Walla Walla Community College (WWCC) is seeking applicants for a Full-Time Administrative Assistant 3 or 4 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 7/20/2026 @ 11:59pm PST. See Required Application Materials section for more information
General Responsibilities:
The mission of Walla Walla Community College is to remove barriers to access, provide high-quality educational experiences, and facilitate equitable learning and success to cultivate thriving rural communities. This position supports the mission by providing high-level, specialized support to the Arts & Sciences, Transitional Studies, and High School Programs Area, as well as its leadership. This position will provide assistance to the Area Dean by coordinating all aspects of Area and specialized program services; providing technical and specialized assistance to faculty, staff, and the Dean as it pertains to Area functions; and supervising area program coordinators.
Essential Functions:
AA3 and AA4 Level:
Work with faculty, staff, and the Dean to define needs and plan, design, and develop specialized Area activities; coordinate program functions with appropriate departments to accomplish Area activities; monitor and track Area activities; promote the Area on campus and with external organizations; represent the Area at meetings.
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Prepare, submit, and facilitate the following activities as it pertains to Area Quarterly Class Schedules.
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Provide Chairs with information to develop quarterly schedules.
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Convert and enter class offering information, as provided by Area Chairs, to meet the ctcLink submission requirements as outlined on quarterly schedule spreadsheets.
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Conduct research and analyze enrollment data, using the internal Enrollment Tracker workbook, to identify Area needs; inform the Dean of the need for possible openings, changes, and cancellations of current offerings.
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Submit changes from faculty, Department Chairs, and Area Dean to ensure class offerings are accurate; submit class opening, change, and cancellation requests to accommodate needs of Area schedules.
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Review and calculate faculty workload (FWL) using the Area’s internal FWL workbook to ensure faculty are assigned accurate loads in correlation with the faculty collective bargaining agreement (CBA) and ctcLink calculations. Notify the Dean of any overloads or underloads that require review and action. Compare the internal FWL workbook with the college FWL Overview once schedules have been entered to validate calculations and check for any discrepancies.
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Facilitate all changes to faculty contracts and teaching assignments as identified by FWL workbook.
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Initiate contracts for faculty NISAs, off-contract, and stipend payments.
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Coordinate activities as it pertains to Area faculty Evaluation & Promotion cycle.
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Track, add, and update information in the Evaluation Tracking workbook related to Area faculty status in the Evaluation & Promotion cycle.
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Inform the Area Dean of upcoming evaluations to be completed.
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Assist the Dean in notifying faculty regarding evaluation and promotion steps.
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Submit faculty requests for student evaluations to the Office of Instruction.
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Schedule faculty evaluation pre- and post-meetings on behalf of the Area Dean.
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Perform yearly and quarterly updates to the Internal Evaluation Tracking workbook.
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Maintain awareness of changes to the Evaluation & Promotion schedule as identified by the faculty CBA and the Office of Instruction.
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Gather and store adjunct faculty evaluation materials.
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Facilitate coordination with other departments (facilities services, IT needs, graphics orders, purchasing, etc.) to support and promote Area needs.
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Attend meetings and trainings to represent the area as requested by the Dean or as needed to maintain awareness of upcoming changes and remain current in best practices, as it pertains to the position.
AA3 and AA4 Level:
Monitor budget status in line with program activities, plans, or priorities; maintain program budgets and initiate corrective action; develop information to support budgetary requests; project income and expenditures required to maintain program activities; administer program budgets; maintain records regarding funds;
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Monitor Area budgets utilizing both the Area’s Budget Tracking Workbook and ctcLink reports to assist with routine reconciliation of expenses, ensure payroll expenses and revenue transactions are charging as expected, and submit identified corrections to appropriate personnel.
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Maintain the Area’s Budget Tracking workbook by adding in transactions and information as they occur, providing routine updates and maintenance to budget tracking tabs, and developing the workbook to meet the needs of the Area.
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Manage Area purchasing by gathering required documentation and approvals; initiate purchase requisitions, submit quick invoices for payment, process expense reports, and reconcile department credit cards.
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Coordinate travel on behalf of faculty, staff, and students by preparing prior approvals, making travel arrangements according to WWCC guidelines, and completing expense reports upon return.
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Complete and maintain Time & Effort Reporting.
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Create Time & Effort Reports for identified individuals using information provided by the Grants Fiscal Analyst.
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Distribute reports to appropriate personnel for signature.
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Collect signed reports, send copies of signed reports to the Grants Fiscal Analyst, and maintain hard copies, as appropriate, for Area records.
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Mitigate payroll corrections by gathering and using accurate combo codes in class scheduling tasks and by reviewing Area payroll to ensure that faculty and staff are being charged to accurate budgets (grants, revenue, etc.); submit identified corrections to appropriate personnel.
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Assist Area faculty with use of allocated Professional Development Funds by submitting notification of use requests, initiating purchase of items identified by faculty for Professional Development use, and arranging travel to Professional Development activities in accordance with WWCC travel guidelines.
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Maintain Area financial records by gathering and storing required and supporting documentation according to the established filing system.
