Office Assistant 2 - Olympia - Evergreen State College

Description

Position Information
Position Title
Office Assistant 2
Working Title
Program Secretary
Location
Olympia
EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or status as a protected veteran. For more information regarding Evergreen's non-discrimination policies or to report discrimination, please visit the Affirmative Action and Equal Opportunity webpage at or contact the Affirmative Action and Equal Opportunity Officer at , Room 3102 Library Building, 2700 Evergreen Parkway NW, Olympia, WA 98505.

Union Represented
Yes
Overtime Eligible
Yes
Monthly FTE
1.0
Salary Step (minimum monthly amount)
$3,294.00
Salary Step (maximum monthly amount)
$4,362.00
Cyclic Position
No
Cyclic Details
n/a
Project Position
No
End Date
n/a
Special Note
This is a full-time, overtime eligible position on the Olympia campus of The Evergreen State College.
Position Purpose
Academic Program Support is designed to support and assist faculty, students, and staff in a professional and efficient manner.
Under general supervision of the Office Support Supervisor 1, the primary responsibility of this position is to assist with the operation of an academic program support office that provides administrative support services for the faculty and specialized academic programs. Current program offices may support up to 100 faculty. The location assigned to a given program office may change depending on staffing needs.
Nature and Scope
Essential Functions

• Process official narrative evaluations originated by faculty through the Online Records System by editing for accuracy, grammar, punctuation, spelling, credit equivalencies, and discrepancies.
• Communicate effectively with faculty and staff for a timely turnaround of evaluations through the Online Record System for submission to Registration and Records for student transcripts.
• Respond to and assist with questions in person, via phone, and email to provide program support.
• Provide support to other program offices.
• Keep Outlook calendar updated and visible to all.
• Unlock office doors for maintenance and/or computer support, mail delivery, shred, and others.
• Coordinate supplies requests with supervisor and centralize office supplies centers.
• Assist in hiring, training, and leading the work of student workers as office assistants.
• Distribute mail and assign faculty and staff mailboxes based on office location, supervise student workers with these tasks.
• Troubleshoot problems with copy machines, printers, network problems, and computer application errors; triage and report issues to appropriate areas via Help Tickets for inspections and repairs.
• Initiate Facilities work order requests (maintenance, door signage, and custodial).
• Provide administrative support to faculty, deans, and staff with approved communications as needed.
• Track evaluation status data and download and update reports.
• Work with supervisor and coworkers to search and provide information to Registration and/or Deans regarding faculty response to requests for evaluation updates and reports.
• Update Program Support work documents and online forms to keep uniformity among support offices.
• Maintain file records for staff and faculty in an easily accessible location.
• Provide college information, such as campus calendar events, maps, and resources as available.
• Maintain confidentiality at all times in accordance with Family Educational Rights and Privacy Act (FERPA).
• Assist faculty and academic staff in processing state and internal forms, such as travel authorities, reimbursements, honoraria requests, and contract services.
• Create and maintain current email distribution lists for program offices.
• Be familiar with and learn new college-issued equipment, software programs, and applications.
• Assist in preparations and distribution of program materials for conferences, college website, and college events as requested by Deans Area and as time allows.
• Be punctual and professional at all times.
• Acknowledge receipt of emails; respond to email as soon as possible and no later than 24 business hours after receipt.

Additional Duties

• Perform other job-related duties as assigned by supervisor and/or Academic leadership.
• Serve on special committees and/or projects and college-driven initiatives as assigned.

Knowledge Skills and Abilities

• Ability to work under deadline pressure and handle multiple tasks requiring a high degree of accuracy and attention to detail in a distractive, open office environment.
• Ability to maintain confidentiality and abide by FERPA regulations.
• Knowledge and skill in administrative and clerical procedures and computer office apps.
• Knowledge of and/or ability to learn academic policies, curriculum, course catalog, directories, student advising, and college resources to redirect or directly handle inquiries.
• Excellent editing and proofreading skills.
• Excellent interpersonal and communications skills.
• Ability and skill to design, organize, and maintain manual and electronic records, files, databases, and information retrieval systems.
• Proficiency with current generation Microsoft software.
• Ability to take direction, instruction, and guidance with active listening and professionalism.
• Ability to resolve problems and conflicts and/or know the proper resources for resolution.
• Ability to lead the work of student workers, as assigned.
• Ability to work for extended periods at a computer performing data entry.
• Ability to work effectively with diverse faculty, students, staff, and members of the public.
• Ability to manage one's own work time and use work time effectively and efficiently.
• Ability to work independently and to work well in a collaborative team environment.

Minimum Qualifications
Desired Qualifications

• Two years of office experience requiring administrative assistance and working with the public.

Conditions of Employment

• Must provide proof of identity and employment eligibility within three days of beginning work.
• This position is part of a bargaining unit and covered by a collective bargaining agreement.
• Prior to an official offer of employment, a Declaration Regarding Sexual Misconduct form must be submitted to the college per RCW 28B The college will contact current and past employers to verify this information. Applicants who provide inaccurate information in their declaration will be disqualified and, if the inaccuracies are discovered after the applicant has been hired, it shall be grounds for termination.

Benefits
A full state benefits package which includes: paid sick and vacation leave; paid campus holidays; a generous medical, dental, life and disability insurance package for employees and dependents; retirement; optional deferred compensation and optional supplemental retirement accounts. For more information about Evergreen's excellent employee benefits, please view
Posting Detail Information
Posting Number
S
Number of Vacancies
1
Open Date
01/29/2026
Close Date
02/09/2026