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Administrative Assistant to VP of Human Resources

Employer
Walla Walla Community College
Location
Washington, United States
Salary
Salary Not specified
Date posted
May 2, 2024

View more

Position Type
Executive, Other Executive
Employment Level
Executive
Employment Type
Full Time

Job Details



Administrative Assistant to VP of Human Resources

Walla Walla Community College


Salary: $55,000.00 - $62,227.00 Annually

Job Type:

Job Number: 2024-001068

Location: Walla Walla, WA

Department: HUMAN RESOURCES

Closing: Continuous

Join our team to help inspire all students to discover their potential and achieve their goals by providing relevant, equitable, and innovative learning opportunities and services.

Description

Walla Walla Community College (WWCC) is seeking applicants for an Administrative Assistant to the Vice President of Human Resources position at the Walla Walla campus.

At Walla Walla Community College, we inspire all students to discover their potential and achieve their goals by providing relevant, equitable, and innovative learning opportunities and services. We have identified three core themes that describe the fundamental aspects of the College's mission by translating it into practice: Student Success, Strong Communities, and Resource Stewardship. As an organization, we value learning opportunities, a sense of community, diversity, health and humor, excellence, integrity, teamwork, innovation, personal and professional growth, and sustainability.

General Description:

This position provides in-person, confidential, executive-level support and assistance to the Vice President of Human Resources as well as supporting the activities and functions of the Human Resources Department. The Administrative Assistant represents the Vice President in a friendly, positive manner, anticipates the needs of the division, initiates problem-solving, and maintains a high level of tact and diplomacy while discreetly handling confidential and sensitive matters.

Essential Functions:


  • Manages and supports the day-to-day operations of the Office of the Vice President, ensuring efficiency, timeliness, effectiveness, and optimization of all available resources
  • Maintains the VPHR's calendar; schedules appointments, itineraries and travel; coordinates meetings
  • Exercises independent judgment, discretion and political acumen in communicating information on behalf of the VPHR
  • Screens incoming calls, mail, email, inquiries, and other relevant matters; receives and responds in a tactful manner, evaluates the priority/importance of each; researches and assembles required information for responses; acts as a liaison and representative, communicating on the VPHR's behalf, as appropriate; refer others to appropriate departments as needed
  • Maintains strict confidentiality in carrying out responsibilities; works independently to handle sensitive situations using tact, discretion, and diplomacy; uses initiative to ensure matters requiring attention are handled appropriately
  • Meets expected deadlines in fast-paced and sometimes stressful environment
  • Serves as first point of contact for the Human Resources Department, providing customer service and responding to inquiries
  • Schedules appointments, meetings, room locations for conferences and trainings
  • Serves as record keeper for department meetings, labor management meetings, contract negotiations, and other initiatives or projects
  • Prepares emails, mailings, and prioritizes and responds to incoming mail/email; composes, transcribes, and edits a variety of complex correspondence and other
  • materials on behalf of the Vice President of Human Resources
  • Assists the Vice President with labor relations/contract administration.
  • Assists with compliance reporting; updates labor law posters for College campuses
  • Develops and maintains electronic and paper files, records, and reports; maintains Human Resources website content
  • Proofreads and edits various presentations and other materials
  • Processes required payables and receivables according to established procedures and guidelines
  • Works collaboratively with Business Services Department in processing contracts, reimbursements; reconciles credit card charges
  • Orders and maintains office equipment and supplies
  • Assists with annual budget planning and monitoring of the Human Resources Department budget; reconciles reports
  • Maintains organizational charts
  • Prepares documents for monthly Board of Trustees' meetings
  • Processes sexual misconduct and other employment inquiries from external agencies
  • Manages unemployment and workers compensation claims
  • Manages Public Records requests
  • Researches and compiles investigative materials; assists with litigation and grievances
  • Works in a variety of college and other government computer programs


  • Competencies


  • Exceptional communications skills; ability to convey ideas and information, verbally and in writing using language appropriate to the complexity of the topic and knowledge and geared to a wide variety of audiences.
  • Excellent writing, editing, and word processing skills.
  • Friendly and engaging; ability to interact with diverse groups of staff, students, and the community.
  • Effective organizational and time-management skills.
  • Ability to maintain a high level of confidentiality.
  • Advanced computer skills, including considerable to expert level of experience with Excel, PowerPoint, Word, and Microsoft Outlook; knowledge of web-based programs and database systems; ability to learn new software quickly.
  • Exceptional customer service skills.
  • Excellent attention to detail.
  • Ability to perform job duties with or without direction and to work and thrive both independently and as a team.
  • Demonstrated ability to work effectively with diverse groups, and a demonstrated commitment to equity and inclusion.
  • Ability to exercise good judgement in evaluating situations and making decisions.
  • Acts as effective and reliable communications link and source of information for others.
  • Ability to de-escalate situations.
  • Demonstrated ability to foster and maintain positive professional working relationships.
  • Knowledge of the community college system,
  • Ability to react to the ebb and flow of higher education work and possesses a strong commitment to carry out the mission, vision and guiding principles of the College.


