The Executive Assistant to the Vice President for Student Services has broad responsibility and carries 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 must demonstrate excellent writing, editing, and critical-thinking skills in order to produce work that is clear, concise, accurate, and well-organized. The individual must be proactive and take initiative in identifying problems and devising solutions, and must have strong interpersonal skills to help implement those solutions with a strong sense of judgment, discretion and tact. The executive assistant is an exempt position, and reports to the VPSS.
Closing Date: Open Until Filled (First consideration closes June 25, 2017 at 11:59 PM Pacific Time)
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;
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;
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.
Bachelor's degree or equivalent from a regionally accredited college or university;
Three to five years (3-5) progressive administrative/secretarial experience; and
Experience working in a position(s) demonstrating high-level administrative support skills, including the ability to take responsibility, display initiative, make independent decisions.
Experience working in a higher education setting;
Experience working within a Student Services area of a college or university.
Customer Service Skills: Manage difficult or emotional customer situations; respond promptly to customer needs; solicit customer feedback to improve service; respond to requests for service and assistance; meet commitments;
Interpersonal Skills: Focus on solving conflict, not blaming; maintain confidentiality; listen to others without interrupting; keep emotions under control; remain open to others' ideas and try new things;
Analytical Skills: Synthesize complex or diverse information; collect and research data; use intuition and experience to complement data; design work flows and procedures; utilize effective organizational and time-management skills, assessing needs, identifying objectives and collecting and recording relevant information for scheduling, developing agendas and prioritizing actions;
Oral Communication: Ability to speak clearly and persuasively in positive or negative situations; listen and get clarification; respond well to questions, keeping interested parties informed of changes and new developments and ensuring accurate and clear communications; demonstrate group presentation skills; participate in meetings;
Written Communication: Write clearly and informatively; edit work for spelling and grammar, vary writing style to meet needs; present numerical data effectively; able to read and interpret written information; effectively convey ideas and information in writing using language that is appropriate to both the complexity of the topic and the reader's knowledge and understanding;
Professionalism: Ability to approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; accept responsibility for own actions; follow through on commitments; display professional demeanor, exemplary work ethic and knowledge of business ethics and human relations; and
Computer Skills: Familiarity with electronic technology and media and demonstrated skills in Microsoft Word, Excel, Access, PowerPoint and internet research tools.
CBC is an Equal Opportunity Employer and operates under an Affirmative Action Plan, in accordance with applicable state and federal laws and regulations. CBC reaffirms its policy of equal opportunity regardless of race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability or status as a disabled veteran or Vietnam era veteran. This policy applies to all programs and facilities, including, but not limited to, admissions, educational programs, and employment. Discrimination is prohibited by state and federal laws and regulations, as well as the College policy. Coordination of the compliance efforts of CBC with respect to equal opportunity and disability accommodation regulations is under the direction of Camilla Glatt, Vice President of Human Resources and Legal Affairs, telephone 509-542-5548.
CBC complies with the American with Disabilities Act and Washington's Law Against Discrimination. Applicants with disabilities who require assistance with the recruitment process may contact 509-542-4740 or leave a TYY/TDD message at 509-546-0400 by the application closing date.
Columbia Basin College (CBC) serves the citizens of Benton and Franklin counties in Washington state with two-year associate degrees for transfer to a four-year university, and applied degrees for workforce employment. CBC also provides one-year certificates and basic skills for those pursuing a GED or high school diploma. CBC serves approximately 7,000-8,000 students each quarter.Columbia Basin... College now offers bachelor degrees in Nursing, Project Management, Applied Management, Cyber Security, Information Technology, and Dental Hygiene. These bachelor degrees are in direct response to the needs of our community. As a result of community needs, Columbia Basin College has recently opened our new state of the art Social Sciences and World Languages Center at the Pasco campus.In July 2017, CBC will open its second, four-story Health Science Center in Richland. In addition to training CBC healthcare professionals, the Wortman Medical Science Center will also be a functional medical clinic as part of Kadlec Regional Medical Center’s family medicine residency program.CBC will open a student housing facility in September. This first phase will house 125 students.Columbia Basin College continues its rich tradition of meeting our community's needs with a dynamic faculty, state-of-the-art facilities, and a diverse student body from all walks of life.