Executive Assistant to the Vice President for Student Services

Location
Washington, United States
Salary
Salary Not Specified
Posted
Jun 17, 2021
Employment Level
Administrative
Employment Type
Full Time


Description

Columbia Basin College ('CBC' or the 'College') seeks an Executive Assistant to the Vice President for Student Services has broad responsibility and will carry out a wide variety of routine and complex administrative tasks under the Vice President for Student Services (VPSS). This position requires excellent organizational, technical and administrative abilities in providing confidential support to the VPSS, as well as 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.

As the representative of the VPSS to internal and external partners, the Executive Assistant will demonstrate excellent writing, editing, and critical-thinking skills in order to produce work that is clear, concise, accurate, and well-organized. The individual will be proactive and take initiative in identifying problems and devising solutions, and will have strong interpersonal skills to help implement those solutions with a strong sense of judgment, discretion and tact. The Executive Assistant reports to the Vice President for Student Services.

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

Primary Responsibilities

  • Provide high level administrative and confidential support to the VPSS;
  • Maintain VPSS'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; coordinate conference registrations and travel reimbursements; attend meetings and/or take minutes as assigned;
  • 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; update College intranet as applicable;
  • Exercise discretion and maintain confidentiality in carrying out responsibilities; take initiative in problem-solving; independently handle sensitive situations using tact and diplomacy; use initiative to ensure matters requiring attention are handled appropriately; work effectively in stressful situations meeting expected deadlines;
  • Compose letters 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;
  • Manage VPSS budget, including receipt and tracking of budget expenditures, in compliance with appropriate College policies and procedures; provide monthly status of budget to the VPSS;
  • Manage VPSS purchase card usage and complete monthly reconciliations;
  • Assist the VPSS in monitoring progress on organizational priorities, budgets and managing projects;
  • 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;
  • Act as a liaison to the community on the VPSS's behalf;
  • Following FERPA regulations, provide information to agency personnel or agents processing background checks;
  • Provide procedural information and advice to students regarding the College's complaint procedure and assist students in resolving issues of concern;
  • Coordinate all preparations and follow-up for the Debt Review Committee meetings; maintain Student Complaint and Debt Review websites;
  • Maintain a collegial atmosphere within the office by working effectively with faculty, staff and students with diverse backgrounds and abilities;
  • Update reports, forms, and records for the College (e.g., NWCCU Annual Report); and
  • Perform other related duties as assigned.


Required Qualifications

  • 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
  • Computer proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); proficiency in the use of other office equipment and software.
PREFERRED QUALIFICATIONS:
  • Experience working in a higher education setting;
  • Experience working within a Student Services area of a college or university.
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 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.

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 & 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 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.

WORKING CONDITIONS:

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.