Executive Assistant To The Vice President Of Student Affairs

Salary: $65,520.00 Annually
Location : Wenatchee, WA
Job Type: Full-time
Job Number: 2023-00053
Department: Student Services
Opening Date: 11/09/2023
Closing Date: 11/30/2023 4:00 PM Pacific
Job Summary
The position provides primary, confidential and administrative support to theVice President of Student Affairs (VPSA). The Executive Assistant works with the VPSA to produce and monitor the division budget, serve as a liaison to coordinate activities with other departments, manage workflow and special projects and ensure critical processes and services are maintained and delivered. This position requires a strong customer service orientation and a commitment to diversity, equity and inclusion practices.
Essential Functions

• Provide confidential administrative support for the VPSA and Student Affairs leadership team (SALT) on matters related to personnel, budget, evaluation, confidential communications and other aspects of the department operation.
• Demonstrate respectful and inclusive communication and commitment to ongoing learning and engagement with diversity, inclusion and equity practices.
• Serve as liaison between the VPSA with administrative services and instruction on matters related to student services operations, policies, procedures, budgets, contracts, purchasing, special events and academic calendar development.
• Act as a liaison for the VPSA with the college community, students, members of the community and other educational organizations, state and federal agencies.
• Oversee the office management, day-to-day operation, and workflow process for the VPSA.
• Assist Vice President with Student Affairs budget development by gathering data on departmental spending patterns and compiling departmental budget requests. Develop cost estimates for staff, equipment and supplies. Monitor and control budget status and expenditures. Maintain credit card custodian duties for the Student Affairs department. Provide monthly reports to the VPSA.
• Compose correspondence, drafts of reports, monthly reports, acknowledgements, confidential and sensitive materials; sign correspondence as appropriate. Prepare background information in preparation of Vice President's professional commitments; keep Vice President's calendar and establish priorities; make travel arrangements and prepare travel documents, coordinate arrangements for meetings at destination; screen, prioritize and distribute mail.
• Perform complex tasks on word processing, graphics, statistical spreadsheets, PowerPoint presentations, and database work. Understand, apply and stays current with computer technology applications and software.
• Produce and coordinate reports as required i.e.; monthly board of trustee report.
• Interpret and apply internal administrative/instructional policies consistent with goals, objectives, and policies of Student services and the college.
• Provide administrative support to the academic regulations committee, academic calendar committee; support for learning, risk advisory team, and ad hoc committees. In that role, develop and distribute agendas and minutes, prepare drafts of documents being developed, manage files, coordinate activities and information.
• Coordinate communication and publications by working with the VPSA in scheduling and promoting monthly SALT meetings and special topic meetings. Work closely with the community relations office and support staff in instruction to develop publications such as the biennial catalog, Discover, accreditation, and brochures.
• Assist the VPSA to manage case files and correspondence with students involved in the code of Student conduct process.
• Work with the admissions department on special admissions requests.
• Process academic regulations petitions, scheduling appointments for students as needed.
• Maintain contact with the local law enforcement agencies, working with the registrar's office on processing quarterly sex offender notification letter to students.
• Serve as the primary support for the counseling department. Maintain calendars and schedule student appointments, working with students in crisis to ensure services as needed.
• May supervise and direct the work of assigned staff to ensure efficiency, harmony and service to students and faculty. Conduct annual performance reviews of assigned classified staff. Work with all chairs and support staff to assure that priorities are established and deadlines are met.
• Provide high quality customer service and diplomacy.

This is not intended to be an exclusive list of all duties and responsibilities. Related duties and responsibilities may be assigned.
Qualifications
Minimum Qualifications:

• Bachelor's degree from an accredited institution.
• Five years of relevant, progressively responsible administrative support or managerial experience.
• Excellent planning, organizational and communication skills, including speaking, listening and writing.
• Demonstrated experience with working effectively with diverse groups and individuals
• Excellent computer skills (Windows, Word, Excel, PowerPoint and Outlook preferred).
• Ability to deal with difficult and sensitive situations with tact and diplomacy.

Preferred Qualifications:

• Experience working in an institution of higher education.
• Diversity, equity and inclusion: Demonstrated competency and experience working in a diverse academic environment, inclusive of Students, faculty, and staff of varying social, economic, cultural, ideological, gender and racial/ethnic backgrounds and those with physical, emotional and/or learning disabilities.
• Experience creating digital content (such as Word/PDF documents and web and learning management system content as appropriate to the role) in accessible formats.
• Bilingual in Spanish and English.

