Full-Time Executive Administrative Assistant
Job Description
Executive Administrative Assistant
Lake Washington Institute of Technology
Salary: $5,675.00 Monthly
Job Type: Full-Time Permanent
Job Number: 23E004
Location: Kirkland, WA
Department:
Closing: 8/9/2023 11:59 PM Pacific
SUMMARY OF RESPONSIBILITIES
Located just outside of Seattle, WA, Lake Washington Institute of Technology (LWTech) was founded in 1949, and is the only public institute of technology in Washington State, that provides students with the latest cutting edge skills relevant to today’s workplace. LWTech offers ten applied bachelor’s degrees, more than 40 associate degrees and 93 professional certificates, in 43 areas of study, including STEM-focused programs in Science, Technology, Engineering, and Math. LWTech serves the Eastside and is located within the city of Kirkland, which is situated on the eastern shore of Lake Washington. Kirkland is home to companies such as GoDaddy, Google, Astronics and EvergreenHealth, and the college is within minutes from Microsoft and Nintendo.https://www.lwtech.edu/about/our-story/mission/ LWTech is committed to increasing its cultural diversity with an emphasis on equity and inclusion among its staff and faculty. We serve a student population of 6,500 that come from a variety of backgrounds. We strongly value diversity and are working to improve access and successful educational outcomes for all students. We are actively seeking applicants that will help to balance our employee workforce to align with our students and community. Questions regarding the College’s commitment to diversity and our campus culture may be directed to Human Resources. For more information on our Equity, Diversity, Inclusion Council, please click on the https://www.lwtech.edu/about/diversity/edi-council/.
Summary
Provide office management and executive-level administrative support to the Vice President of Instruction. Coordinate and assist with a variety of complex and confidential administrative activities including collective bargaining, legal matters, and personnel and/or student issues. Prepare information for the vice president, president, and board of trustees in support of the college’s mission and strategic plan. Coordinate office and division workflow and projects. Individuals assigned to this classification apply extensive knowledge of advanced administrative support practices, exercise considerable latitude for independent judgment and action, and apply full working knowledge of the specialized functional area. The executive administrative assistant works under minimal supervision and may be assigned responsibility for decisions in the absence of the vice presidents in matters where procedures and policies are not well known and established.
ESSENTIAL FUNCTIONS
• Provide office management and confidential administrative support to assigned vice president; communicate effectively and confidentially with the vice presidents, other administrators, trustees, and the assistant attorney general assigned to the college; establish procedures and interpret and apply polices; take action authorized during vice presidents’ absence and use initiative to ensure matters requiring attention are handled appropriately
• Maintain vice presidents’ calendar; establish priorities and agendas, arrange appointments, itineraries and travel as assigned; arrange and coordinate meetings; take and distribute meeting minutes; keep appropriate individuals informed of itineraries and appointments
• Support college collective bargaining, contract management, and labor relations activities; assist in the preparation of the collective bargaining documents and grievances responses; conduct research, compile information and statistics, and fulfill other labor relations related duties
• Research, compile, and edit data and material from a variety of sources for reports and documents; prepare reports as required; coordinate and maintain college manuals, accreditation reports, grant applications, public records, contracts, management information, and other related legal documents for the college; keep current with college policies, procedures, and general information
• Respond to public records requests in compliance with state law and college policies
• Compose letters and reports from brief instructions, notes, or on own initiative; determine most appropriate layout, format, arrangement, and other related details
• Monitor budgets assigned to vice presidents, take appropriate action to control assigned budgets, and keep apprised of status; create complex financial documents
• Coordinate and support college activities and division-wide initiatives such as institutional effectiveness, accreditation, strategic planning, budget planning etc.; coordinate division work with other staff and serve as information liaison as assigned; participate on college committees
• Ensure areas of responsibility operate within the policies and procedures of the College and applicable governing agencies
• Plan, schedule, train, and direct work activities of employees of lower classifications as assigned; assume and effectively discharge other duties as assigned
QUALIFICATIONS
