Executive Assistant to the President & Board of Trustees

Description

Columbia Basin College ("CBC" or the "College") seeks an Executive Assistant to the CBC President who will serve as a trusted advisor, principal aide and logistics manager to the President working with broad responsibility to carry out a wide range of complex administrative tasks. The position will provide confidential support to the President, oversight of ongoing projects in support of the President's agenda, and ensure seamless coordination of the President's administrative endeavors.

The Executive Assistant will manage all elements of the day-to-day office operations for the President's Office, including coordination and scheduling of college administrators, members of the Board of Trustees, public and private officials, various boards, faculty, staff, students, and the various publics served by the College. This position requires excellent organizational, technical and administrative abilities to prioritize and complete multiple tasks in a skillful and timely fashion. The Executive Assistant must be diplomatic, analytical, of the highest integrity and possess sound judgment, as well as have a sense of humor. This position reports directly to the President.

This position is open until filled. Priority consideration will be given to applicants whose complete application has been received by March 18, 2021 at 11:59 PM Pacific Time.

Primary Responsibilities

• Manage and support the President on day-to-day operations ensuring efficiency and effectiveness and optimizing use of all available resources; maintain the President's calendar; establish priorities and agendas, arrange appointments, itineraries and travel as assigned, including visibility and participation at college, community and national events and initiatives; arrange and coordinate meetings; keep appropriate individuals informed of itineraries and appointments;
• Act as liaison and provide administrative support to the College Board of Trustees, attend meetings and other functions, coordinate the preparation of Board agenda materials and other documents and reports, often of a highly sensitive and confidential nature; ensure materials and reports for signature are accurate and complete; proofread and check typed documents and other materials for accuracy, completeness and compliance with College standards, policies and procedures; prepare agenda and meeting materials for Board committee and other meetings and type minutes; make documents available to the public, as required;
• Assist Board of Trustees with travel arrangements for conference attendance (flight, rental car, lodging, etc. as needed) and travel reimbursement through College policies and procedures;
• Assist the Board of Trustees with the management of its policies, including regular review, revision and publication of changes, maintenance of a historical record of changes and posting of revisions to the Board's website; anticipate and prepare resources and documentation for Board of Trustee's self-evaluation and other evaluative functions;
• Serve as a liaison between the President and other college administrators, members of the Board of Trustees, public and private officials, various boards, faculty, staff, students, and the various publics served by the College by communicating and/or interpreting policy;
• Exercise independent judgment, discretion and political acumen in communicating information on behalf of the President during regular interactions with senior administrators, officials from government entities, elected officials, members of the media, etc.; maintain confidentiality in carrying out responsibilities; take initiative in problem-solving; independently handle sensitive situations using tact and diplomacy, and use initiative to ensure matters requiring attention are handled appropriately; work effectively in stressful situations meeting expected deadlines;
• Screen incoming calls, mail, personal inquiries, and other relevant matters; receive and respond to public inquiries tactfully and constructively, evaluating relative importance of each; research and assemble required information for response; act as a liaison and representative communicating on the President's behalf, as appropriate, and refer others to appropriate persons as needed;
• Compose letters, reports, and presentations from brief instructions, notes, or on own initiative, using extensive knowledge of grammatical composition; determine most appropriate layout, format, arrangement, and other related details;
• Provide support for research, planning and evaluation activities, utilize current technology applications in carrying out responsibilities; research, compile, and edit data and material for reports and documents; prepare reports and presentations as required; organize and maintain paper and electronic files;
• Coordinate President's travel arrangements, conference registrations and travel reimbursements; speaking engagements, special events, conferences, workshops and meetings; process invoices, reconcile expenses and plan commission meetings, retreats and other on-campus or hosted activities, providing regular updates to the President regarding progress on tasks;
• Facilitate the success of events hosted by the President's Office by scheduling events with appropriate offices and agencies, advise/contact participants or invited guests, prepare agendas and programs, arrange for audiovisual and associated support equipment, use independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinate or provide support during the events;
• Manage all budgetary and financial planning of the Office of the President and Board of Trustees, including receipt of and tracking of budget expenditures in compliance with appropriate College policies and procedures; provide monthly status of budget to the President; appropriate use of signature authority for budget and general correspondence in the name of the President;
• Provide leadership to division and department secretaries and clerical support by holding periodic meetings and publishing a desk instruction book for consistent clerical practices (letter format, letterhead, routing of communications, etc.), as well as facilitate exchange of information; partner with vice president executive assistants in support of college events, activities and initiatives; build relationships crucial to the support of the President's Office or the College;
• Assist the President in monitoring progress on organizational priorities, budgets, grants, and managing projects, encouraging cross-departmental collaboration;
• Participate on College committees and other shared-governance activities;
• Assist CBC vice presidents and administrators as needed; and
• Fulfill other duties as assigned.

