Full-Time Executive Assistants (2 positions)
Job Description
Clark College is currently accepting applications for two full-time, 12-month, administrative/exempt Executive Assistant (EA) positions in the Office of Instruction and Student Affairs departments. Leading with racial equity, the Executive Assistants (EA’s) to the Vice President of Instruction or Student Affairs (VPI/VPSA) support and assist the divisions by providing a wide range of complex administrative, secretarial support services, and budget tracking for the divisions. These positions are responsible for coordinating and supporting meetings, activities, evaluation and reporting for accreditation and strategic planning. The EA requires the ability to work with minimal direction. The positions also require a high degree of confidentiality, knowledge, and expertise in a variety of institutional interactions. The EA’s should demonstrate, establish, and maintain highly effective interpersonal relationships with coworkers, students, faculty, outside agencies, and the public; work in a team environment with diverse populations; proactively problem solve; communicate effectively and respectfully at all levels; cope effectively with conflict; and represent the college and its programs professionally. The EA’s may be responsible for training, supervising, and reviewing the work of student workers.
At Clark, we value equity, diversity, and inclusion. We are committed to growing, learning, and supporting our employees. Our Office of Diversity, Equity, and Inclusion (ODEI) supports individuals with their academic, personal, and professional development, as well as provides training and educational resources for all members of the college community around diversity, inclusion, power, privilege, inequity, social equity, and social justice. The college offers further professional development for our employees through opportunities such as Employee Resource Groups, Social Justice Leadership Institute, Cross Institution Faculty of Color Mentorship program, Administrators of Color Leadership Program, and Faculty and Staff of Color Conference.
Clark College values diversity and is an Equal Opportunity Employer and Educator. Protected group members are strongly encouraged to apply. Clark College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, honorably discharged veteran or military status, citizenship, immigration status or use of a trained guide dog or service animal. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). The college considers equal opportunity, affirmative action, and non-discrimination to be fundamental to the mission, vision, and values of the college. All faculty and staff hired at Clark College are encouraged to embrace, continually support, and enhance social equity on our campus and in our community. The college provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following person has been designated to handle inquiries regarding non-discrimination policies, Title II and Title IX, and Affirmative Action: Yaju Dharmarajah, Employee & Labor Relations Manager and Interim Compliance Director, 360-992-2317, yd**********@cl***.edu, 1933 Fort Vancouver Way, Baird 012, Vancouver, Washington 98663. Clark College is a smoke-free/drug free environment. This recruitment announcement does not reflect the entire job description and can be changed and or modified without notice.
Job Duties and Responsibilities:
Serve as executive assistant to the Vice President of Instruction or Student Affairs and provide the comprehensive clerical needs of both divisions with a high level of performance and confidentiality.
Act as liaison for the Vice President of Instruction or Student Affairs with the College community, SBCTC, the Office of the Attorney General, other state agencies, businesses, educational organizations, local school districts, and other colleges and universities.
Initiate and coordinate meetings and materials for the Student Affairs Council, Student Affairs Leadership Team, and Student Affairs All Staff Meetings or Instructional Council, Instructional All Staff Meetings, Quarterly Instructional Leadership Team, and Town Hall meetings.
Serve as the Vice President of Student Affairs’ delegate-voting member on the Academic Standards Committee (ASC); coordinate the monthly Academic Standards Committee meetings: process appeal petitions and responses; serve as the academic suspension advisor for one-term dismissal students.
Coordinate the Vice President’s annual administrators’ evaluation process.
Support the development of communication sent on behalf of the Vice President of Instruction or Student Affairs.
Coordinate and schedule management meetings, committee meetings, and retreats. Prepare agendas, attend meetings and compose minutes, arrange appointments, and makes travel arrangements as needed for Vice President, as well as the Associate Vice President of Instruction or Dean of Student Engagement.
Develop and maintain current knowledge of all operations within Instruction and Student Affairs, the College, the Board of Trustees, and the State. Assist in the development of procedures to facilitate adherence to policies.
Serve as liaison between the appointed Assistant Attorney General and the Committee on Student Conduct Chair. Provide logistical support for the student appeal hearing. Oversee maintenance of complete files and index of Vice President’s correspondence and information relating to administrative responsibilities following the current guidelines for records management.
Serve as Project Manager for Instruction or Student Affairs departmental relocations/operational needs as assigned. Establish necessary codification of certain Clark College policies and procedures.
Assist in developing and provide accountability of the Vice President of Instruction or Student Affairs budget—monitor and control expenditures throughout the fiscal year/biennium.
Assist the Vice Presidents in the development of the division budget and represent the department in the College budget process. Serve as contact for division deans, directors and managers in matters involving department budgets and processes. Specifically, gathering data pertaining to expenditures, revenue for fee accounts, forecasting, payroll, tracking, compiling, and projecting.
Triage and respond to inquiries, questions, concerns, and complaints sent to the VPI or VPSA.
Interpret college administrative policies and procedures to staff, students, and the public requesting information. Research and provide responses to various internal and external requests for information. Oversee procurement of office supplies and equipment; process and authorize purchases orders and budget transfers as needed.
Monitor department budget monthly. Prepare division-spending reports for the vice president on a regular basis, reflecting annual budget expenditures.
Support labor and other contract negotiations with appropriate levels of confidentiality.
Perform related duties as assigned.
Minimum Qualifications:
Education: Associate degree AND four years’ experience providing high-level executive support, including budgeting, project management, office management, and report writing OR Bachelor degree in business, public administration, office management, paralegal, or related field AND three years’ experience providing high-level executive support, including budgeting, project management, office management, and report writing.
Computer Skills: experience using Microsoft Office Suite, specifically Outlook, Word, Excel, Power Point, as well as Teams, Zoom, SharePoint, and OneDrive.
Communication Skills: clear and effective written and verbal communication skills, including proofreading, preparing and making presentations, sharing information with small and large groups, building collaborative relationships with internal and external partners, and the ability to work with faculty, staff and students from a wide range of backgrounds.
Organizational Skills: ability to plan, organize, prioritize, and execute assignments in a timely manner with minimal direction in a fast-paced environment, coordinate activities and meetings, manage multiple projects simultaneously, and learn and implement appropriate college policies and procedures and state laws, codes and regulations.
Ability to work well with people of all ages from academically, culturally, and socioeconomically diverse backgrounds.
Salary Statement: $62,300/annually
Benefits include vacation/ sick leave; medical, dental, life and long-term disability insurance; retirement; and tuition waiver.
APPLICATION PROCESS
Required Online Application Materials:
Clark College Online Application
Cover letter describing background and experience related to qualifications and responsibilities of the position
Current résumé
Responses to the supplemental questions included in the online application process
Unofficial transcripts of required degree.
To contact Clark College Human Resources, please call (360) 992-2105.
Application Deadline: Required application materials must be completed and submitted online by 3:00 pm, August 23, 2021.
How to Apply
Please apply online at www.clark.edu/jobs186 total views, 0 today