Administrative Assistant 4 (2 separate openings)

Grays Harbor College is accepting applications for two Administrative Assistant 4 positions. At the end of your application, you will be asked if you would like to be considered for BOTH positions or only one. The information below applies to both positions unless noted.

Note:

Effective July 1, 2026, AA4 positions will move to Range 50 on the State Salary Schedules for WPEA. The new estimated salary range will be $55,594 to 74,750. The Administrative Assistant performs administrative support for the Learning and Student Success Division. Responsibilities include records management, data entry, project management in collaboration with the dean, scheduling and support, data system queries and analysis, detailed processing of contracts, communication and collaboration with other relevant college departments and programs. This position is highly relational with a diverse community of students, faculty, staff and their varied perspectives. This position provides advanced, comprehensive administrative support within Learning and Student Success, supporting the integrated work of the division under the Vice President for Learning and Student Success. The role coordinates complex workflows, manages operational processes, and ensures continuity, efficiency, and quality of administrative functions across divisions. This position supports the college's mission by enabling effective delivery of instructional and student success services through coordinated, equitable, and responsive administrative systems. Position #1 AA4 for Workforce - provides support for the Learning and Student Success Division and the Dean of Workforce Education. Position #2 AA4 for Student Services and Corrections - provides support for the Learning and Student Success Division, specifically the Dean of Student Services and Enrollment Management and the Dean of Corrections Education. In addition to the information above, this position also supports student conduct scheduling and support. Grays Harbor College has an excellent benefits package to include medical, dental, vision, basic life insurance, primary and supplemental retirement programs and long-term disability insurance. Full-time employees will also receive 11.33 hours of vacation leave per month to start, 8 hours of sick leave per month, and 4 personal leave days a year. Washington state also observes 11 paid holidays per year. Classified positions at Grays Harbor College have been designated as bargaining unit positions represented by the Washington Public Employees Association, Local 365. The union and the college have a collective bargaining agreement (referred to as the contract) that is posted on the GHC website.