Required Qualifications

• Bachelor’s degree or equivalent from an institutionally accredited college or university;
• Five (5) years progressive administrative/secretarial experience in support of an executive level administrator;
• Experience working in position(s) demonstrating high-level administrative support skills, including the ability to take responsibility, display initiative, and make independent decisions;
• In-depth computer proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); proficiency in the use of other office equipment and software; and
• Excellent writing skills and organizational skills.

PREFERRED QUALIFICATIONS:

• Experience working in a higher education setting;
• Very strong interpersonal skills and ability to build relationships with stakeholders, including faculty and staff, Board of Trustees, external partners and donors.

COMPETENCIES:

Accuracy : Monitor accuracy of own work; recognize and corrects errors; maintain accurate records; accomplish tasks thoroughly through concern for all the areas involved, no matter how small;

Analytical Skills : Synthesize complex or diverse information; collect and research data; identify data relationships and dependencies; design workflows and procedures;

Resourceful & Entrepreneurial : Consistently focus on end results and find most effective way to achieve goals and objectives; act on opportunities; take calculated risks; generate non-routine, non-traditional actions to overcome obstacles and achieve results;

Attitude Toward Progress & Change : Cooperate and support change and new processes; acceptance and quality performance throughout change;

Willingness to Learn : Open to learning new methods, obtaining certifications, attending training; participate in cross-training opportunities when assigned; suggest and/or researches new methods; proactively look for training opportunities that would better the position and/or department;

Oral & Written Communication : Speak clearly and persuasively in positive and negative situations; listen and get clarification; respond well to questions; demonstrate group presentation skills; participate in meetings; structure and convey information clearly and effectively through both formal and informal documents; review and edit written work constructively; ability to tailor to audience in mind;

Student Centered : Attention, interest, activities and efforts are centered upon the best interest of students; create and support an environment that enables learners to achieve their personal, academic, and professional goals; provide courteous and helpful responses to all customers, whether they be students, general public or employees from another department;

Support for Diversity, Equity & Inclusion : Reflecting CBC’s mission, vision and values, support initiatives that expand the human qualities that differentiate our workplace and educational setting. Demonstrate and advocate an understanding of differences, open mindedness, compassion, sensitivity and interest in differing viewpoints given the diverse population and show a deep commitment to the involvement of colleagues, students and community members to student experience and success honoring freedom of expression as fundamental to personal, professional and organizational growth;

Accountability : Accountable for own actions, decisions, errors, mistakes and/or failures to act when appropriate; accept responsibility when given, understand what duties employee is responsible for and can be counted upon to carry out those responsibilities; and

Teamwork : Demonstrate a willingness to work with, and help others in completing job assignments, the ability to accept constructive criticism, and to cooperate with fellow employees and supervisors; demonstrate alignment with the "Yes And" culture, (e.g., being present and listening, making each other look good, embracing change and failure and choosing positivity).

TERMS OF EMPLOYMENT:

This is a twelve (12) month per year, full-time state funded position. It is a salaried overtime exempt position with general work hours of Monday through Thursday 7:00 a.m. to 4:30 p.m., and Friday 7:00 a.m. to 12:00 p.m.; however work hours may vary due to work demands and some evening and weekend work is required. This position starts immediately.

PROCESS NOTE:

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.

Please note that selected interview candidates may be subject to supplemental tests that will measure skills and abilities in the following areas: Excel, Word, PowerPoint, Proofreading, Business Writing, Office Grammar and Spelling and Office Management Skills.

CONDITIONS OF EMPLOYMENT:

In the interest of providing a healthy, safe and secure educational and work environment, and in order to meet the requirements of federal legislation, it is the policy of the College to maintain an alcohol and drug-free workplace for our employees and students.

If you are hired, you will need to provide proof of identity and documentation of U.S. citizenship or appropriate authorization to work in this position as required by the Immigration Reform Control Act of 1986.

Columbia Basin College operates under an approved affirmative action plan and encourages applications from persons of color, women, veterans and persons of disability. The Human Resources Office is accessible to those with disabilities. If you need accommodation in application or employment, contact the Human Resources Office at (509) 542-4740.

OTHER JOB ELEMENTS:

The physical demands and working conditions characteristics described below are representative of those that must be met and may be encountered by an incumbent when performing the essential functions of the position. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

PHYSICAL DEMANDS:
The employee is frequently required to sit, talk, or hear; use repetitive hand motions; handle or feel; and to stand, walk, reach, bend, or lift up to five pounds regularly. The person occupying this position may infrequently be required to move materials weighing up to 25 pounds.

WORKING CONDITIONS :
Works normally takes place in an office environment with frequent (51-80%) use of a computer, telephone, and other office equipment. The noise level is typical of an office environment; the incumbent may encounter frequent interruptions throughout the workday.