years
  • More than five years and less than six years
  • Over six years
03
Please describe your experience working as an administrative assistant or comparable professional experience.
04
How many years of supervisory experience do you have?
  • None
  • Less than one year
  • More than one year and less than three years
  • More than three years and less than five years
  • Over five years
05
Which of the following best describes your level of proficiency with word processing, spreadsheet, and database software?
  • None
  • Beginning
  • Intermediate
  • Advanced
06
Please describe your experience managing and reconciling budgets.

Required Question

Agency
Tacoma Community College
Division
Academic Affairs
Address
6501 South 19th St

Tacoma, Washington, 98466