Knowledge, Skills, & Abilities

• Customer Service: Knowledge of customer service skills and best practices with ability to provide general and specialized student support with professional courtesy, empathy, and interest in positive problem solving.
• Oral communication: Speak clearly and persuasively, actively listen and take the time to understand the points being made, including asking questions as appropriate and responding to questions.
• Quality: Accurate and thorough, look for ways to improve and promote quality, provide feedback to improve performance, monitor own work to ensure quality.
• Professionalism: Approach others in a tactful manner, react well under pressure, treat others with respect and consideration and follow through on commitments.
• Problem solving: Ability to assess situations and think beyond the immediate issue to anticipate and fulfill future needs before they become complications.
• Technical/computer skills: High level of proficiency and accuracy in Microsoft Office; familiarity with Canvas, PeopleSoft, and other college systems; ability to be cross-trained to provide basic technical support.
• Student services: Knowledge of college processes such as admissions, enrollment, and financial aid; ability to be cross-trained to provide student services support.
• FERPA: Maintain a high level of confidentiality and follow FERPA guidelines.

Additional Information
This is full-time administrative exempt position contracted on an annual basis. The salary for this position is $65,520 annually. The salary will be prorated to reflect the actual number of contract days worked in the remainder of the fiscal year. Flexibility in scheduling is required to meet the needs of the department.
Your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance; life and long- term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided. For more information, please visit our benefits website at:
Work Schedule & Environment:

• Normal work hours are Monday through Friday, but occasional evening and weekend work may be required. Work in a busy office environment with frequent interruptions and distractions.

Conditions of Employment:

• Wenatchee Valley College only employs U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show proof of identity, and eligibility verification as required by the U.S. Citizenship and Immigration Services.
• All offers of employment are subject to background checks. 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.
• Finalists are required to complete the sexual misconduct disclosure form as required under RCW 288.112.080.
• A valid Washington state driver's license may be required.

Application and Selection Procedure:
Complete application packages must include the following:

• Complete Wenatchee Valley College online application.
• Upload cover letter that specifically describes how your educational background and experience meet the minimum and preferred qualifications.
• Upload resume.
• Complete supplemental questions.

It is your responsibility to submit all required application materials before the deadline. Please do not send reference letters or other unsolicited materials. They will not be shared with the screening committee and cannot be returned to you. Only finalists may be asked to send additional materials.
Attachments from prior applications will not upload automatically to your new application. Should you have difficulties uploading your documents, please contact NeoGov Technical Support at 1-855-524-5627 for assistance.
The closing date is 4 p.m. November 30, 2023. The college reserves the right to extend the closing date if deemed necessary. A limited number of applicants who meet the needs of the position and the college will be interviewed.
Reasonable Accommodation:
Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the human resources office by calling 509-682-6440. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.
Equal Opportunity Employer:
Wenatchee Valley College is committed to a policy of equal opportunity in employment and student enrollment. All programs are free from discrimination and harassment against any person because of race, creed, color, national or ethnic origin, sex, sexual orientation, gender identity or expression, the presence of any sensory, mental, or physical disability, or the use of a service animal by a person with a disability, age, parental status or families with children, marital status, religion, genetic information, honorably discharged veteran or military status or any other prohibited basis per RCW 49.60.030, 040 and other federal and laws and regulations, or participation in the complaint process.
Equity Statement:
We value a culture of equity, diverse perspectives, and collaboration. Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds and experiences and we are committed to cultivating an inclusive work environment. Due to this commitment, we encourage anyone with a relevant combination of education and experience to apply.
The following persons have been designated to handle inquiries regarding the non-discrimination policies and Title IX compliance for both the Wenatchee and Omak campuses:

• To report discrimination or harassment: Title IX Coordinator, Wenatchi Hall 2322M, (509) 682-6445,
• To request disability accommodations: Student Access Manager, Wenatchi Hall 2133, (509) 682-6854, TTY/TTD: Dial 711,

This recruitment announcement may not reflect the entire job description and can be changed and or modified at any time.
Wenatchee Valley College provides a robust benefit package. The benefits, programs, and services offered are a sizable amount of an employee's overall compensation and an important factor in encouraging a healthy work-life balance.
Our package includes health, vision, prescription drug, and dental insurance for the employee and dependents. Employees are also covered by basic life insurance, AD&D, and long-term disability insurance, with the option to purchase additional coverage amounts. Visit Washington Health Care Authority's Public Employee Benefits Board (PEBB) Program at www.pebb.hca.wa.gov.
We will help you prepare for life after your career by offering an excellent retirement plan, which includes employer contributions. In addition, employees have the option to participate in two tax-deferred retirement investment programs.
See our benefits page for more info -
01
Do you have a bachelor's degree from an accredited institution?

• Yes
• No

02
Do you have five years of relevant, progressively responsible administrative support or managerial experience?

• Yes
• No

03
Do you have excellent planning, organizational and communication skills, including speaking, listening and writing?

• Yes
• No

04
Do you have demonstrated experience working effectively with diverse groups and individuals?

• Yes
• No

05
Do you have excellent computer skills (Windows, Word, Excel, PowerPoint and Outlook)?

• Yes
• No

06
Are you able to deal with difficult and sensitive situations with tact and diplomacy?

• Yes
• No

Required Question