Executive Assistant to the Office of Instruction
Columbia Basin College ('CBC' or the 'College') seeks an Executive Assistant to the Office of Instruction who has broad responsibility and will carry out a wide variety of routine and complex administrative tasks. This position will provide excellent organizational, technical and administrative abilities to support the Vice President for Instruction (VPI). The Executive Assistant requires a commitment to the College's mission, a keen mind, attention to detail, and the ability to prioritize and complete multiple tasks in a skillful and timely fashion. This position will report to the Vice President for Instruction.
This position is open until filled. Priority consideration will be given to applicants whose complete application has been received by June 10, 2021 at 11:59 PM PDT.
- Provide high level administrative and confidential support to the VPI;
- Maintain VPI's calendar; establish priorities and agendas, arrange appointments, itineraries and travel as assigned; arrange and coordinate meetings; keep appropriate individuals informed of itineraries and appointments;
- Utilize current technology applications in carrying out responsibilities: assemble, prepare and distribute meeting agendas, minutes and supplemental materials (attend meetings as appropriate); maintain personal and departmental electronic files; maintain committee and department websites; and update College website as applicable;
- Exercise discretion and 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; and work effectively in stressful situations meeting expected deadlines;
- Compose letters, emails, and reports from brief instructions, notes or on own initiative using extensive knowledge of grammatical composition; determine most appropriate layout, format, arrangement and other related details;
- Research, compile and edit data and material for reports and documents; prepare reports as required; organize and maintain paper and electronic files;
- 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; answer routine matters and refer others to appropriate persons;
- Compile data from a variety of sources and prepare summary reports as directed; utilize computer software to effectively obtain and calculate data as well as create and develop reports; calculate and tabulate data in accordance with established formulas; post and balance accounts as required;
- Coordinate college activities and information as assigned in various interdepartmental, public, and civic matters;
- Co-facilitate coordination, planning and execution of annual college-wide Welcome Week programming;
- Participate on College committees;
- Acts as liaison communicating on the VPI's behalf;
- Assist the VPI in monitoring progress on organizational priorities, budgets, grants and managing projects, encouraging cross-departmental collaboration;
- Acts as the ombudsperson for the Grade Appeal and Student Complaint Processes; track steps and timelines in each process; keep accurate records of both processes;
- Coordinate the Core Team Leads and facilitate the Core Team work plans in conjunction with the Student Success Leadership Committee’s goals;
- Assist other vice presidents and administrators as needed; and
- Fulfill other duties as assigned.
- Bachelor's degree from an institutionally accredited college or university;
- Two (2) years of progressive administrative/secretarial experience;
- Experience working in position(s) demonstrating high-level administrative support skills, including the ability to take responsibility, display initiative, and make independent decisions; and
- In-depth computer proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); proficiency in the use of other office equipment and software.
- Master's degree from an institutionally accredited college or university;
- Experience working in a higher education setting.
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 and 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 research 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 : 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 exempt position. The standard work hours will be 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 may be required. This position is overtime exempt.
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.
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 Columbia Basin College to maintain an alcohol and drug-free workplace for our employees and students. This position is directly engages in the performance of work on a federal contract or grant which requires compliance with the College's Drug-Free Workplace Policy, as well as reporting requirements, as a condition of employment.
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 listed below represent those that must be met by an incumbent to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.
PHYSICAL DEMANDS OF POSITION:
While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility including the ability to move materials weighing up to 5 pounds on a regular basis such as files, books, office equipment, etc., and may infrequently require moving materials weighing up to 25 pounds. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, calculator, standard office equipment, and automobiles.
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Most of work period occurs under usual office working conditions where the noise level is typical of most office environments. Telephones, personal interruptions, and background noise are common. Some nights and weekends may be required.