Skip to content

Administrative Assistant 3

Position Overview

The nonprofit Washington State Association of College Trustees (ACT) seeks an  administrative assistant to the ACT director. ACT hosts conferences and provides opportunities for trustees to develop leadership and advocacy skills on behalf of students and community and technical colleges.

The administrative assistant manages the organization's budget, coordinates meetings, organizes conferences, manages the ACT web pages, and formats correspondence and publications. The position interacts with a broad range of stakeholders, including trustees, college leaders, students, elected officials, other state agencies and vendors.

Some regional travel is required.

Job #: 2016-37

Annual Salary: $32,688 to $42,492 (Range 39)

Location:  Olympia, WA

Opens: Monday, Nov. 7, 2016

Closes: Monday, Nov. 21, 2016

Recruitment and screening of applications will be ongoing until the position is filled. However, to ensure full consideration, return completed materials by 5 p.m. on the closing date.

  • Expand All
  • Establish, maintain, monitor and assure compliance of contracts. Provide progress reports and notify parties of deadlines and end dates.
  • Develop conference budget and monitor expenditures. Prepare conference and training materials. Oversee and conduct on-site conference registration, check-in and site logistics. Develop and maintain conference participant database, including trustees, guests and organizations.
  • Monitor budget expenditure activities and prepare budget documents for ACT. Monitor and review financial data input and output for accuracy. Compile financial records for annual audit, complete yearly fiscal reports, compile ACT annual tax return for independent accountant review.
  • Review and process vendor payments. Resolve issues related to accounts payable. Develop fiscal queries or reports from existing fiscal database.
  • Monitor and maintain budget reports for the Washington Executive Leadership Academy (WELA).
  • Develop training programs, visual aids, and other materials; schedule and conduct presentations and training.
  • Track and maintain correspondence from the Governor’s office, Legislature, Attorney General’s office regarding new and reappointed trustees. Track individual trustee board terms and addresses to ensure eligibility to serve or continue to serve.
  • Compile and edit annual publications, including Transforming Lives Booklet and the ACT Directory. On occasion, develop other materials related to the needs of the ACT organizations and trustees.
    Establish procedures, interpret and apply administrative policies.
  • Provide support to supervisor, coordinate office operations, calendars, travel arrangements for supervisor, ACT president, President-elect and on occasion, other trustees.
  • Update and maintain ACT web pages at SBCTC website.
  • Represent ACT director at meetings as needed, including occasional travel within Washington state and nationally.
  • Other duties as assigned.
  • High school graduation or equivalent and three years of progressively responsible experience in secretarial, bookkeeping/accounting or general administrative work.
  • Proficient in the use of Microsoft Office software (Word, Excel, Outlook, PowerPoint, Publisher, and Access).
  • Experience in Quicken or QuickBooks budget software.

This is a full-time, classified position. The annual compensation for this position is listed above. The salary for this position is based on the Non-Represented General Service Salary Schedule.

Washington state has a generous benefit package including health, dental, life insurance, long-term disability, retirement, and two optional deferred compensation programs. For more information, see Classified Employee Benefits.

This position has no supervisory responsibilities and reports to Washington State Association of College Trustees Director.

Interested candidates may apply by submitting the following items:

  • Letter of formal application that addresses your interest in the position and ability to perform the responsibilities described in this announcement;
  • Detailed résumé of all educational and professional experience that demonstrates how you meet the qualifications;
  • List of at least three professional references with contact information. References are typically contacted after interviews.

Send application materials

Email is preferred, but you may send application materials by one of the following delivery methods:

  • Email:
  • Fax: 360-704-4415
  • Mail: Pamela Kelly, HRC
    SBCTC Human Resource Office
    PO Box 42495
    Olympia, WA 98504-2495

Application tips

  • Make sure you clearly indicate the position you are applying for in your letter of interest and within your email and/or subject line. Suggested subject line format: Last name, First name – Position Title.
  • Include your name, address, current phone number, and email on the first page of each document you submit.

Additional documents

After you submit your application packet, you will receive a confirmation email and a request to complete and return the following forms:

  1. Affirmative Action Profile (voluntary) – Kept separate from your application packet and used to prepare the agency's annual affirmative action report.
  2. Employment Reference Release – References are typically contacted after interviews.

Do not include the Affirmative Action Profile or Employment Reference Release in your application packet. If you do not receive an email including these forms after you submit your application, please send a message to


Pamela Kelly
Human Resource Consultant


Submitted applications become the property of SBCTC and will not be returned.

Applicants must be currently authorized to work in the United States for any employer.

The State Board for Community and Technical Colleges (SBCTC) supports Executive Order 13-01 Veterans Transition Support and is an equal opportunity employer. SBCTC complies with the Americans with Disabilities Act. Applicants needing accommodation in the application process or this announcement in an alternative format may contact the Human Resources Office at 360-704-4301. A TDD relay service is available by dialing 800-833-6388 or voice 800-833-6384.

Your paycheck is just part of your total compensation. As an exempt employee, you will also have access to an outstanding employee benefits package worth about 30 percent of your salary.

Discover the benefits and recreational opportunities available to you throughout Washington state.

Contact the Human Resource Office at 360-704-4301 or visit the HR web page.

Page Manager:
Last Modified: 4/21/17 2:48 PM