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//www.ghc.edu/hr/labor-relations About the College . Grays Harbor College serves the communities of Grays Harbor and Pacific counties on the Pacific coast of Washington. Located in Aberdeen, Washington at the base of the beautiful Olympic Peninsula, the College is less than an hour away from scenic Pacific Ocean beaches and close to both the Olympic and Mount Rainier National Parks. Grays Harbor provides the perfect landscape to enjoy the abundance of excellent outdoor activities such as camping, hiking, biking, fishing, clam digging, surfing, boating, and various kayak/canoe paddling opportunities. Grays Harbor College is located on the ancestral lands of the Chehalis, Chinook, Quinault and Shoalwater Bay Peoples. For more information about working for the college and living in Grays Harbor visit https://www.ghc.edu/hr Grays Harbor is committed to providing excellent educational opportunities. We prioritize student learning, promote student and faculty success, foster an inclusive environment, manage our resources, and connect with the community. We strive to create a culturally relevant environment on campus and in the community by learning and practicing equity-mindedness and promoting faculty, staff, and student diversity. Administrative and Operations Support Provide comprehensive administrative, clerical, instructional, and contracting support across the Learning and Student Success division. Coordinate general office operations to support instructional programs, and division-wide initiatives. Independently plan, organize, prioritize, and manage multiple administrative and clerical tasks to meet internal and external deadlines. Establish, maintain, and oversee electronic and manual recordkeeping systems, databases, tracking tools, and departmental files. Process documents, agreements, and requests from multiple sources, ensuring accuracy, completeness, and compliance. Safeguard student records, confidential personnel information, and sensitive instructional materials in compliance with privacy and data security requirements. Respond to phone, email, online, and in-person inquiries; assess needs and provide accurate information or appropriate referrals. Support division staff and faculty by retrieving, organizing, and disseminating information needed for instructional and student service operations. Maintain a professional and welcoming office environment that reflects a positive image of the division and college. Prepare, send, collect, and store required student evaluations Track, receive, and file faculty observations Manage tenure and post-tenure faculty tracking Track program and faculty vocational certifications Track curriculum development, changes, review, and syllabi quarterly Perform related duties and special projects as assigned. Position #1 AA4 for Workforce (additional duties) Tracking PTAC committee meetings and minutes, managing member rosters, and committee outreach to ensure required meetings are held as required. Workflow Coordination Coordinate workflow, services, and communication across instructional units, student services, and off-site or distance locations. Track tasks, assignments, deadlines, and required follow-up across multiple programs and functional areas. Serve as a liaison among faculty, staff, deans, student services offices, and community partners. Use sound judgment and established procedures to resolve routine operational issues and support continuity of services. Support division-wide processes such as faculty contracting, instructional planning, compliance tracking, and reporting cycles. Budgeting and Process Management Track, reconcile, and report on multiple funding sources, program, grant, contract, travel, and supply budgets. Process and monitor expenditures related to grants and programs, including purchasing, contracts, stipends, travel reimbursements, and purchasing card transactions. Ensure compliance with federal, state, institutional, and funding-specific requirements. Analyze expenditures, project future funding needs, and support budget development and planning. Reconcile budgets with District financial reports and collaborate with District budget staff to resolve discrepancies and ensure audit readiness. Scheduling, Data, and Systems Support Collaborate with instructional leadership, faculty, and student services to develop and maintain quarterly and annual class schedules. Develop, input, and maintain annual and quarterly course schedules for designated departments. Manage course schedules including modality, staffing, room assignments, and enrollment capacity. Communicate schedule changes, cancellations, and instructional adjustments to impacted offices and stakeholders. Build, revise, and maintain courses, classes, course fees, faculty workload, and related instructional data in ctcLink. Support faculty contracting by preparing workload reports and assisting with assignments and instructional contracts in collaboration with appropriate administrators. Maintain accurate curriculum and academic program information in systems, including course descriptions, requisites, degree requirements, and class data. Assist with development, maintenance, and publication of the college catalog. Update, revise, archive, and remove outdated course and program information to ensure consistency across systems. Manage instructional, faculty, and student data; ensure data accuracy and integrity. Develop and run queries; identify discrepancies and support accurate class scheduling and faculty contracting. Support data quality assurance efforts. Support instructional and student services reporting. Position #1 AA4 for Workforce Assign and manage instructional, classroom, and lab spaces using 25Live; resolve scheduling conflicts. Facilitate the college-wide syllabus collection process each academic term. Position #2 AA4 for Student Services and Corrections Scheduling for on-campus student services events . Facilitate the syllabus collection process for corrections faculty each academic term. Supports Maxient and EAB system implementation and management, as primary source for troubleshooting, training and coverage for department needs. Collaboration, Communication, and Special Projects Draft, edit, proofread, and produce correspondence, reports, minutes, policies, procedures, catalog content, or course descriptions Write for both online and traditional formats with strong attention to detail in narrative and numeric content. Develop and maintain communications for instructional programs, pathways, and student services initiatives. Provide accurate information and guidance regarding programs, policies, procedures, and services to students, faculty, staff, and the public. Direct inquiries about other college programs or services to appropriate departments. Support faculty, students, colleagues and the public through administrative and procedural assistance. Assist faculty and administrators with preparation and submission of curriculum and program documentation Participate in committees, governance groups, and college-wide initiatives as assigned. Collaborate on process improvements that enhance efficiency, compliance, data quality, and student success. Advance the college mission through inclusive, equity-centered administrative practices To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Qualifications:

Associate's degree AND two years of progressively responsible administrative experience OR equivalent combination of education and experience Demonstrated ability to manage complex workflows and multiple priorities Strong written and verbal communication skills Experience with data systems, spreadsheets, and office software Ability to maintain confidentiality and exercise independent judgment

Preferred/Desired Qualifications:

Bachelor's degree Experience in a community college or higher education setting Experience with ctcLink or similar enterprise systems Experience supporting multiple supervisors or departments Knowledge of instructional and/or student services operations In addition to the GHC online Application you will need to submit the following materials. Incomplete applications will not be accepted or considered. Letter of application addressing your qualifications for the position. Resume Contact information for 3 professional references. Transcripts of college work completed. Unofficial copies are acceptable. Background checks - Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington State Law . Grays Harbor College does not discriminate on the basis of race, color, national origin, sex, disability, sexual orientation, gender identity, creed, religion, marital status, veteran status, genetics, or age in its programs, activities, and employment. The following person has been designated to handle inquiries regarding the non-discrimination policies: Title II/Section 504 and Title IX Coordinator - Erin Tofte, Associate Vice President of Human Resources For further information on notice of non-discrimination, visit https://ocrcas.ed.gov/contact-ocr for the address and phone number of the office that serves your area, or call 1- 800-421-3481 .