• Proven significant experience as an Executive Administrative Assistant or in other secretarial positions
• Demonstrated ability to communicate with employees and the general public in a courteous, professional, helpful and clearly understood manner, representing the vice presidents and the college
• Demonstrated ability to use tact and discretion; ability to maintain confidentiality of information including personnel records, budgets, and other related matters required; ability to think critically and exercise mature judgment
• Strong organization skills; self-motivated; detail oriented; ability to move from one task to another effectively; work well in a fast-paced environment; ability to manage and prioritize time and duties efficiently and work with limited supervision
• Thorough knowledge of English composition and ability to understand verbal instructions; accuracy with numbers
• Solid knowledge of Microsoft Office programs in a PC format as well as knowledge of office equipment; accurate keyboarding speed of 65 wpm and knowledge of modern office practices and procedures; advanced Excel skills
• Ability to work with people from all cultural backgrounds
SUPPLEMENTAL INFORMATION
Compensation & Work Schedule Salary is $5,675 per month. This is a full-time, 40 hour per week position. Typically, work hours are Monday-Friday from 7:30 am to 4:30 pm. Occasional evening and weekend hours may be required. BenefitsMedical, Dental, Vision, Life, Disability and other insurance benefits are provided as currently administered under Public Employees Benefits Board, State Retirement Plan and a Deferred Compensation Plan; sick leave accrues at 1 day effective upon employment and vacation accrues at 25 days per year. We also offer 13 paid holidays and 4 paid personal days effective upon employment. Full time, exempt employees have access to bereavement leave, employee assistance program, free tuition, reduced child care costs at our Early Learning Center, reduced Bus Fare, professional development opportunities and more! For further details on the benefits offered at LWTech, please visit: https://www.lwtech.edu/about/human-resources/benefits/ Required Online Application Materials
• Online application
• Current resume
• Cover letter
• Responses to the supplemental questions included in the online application process
Conditions of Employment
• Official transcripts/certifications will be required upon employment
• Other conditions that may apply will be detailed upon the offer of employment
• Job offers are contingent upon successful completion of background/reference checks
Physical/Mental Requirements:Ability to perform range of physical motions; lifting and carrying; standing, walking, sitting for long periods of time, kneeling, squatting, and stooping; and traversing up and down stairs.Disability Accommodation LWTech follows the Americans with Disabilities Act (ADA) and provides the following information as a guideline for applicants:
• Ability to operate office equipment
• Ability to read and verify data and prepare various materials
• Ability to exchange information on the phone or in person
Eligibility VerificationIf you are hired, you will need proof of identity, and documentation of U.S. citizenship or legal authorization to work EEO StatementLake Washington Institute of Technology is an equal opportunity employer. Women and minority groups are strongly encouraged to apply. Lake Washington Institute of Technology does not discriminate on the basis of race, color, national origin, sex, disability, age, religion, sexual orientation, gender identity, gender expression, creed, disabled veteran status, marital status or Vietnam-era veteran status in is programs and activities. Questions regarding the College’s Affirmative Action Policy may be directed to the Meena Park, Vice President of Human Resources, Affirmative Action Office/Title IX Coordinator, (425) 739-8212.Jeanne Clery Statement: Notice of Availability of Annual Security and Fire Safety Report: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act of 1998, and as a part of the College’s commitment to safety and security on campus, Lake Washington Institute of Technology(LWTech) reports the mandated information about current campus policies concerning safety and security issues, the required statistics, and other related information for the past three (3) calendar years. LWTech’s Annual Safety Report (ASR) is available online at https://www.lwtech.edu/about/campus-safety/.To obtain a paper copy of the report, please visit the LWTech Safety Department located in the East Building at 11605 132nd Avenue NE Kirkland, WA 98034.Sexual MisconductPursuant to RCW 28B.112.080, applicants must declare whether they are the subject of any substantiated findings of sexual misconduct in any current or former employment or is currently being investigated for, or have left a position during an investigation into, a violation of any sexual misconduct policy at the applicant’s current or past employers. By law, post-secondary education institutions cannot hire an applicant who does not complete this form. CORRECTIONS OR EXTENDED NOTICES
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