OFFICE ASSISTANT, FINANCIAL AID AND WORKFORCE EDUCAITON SERVICES

BATES TECHNICAL COLLEGE The Office Assistant provides administrative support to the Financial Aid and Workforce Education Services (FA/WES) departmental staff and students. This position will also serve as a backup for the student services front desk receptionist.

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 $46,333-$49,838 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 posting prior to being open to non-union members or outside applicants.   

If no permanent bargaining unit members apply within five (5) days of posting, priority consideration will be given to candidates who apply by May 27, 2024. 

Essential Functions 

• Serve as initial point of contact in the FA/WES department; greet visitors, receive documents, screen and respond appropriately to phone calls, emails and in-person inquiries.
• Serve as a backup for the student services front desk.
• Respond to requests, schedule clients for individual appointments, coordinate and maintain FA/WES calendar. Schedule and coordinate FA/WES department meetings, events, prepare agendas, take meeting notes. 
• Per staff request design, update, maintain FA/WES database and forms. 
• Per staff request update, maintain, initial point of contact for FA/WES departmental data on the college’s web site, keep FA/WES bulletin boards updated and ensure all information displayed to the public is current.
• Maintain inventory of FA/WES department pamphlets and forms, equipment and supplies.
• Prepare purchase requisitions, work request, request for payment, determining appropriate budget codes, and requesting credit card for payment.
• Distribute and gather correspondence to/from appropriate staff, assist with departmental mailings and distributions. 
• Track time and effort when required by fund source, update if needed staff attendance on the FA/WES calendar. 

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.

Minimum Qualifications 

• High School/GED 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 

• Associates degree and one year of relevant experience

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 Vice President of Institutional Effectiveness and Student Success at 253.680.7105, Downtown Campus A211. For employee matters, the Director of Human Resources at 253.680.7180, Downtown Campus A326.