DESCRIPTION

Starting salary for this position is: $50,572 (Annually)

The salary range represents the earning potential for this position, through training, evaluations and years spent working in this position with CCS.

Community Colleges of Spokane (CCS) District Equity Statement

CCS believes that access to high-quality education in a safe and inclusive environment is the right of all individuals and imperative for the continued advancement of a strong democracy and workforce. We also believe higher education institutions have an obligation to work toward and demonstrate progress in ensuring equity amongst their students, faculty, and staff. Equity is grounded in the principle of fairness. In higher education, equity refers to ensuring that each student receives what they need to be successful through the intentional design of the college experience.

Spokane Community College (SCC) is a beautiful campus set along the Spokane River and near the urban city center of Spokane. Spokane is a mid-sized city in the inland Pacific Northwest with a high quality of life and quick access to the outdoors. In addition to the 148-acre main campus in Spokane, SCC serves over 10,000 square miles in eastern Washington including educational centers in Colville, Newport, Inchelium, and Republic. More information about relocating to/living in Spokane is available here: http://ccs.spokane.edu/Working-for-Us/Relocation-and-Living-in-Spokane.

SCC is one of two accredited community colleges that comprise the Community Colleges of Spokane. Serving about 22,000 students, SCC is an educational leader and responsive partner with the community and region to provide access to relevant programs of the highest quality. Offering state-of-the-art career technical programs (approximately 50% of total enrollment) as well as liberal arts/transfer programs (about 25%) and basic education for adults (about 25%), SCC’s comprehensive opportunities transform lives and enrich our communities. As a college we are collectively committed to the work that embraces diversity, promotes equity, and fosters inclusion and global awareness at every level of our college.

Please be aware that this recruitment closes at 4:00 p.m. PST. The application process will not be available after this time. To ensure consideration make sure your application is completed and submitted as soon as possible. Applications will only be accepted prior to 4:00 p.m. on the closing date.

The Community Colleges of Spokane is seeking a highly motivated and qualified individual for the position of EA to the VP Student Services in the SCC Student Services Division.

GENERAL DEFINITION

The Executive Assistant to the Vice President of Student Services performs administrative staff functions and executive assistant duties for the Vice President of Student Services at Spokane Community College (SCC).

This includes management of the office consistent with administrative policies, guidelines, and procedures of SCC and the Community Colleges of Spokane (CCS). The Executive Assistant projects confidence and positivity while representing the Vice President’s office and maintaining a high level of confidentiality.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

• 
  Perform administrative support functions for the Vice President of Student Services, and the direct reports to the Vice President, using judgement in scheduling meetings/events, attending meetings and recording minutes/notes; and assisting in budget planning and development, expenditure control, asset control, records management and/or report preparation.*
• The Executive Assistant may also provide administrative support to the Senior Director of Institutional Effectiveness and Planning.*
• Facilitate office communication via telephone, email, and virtual services, screening and routing inquiries, disseminating information to staff, and organizing mail for the Vice President so that priority is assigned and correspondence is given proper attention using the provided software and technology. *
• Compose internal and external correspondence in response to inquiries, questionnaires, and memoranda via mail, email, and all other forms of correspondence.*
• Maintain the Vice President’s, and other calendars, using discretion in establishing priorities to schedule meetings and appointments, accepting or rejecting meeting invites. *
• Coordinate meetings, both in-person and virtually, sending invites to attendees, schedule rooms, order refreshments (when appropriate), prepare meeting agendas, provide back-up materials, record minutes, and follow-up on action items as needed. *
• Receive students and guests, determining the purpose of their visit and referring to appropriate campus resources as necessary. Troubleshoot student concerns, resolve or refer students to the proper authority for resolution. *
• Receive Petitions for Grade Forgiveness and Reinstatement for student’s with academic performance holds; prepare a review package for the Vice President suggesting remedies or referrals to appropriate campus resources. *
• Assist in budget planning and development, expenditure control, records management, and/or report preparation to monitor and manage multiple departmental budgets, with the ability to read and develop spreadsheets and financial reports. *
• Process all purchase requests, reconcile purchase card (p-card) transactions, arrange travel, prepare Travel Authorizations and Expense Reports for the Vice President and others as assigned. *
• Assist other administrative assistants and office support staff in the Division of Student Services through support, mentorship, and training as appropriate.*
• Serve as a liaison for the Vice President and administrators, faculty, staff, students and the public. Coordinate with administrators and staff on various projects.*
• Maintain and implement, if necessary, office procedures to include filing system, mail processing, answering telephones, procedures for Human Resources, finance, the business office, and any other procedures that lead to efficiency and effectiveness.*
• Provide clerical support for college governing and planning committees, including the Facilities Committee, Student Fee committees, and others as assigned.*
• Assist the Vice President with Title IX processes (student conduct, harassment and abuse allegations/occurrences, etc.), staying current on process changes, tracking case progressions, scheduling meetings, hearings and trainings, and preparing correspondence. Track investigators time and submit for stipends as appropriate.*
• Coordinate/monitor college scholarship/award initiatives as assigned, including the annual All USA (PTK) and state ACT Transforming Lives scholarship programs.*
• Provide back-up support to the President and Vice President of Instruction offices, as well as the Office for Institutional Planning and Effectiveness, as needed for projects or during absences/vacancies.*
• Schedule, plan and host small and large-scale division, coordinating catering services, invitations, room reservations and set-up and media-technology integration.*
• Stay current with emerging technology utilized in a hybrid work environment including MS Office 365 software (Word, Excel, PowerPoint, Teams, etc.) and Zoom.*
• Model professional decorum and mutual respect in all personal interactions. *
• Comply with district policies, procedures and directives, state and federal regulations, orders and statutes and collective bargaining agreements. *
• Support and advance the CCS strategic plan, and perform other duties as assigned. *