  • Required Qualifications:
    Equivalent combination of education and experience may be considered at the discretion of the college.

  • Bachelor's degree in human resources, psychology, business management OR Associate's degree in human resources, psychology, business management (or related field) with two years of office administration experience
  • Five years of progressively responsible office administration experience
  • Advanced skills with Microsoft Office Suite


  • Preferred Qualifications
  • Minimum of two years of significant and substantive litigation experience as a paralegal/legal assistant in a law firm setting
  • Experience working in higher education
  • Experience working in a unionized environment
  • Bilingual - English/Spanish


  • You don't check every qualification listed? Please apply anyway! Studies have shown that traditionally marginalized communities - such as women, LGBTQ+ and people of color - are less likely to apply to jobs unless they meet every single qualification - even if they might be a great fit for the role! If you're excited about this opportunity but your experience doesn't align perfectly with every single qualification in the job description, we encourage you to still consider applying.


    Conditions/Terms of Employment

    This is a full-time overtime eligible professional position. Persons hired must be able to provide acceptable documentation of lawful authorization to work in the United States within three (3) days of employment. WWCC participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. Official college transcripts required at time of hire. Candidates may be subject to a criminal history background check as a condition of employment. Information from the background check may not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. The college is a tobacco free institution.

    Work is performed almost exclusively indoors in an office environment. Exposure to hazards is limited to those commonly found in office environments. Must have the ability to sit/stand for prolonged periods of time at a desk or workstation with frequent and extended use of computer and phone. Must be able to work in an environment with multiple interruptions and demands on time. This position work schedule will typically be Monday through Friday 8-hours each day. During the summer, work schedule is Monday through Thursday 10-hours each day. Occasional travel may be required.

    Compensation:

    Annual salary range for initial placement based on the non-represented exempt salary schedule: $55,000-$62,227. The college has an excellent benefit program including paid sick leave; paid vacation leave; medical, dental, life, and long-term disability insurance; retirement and two optional deferred compensation programs. All full-time employees will automatically have 3% of taxable income deferred into the State of Washington Deferred Compensation Program (DCP). All administrative exempt staff set aside 1% of their gross salary in a Health Reimbursement Arrangement (HRA) (VEBA). All exempt employees are required to participate in this program. Walla Walla Community College requires all employees to participate in direct deposit for payment of salary.

    Required Application Materials

    This position will remain open until filled. To be included in the initial screening, applications should be received by May 19, 2024.To qualify for consideration, applicants must meet required qualifications and competencies and submit a complete application packet, which includes the following:

  • Online NEOGOV application.
  • Cover letter
    • What inspired you to apply for this position at WWCC? Please describe your educational and work background as it relates to the duties described in the announcement.
  • Resume
  • Names and contact information for three professional references
  • Answers to three (3) supplemental questions
  • Unofficial transcripts for application purposes; official transcripts are required prior to an official start date.


  • Please ensure you have attached all required application materials as you will not be able to attach any documents after you have submitted your application. If you have difficulty logging into your account, attaching documents, submitting your application, etc., please call NEOGOV Applicant Support at 1-855-524-5627 or email them directly at support@governmentjobs.com.

    WWCC reserves the right to not fill this position, reject all applicants, or reopen the position. Applications received during this recruitment may be used to fill future vacancies at the College's discretion.

    Walla Walla Community College is committed to provide equal opportunity and nondiscrimination for all educational and employment applicants as well as for its students and employed staff, without regard to race, color, creed, national origin, sex, sexual orientation, including gender expression/identity, marital status, age (over 40), the presence of any sensory, mental, or physical disability, the use of trained guide dog or service animal by a person with a disability, or status as a Vietnam and/or disabled veteran, National Guard member or reservist in accordance with the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Federal Rehabilitation of 1973, the Americans with Disabilities Act of 1990, and any other applicable Federal and Washington State laws against discrimination. The Human Resources Office is accessible to persons with disabilities. If you need accommodations in the application/employment process, please contact Brooke Marshall, JD/Vice President of Human Resources/Title IX Coordinator/Section 504 Compliance (509) 527-4300 - TDD (509) 527-4412, email brooke.marshall@wwcc.edu, address: 500 Tausick Way, Walla Walla WA, 99362.



    To apply, please visit https://www.schooljobs.com/careers/wwcc/jobs/4488456/administrative-assistant-to-vp-of-human-resources




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