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Complete other fiscal-related tasks (surplus & disposal requests, graphics requests, paper & printer supply requests, etc.) in coordination with other WWCC departments on behalf of the Area.
AA4 Level will also:
Assist in the preparation of grants and grant proposals.
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Assist Area Dean with Basic Education for Adults (BEdA) Grant management including: grant submission, expenditure of grant - according to outlined plan, tracking of grant spend-down, and submission of additional reports related to grant.
AA3 and AA4 Level:
Assist in developing and establishing procedures and policies to implement Area and specialized program activities and in formulating Area policies, procedures, and standards. Assist in planning, implementing, and evaluating institutional policies related to Area and program specialty; devise and implement new procedures to facilitate administration of assigned Area and program specialty; assist in the development of Area content; anticipate potential conflict and attempt resolution before problems occur; recommend resolutions designed to meet the goals and objectives of Area programs.
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Review internal processes and evaluate effectiveness in consultation with Area faculty and staff; develop new or update current Area processes and standard procedures to better align with the needs and goals of the Area and specific programs. Collaborate with Area Program Coordinators on the review of each position’s desk manuals and provide guidance or consultation on updates or changes.
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Keep apprised of changes related to ctcLink, BEdA Programs, faculty CBA, and other WWCC Departments (i.e., Office of Instruction, Business Office, IT, OAR, etc.) as they relate to current Area standards of practice.
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Notify affected Area individuals of changes; plan, evaluate, and consult staff to identify problems with changes, explore solutions and alternatives as it pertains to Area or specialized programs, and recommend resolutions in order to develop and update internal practices to comply with changes.
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Coordinate implementation of changes and evaluate feasibility of meeting program needs.
AA3 and AA4 Level:
Provide administrative support for the Area Dean, Faculty, and Support Staff in coordination with the BEdA Program Coordinator and/or Program Coordinator for High School Programs.
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Provide high-level, confidential administrative support to the Dean as needed. Handle sensitive issues involving faculty, staff, and students with tact and compassion.
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Assist the Dean with preparation of complex comprehensive plans, summaries, recommendations, progress or special reports, and projects related to Area needs and program-specific compliance and/or accreditation.
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Inform students, staff, and the public regarding institutional policies and Area standards of practice and advise individuals of the appropriate course of action.
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Assist with scheduling meetings on behalf of the Dean, individuals needing to meet with the Dean, department chairs, and the Area.
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Prepare meeting agendas and take minutes for Area Meetings and other meetings as requested and appropriate.
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Assist with Area hiring by scheduling candidate interviews, completing reference checks, and preparing for new hires.
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Write and edit publications, reports, pamphlets, or newsletters for internal and external distribution on behalf of the Area and specific programs within the Area in collaboration with Area staff and Marketing & Communications.
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Update Program Specialist desk manual as needed.
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Maintain the Area filing system by following established internal guidelines and WWCC Record Retention Guidelines.
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Maintain awareness of the Dean's calendar to provide timely reminders and ensure attendance at scheduled meetings.
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Utilize an appropriate platform (i.e., 25Live Room Scheduler, Teams, or Zoom) when scheduling meetings.
AA4 Level:
Supervise the Basic Education for Adults (BEdA) Program Coordinator and the Program Coordinator for High School Programs in the performance of duties associated with the area and specialized programs.
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Establish work priorities according to the needs of both the Transitional Studies Program and High School Programs to meet program compliance and accreditation requirements.
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Train, mentor, and give direction to program coordinators in the performance of duties as needed.
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Assign duties to program coordinators according to defined procedures as outlined in each program’s individual desk manuals; delegate other duties in support of the Area Dean and Program Specialist; and delegate attendance to meetings, trainings, and conferences as applicable to both positions.
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Review work for accuracy, completion, and adherence to instructions and established standards, processes, and procedures as necessary upon completion.
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Direct preparation of reports and publications related to BEdA Program compliance and High School Programs’ requirements and NACEP Accreditation needs.
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Ensure LACES data is submitted according to established State requirements and deadlines. Ensure tasks related to the NACEP Accreditation timeline are being met to ensure the College in High School Program is in compliance with State requirements.
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Provide back-up support to BEdA Program Coordinator and/or Program Coordinator for High School Programs during peak times.
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Evaluate employee performance and prepare performance appraisals.
Compensation
Annual salary range:
Administrative Assistant 3: $48,048 - $62,880
Administrative Assistant 4: $55,596 - $72,900
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. Exposure to hazards is limited to those commonly found in office environments. Walking to College outbuildings is frequent. Exposure to hazards is limited to those commonly found in government office environments. Duties require the use of standard office furniture and equipment (e.g., desks, filing cabinets, computers, scanners, printers, telephones, fax machines, copy machines). Position interacts with students, college visitors, and community members, as well as Area faculty and staff and other college personnel. May come into contact with individuals who may be angry, frustrated, or distraught. Work schedule will typically be Monday through Friday 8-hours each day. During the summer, work schedule is Monday through Thursday 10-hours each day. The schedule may flex in coordination with the Area Dean, according to the Area's needs, to ensure proper coverage. Occasional travel may be required to conduct business or attend training. It is 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.
