Administrative Assistant Pte Iii - Practical Nursing

Salary: $50,913.00 - $73,545.00 Annually
Location : Tacoma, WA
Job Type: Full-time
Job Number: 24-013
Department: Allied Health
Opening Date: 02/12/2024
Closing Date: 3/3/2024 11:59 PM Pacific
SUMMARY
BATES TECHNICAL COLLEGE Administrative Assistant PTE III, provides administrative support to programs and instructional areas that report to the Director of Nursing. The position performs clerical, administrative, relational, and standard and advanced operational tasks; ensures efficient and effective course construction functions and customer service; works independently and collaboratively with other ADMINISTRATIVE ASSISTANTs in the College; coordinates various communications and activities; performs other functions that involve various software and applications necessary to successfully perform job duties and responsibilities. Engages with internal and external constituents, can be exposed to sensitive information, and therefore is bound to confidentiality norms and agreements.
Position will be open until filled. First consideration will be given to candidates who apply prior to February 19, 2024.
Please Note: Full potential salary for this position is listed. Salaries at the top of the range are earned through longevity. Annual starting salary is $50,913 to $59,109 depending on experience.
Open PTE positions will be open to all permanent bargaining unit members at Bates for a minimum period of five (5) days from postingprior to being offered to non-union members or outside applicants.
ESSENTIAL FUNCTIONS & OTHER DUTIES
Essential Functions
Direct Administrative Support to the Director of Nursing

• Provides efficient and effective confidential and non-confidential administrative and relational support to the Director of Nursing and to the programs and instructional areas that report to the Director.
• Collects demographics to include collecting and maintaining admission and graduation metrics.
• Supports and maintains certification and program tracking for faculty members.
• Applies existing and new software applications (e.g., CTC Link, SMS, Tableau, and Microsoft Office suite of products) required to effectively perform job duties and responsibilities.
• Manages and updates Director of Nursing's calendar.
• Create and maintain up to date student files, as well as coordinate filing systems for organizational purposes.
• Maintains confidential and non-confidential records and documents.
• Accompanies Director to meetings on and off campus as necessary. Generally, this is to community partners within the Tacoma area, and travel is reimbursable as per established rates.
• Responsible for drafting and maintaining meeting minutes, schedule and organize meetings as directed.
• Responsible for collecting, compiling, organizing and maintaining accreditation information and documentation
• Collaborates with nursing faculty, clinical placement coordinator and program director to develop program surveys and manage and organize the collected data
• Responsible for organizing and attending the advisory committee meetings
• Collaborates with the program director to provide information to potential students by participating in information sessions and responding to online inquiries
• Responsible for scheduling various examinations for the students.
• Participates in marketing events for nursing programs and/or open houses

Course Construction and Scheduling, Student Enrollments

• Processes, manages, and updates course construction information.
• Processes course registration in support of nursing programs and other instructional areas under the Director's supervision.
• Formats scheduling information and coordinate efforts between Director and registrar's office.
• Review quarterly schedule for accuracy.
• Register students and enter data into the College system for career training, academic and extending learning programs, and program waitlists.
• Manage the schedule for use of the Nursing Department.
• Maintain calendars for nursing faculty and disseminate information for enrollment of students.

Financials

• Processes all invoices and purchase requisitions (e.g., ordering supplies, processing, invoicing, travel, and billing).
• Works with the Finance Office to conduct such functions as preparing and processing faculty contracts, pay authorizations, and purchase requisitions.

Customer Service, Student Support, and Communications

• Provides customer service and assistance to students applying for financial aid including but not limited to application completion, document tracking, disbursement, and refund details.
• Provides information to students about nursing programs, certificate/degree requirements, program costs, financial aid, and support services.
• Responds and resolves internal (e.g., students, faculty, staff) and external (e.g., community partners, vendors, etc.) customer service queries via in-person, phone, email, teleconferencing, and other communication platforms.
• Collects and distributes data related to nursing programs and other instructional areas under the Director's supervision.
• Prepare and distribute resources such as training and educational materials and certificates of completion.
• Work with Director of Nursing to coordinate program advisory board meetings and communications.
• Monitors, responds, 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.
• Onboards and provides orientation to new program faculty.
• Other duties as assigned by the Director.

Non-Essential/Other Functions

• Accountable for keeping personal development up-to-date; adding to 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.
Conditions of Employment

• Once offer of employment is made, a background check including criminal record history will be conducted. Information from the background check will not preclude employment but will be contingent in determining the employee's suitability and competence to continue to perform in the position.
• This position has been designated as a bargaining unit position represented by Bates Technical College local union.
• This position is required to work on campus.
• Valid Washington State Driver's License and reliable vehicle for reimbursable travel

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 CTC Link, SMS, Campus CE software, and Canvas Learning Management System
• Knowledge of course construction and higher education enrollment processes
• Knowledge of nursing or medical industry

EQUAL OPPORTUNITY STATEMENT
BATES TECHNICAL COLLEGE reaffirms its policy of equal opportunity and does not discriminate on the basis of race, ethnicity, color, national origin, creed, religion, sex, sexual orientation, gender identity, age, marital status, disability, or status as a disabled veteran or Vietnam era veteran in its programs and activities in accordance with college policy, and applicable federal and state statutes and regulations. Bates publications are available in alternate formats upon request by contacting the Disability Support Services Office at 253.680.7010. Inquiries regarding Bates' non-discriminatory policies, including Title IX and ADA, should be directed to: For student matters, the Dean of Student Services at 253.680.7105, Downtown Campus A211. For employee matters, the Executive Director of Human Resources at 253.680.7180, Downtown Campus A326.
This recruitment announcement does not reflect the entire job description and can be changed and/or modified without notice
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
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. Vision is covered under the medical plan.
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

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 to compare the two plans.
Exempt have to choose between either the SBRP or Plan 3 of the Public Employee Retirement System (PERS). Click 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: 15.41% 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: 12.83% 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 to compare the two plans.
PERS Plan 2 is a defined benefits plan with the following contribution rates:

• • Employee Contribution: 7.41% of gross salary
  • Employer Contribution: 12.83% 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: 12.83% 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.
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.
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
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 Year's Eve Day, New Year's 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
Why do you want to serve Bates Technical College students and community? Why do you want to serve specifically in this position?
02
Do you have either a High School Diploma/GED and three years of relevant experience OR an Associates degree and one year of relevant experience?

• Yes
• No