Executive Assistant to the Vice President for Diversity and Inclusion

Executive Assistant to the Vice President for Diversity and Inclusion
Whitman College

WHITMAN COLLEGE

Located in the historic community of Walla Walla, Whitman's beautiful tree-lined campus is home to an intellectually diverse, dynamic, and supportive community of some 500 staff and faculty serving roughly 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, along with a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.

Whitman College is cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the college's working and learning environment. Whitman College is an EEO employer.

POSITION PURPOSE

The Executive Assistant to the Vice President for Diversity and Inclusion provides administrative support to the Vice President of Diversity and Inclusion, Director of the Intercultural Center, Interfaith Chaplain, and International Student Support Services. This position performs a wide variety of administrative support services that are essential to the operation of the Division of Diversity and Inclusion while maintaining a high degree of professionalism and discretion.

PRINCIPAL ACCOUNTABILITIES

1. Provides administrative and logistics support to the Vice President of Diversity & Inclusion and Division Operations, including, but not limited to the following:

• Documents and file/drive management.
• Maintains VP's calendar.
• Coordinates travel arrangements for conferences and meetings.
• Coordinates logistics for off-site meetings.
• Makes necessary transportation and lodging arrangements for campus guests of the VP.

2. Monitors and provides regular updates on Division budgets, tracks spending, pays invoices, reconciles monthly JPMorgan MasterCard statements, and ensures utilization of appropriate funding sources for Division expenditures and, in conjunction with the relevant individuals in the Office of the CFO, processes select department financial transactions.

3. Prepares materials for Division staff meetings.

4. Submits updates and edits to Division webpages - including submission of event information.

5. Submits work orders, purchase requests and help requests related to Division equipment needs and facilities.

6. Provides administrative support to ad hoc and other relevant committees (e.g. WIDE) established or chaired by the VP.

7. Prepares and properly maintains high level documentation and advanced correspondence (e.g. committee appointment letters) as needed. Drafts internal and external correspondence for VP signature as necessary and/or appropriate. Assists the VP in collecting and compiling necessary information for special projects or initiatives through online and library research and prepares reports as requested.

8. Provides administrative support to other functional areas in the Division (Religious and Spiritual Life, International Student Services, Intercultural Center, Equity and Title IX), including, but not limited to the following:

• Manage the Glover Alston Center reservation system.
• Maintain D&I program calendar.
• Construct projections and post-event budgets for Division programs.
• Identify and reserve facilities for events and programs.
• Submit and process catering orders.
• Order office supplies/equipment.
• Document and assist with international student insurance enrollment.
• Coordinate schedule for student staff recruitment and work schedules.
• Process student staff payroll documents.
• Monitor Federal Work Study balances.

9. Creates and maintains staff phone lists for the Division, including emergency contact information for student employees and off-site program participants.

10. Assists the VP with Divisional assessment efforts.

11. Works collaboratively with other Executive Assistants or Administrative personnel across the campus, including providing back-up support to the front-desk reception area of the Presidential Office Suite.

12. Additional duties as needed when bandwidth is available.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Individuals must be able to explain and/or demonstrate they possess the knowledge, skills and abilities to safely perform the essential functions of the job.

• High degree of accuracy and attention to detail including spelling, composition of correspondence and proofreading skills
• Strong computer skills including proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with Google Workspace applications (Google Drive, Google Calendar, Gmail, etc.)
• Demonstrated general office skills and use of general office equipment including telephones, computers, copy machines
• Strong operational and administrative skills
• Ability to work independently and as a part of the department team
• Ability to prioritize tasks and be flexible in a fast-paced environment with numerous deadlines and pressures
• Ability to integrate the College's core values of diversity, equity and inclusion into their interactions, processes, and decision making
• Ability to maintain confidentiality and professionalism

MINIMUM QUALIFICATIONS:

• Two years of administrative support experience

PREFERRED QUALIFICATIONS:

• Bachelor's degree
• Previous experience in an executive level support role
• Previous professional experience in a higher education environment

All Whitman College employees are required to comply with the college's vaccination policy. More information can be found here.

APPLICATION REVIEW

Application review will begin at 8 a.m. on Monday, Oct. 25, 2021.

START DATE

November 1, 2021

For full application instructions and position description, visit https://whitman.bamboohr.com/jobs/view.php?id=109




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