• Indicates this is an essential duty.

COMPETENCIES & OTHER REQUIREMENTS

REQUIRED COMPETENCIES (MINIMUM QUALIFICATIONS)

• 
  An Associate degree in Administrative Management, Business, Education or another closely related field from an accredited institution. Or an equivalent mix of education and experience that demonstrates the candidate meets all competency requirements for this position.
• Demonstrated three (3) years experience as an executive assistant, administrative assistant, or equivalent.
• Demonstrated experience composing drafts and final responses to inquiries, letters, and questionnaires and having a solid knowledge of how to edit and proof documents with minimal errors utilizing provided software and technology in both a virtual and in-person environment.
• Skill using discretion and maintaining confidentiality.
• Proficiency with word-processing, spreadsheet, presentation, virtual meeting technology, email, and cloud-based software.
• Knowledge of, or familiarity with, software-based programs for financial and human resources database systems.
• Manage or participate in projects as assigned.
• Demonstrated ability to record meeting minutes/take notes using a variety of means both on-site and virtually
• Ability to prepare brief and concise reports utilizing information processing technology and web-based software.
• Ability to handle multiple deadlines and priorities in an executive setting.
• Ability to sensitively and successfully interact with executive level staff and faculty and diverse populations of students and employees.
• Ability to understand, track, monitor, and reconcile multiple department budgets.
• Ability to effectively communicate verbally and through written communication.
• Acceptance of the responsibility to promote the welfare and best interests of students at all times.
• A demonstrable understanding and acceptance of the vision, mission, values, goals, objectives and strategic plan of CCS.
• The ability to perform assigned duties in a manner consistent with applicable laws, regulations and goals of the institution, and community and technical college system.
• Demonstrated commitment to fostering and supporting a teaching, learning and working environment that honors diversity, equity and inclusion.

PREFERRED COMPETENCIES (DESIRED QUALIFICATIONS)
The following qualifications are not necessary for application but could support a candidate’s success:

• A Bachelor’s degree in Office Administration, Business Administration, Public Administration, Education or another closely related field from an accredited institution.
• Prior experience working at a college or university.
• Proficiency with student information systems, customer relationship management software, and/or learning management systems.

CONDITIONS/TERMS OF EMPLOYMENT

TOTAL COMPENSATION WITH BENEFITS: $70,217 - $77,829.

Total compensation is an estimate based upon adding the following amounts together:

• 
  Base compensation of $50,572 - $57,072, plus
• Current employer-paid health and related benefit contribution rates, plus
  • Click here for a full list of benefits.
• Median retirement fund contributions.

The actual total will vary depending upon each employee's enrollment choices.

Person hired must be able to provide acceptable documentation of U.S. Citizenship or lawful authorization to work in the United States. This is an absolute condition of employment. An offer of employment will not carry with it any responsibility or obligation on the part of the District to sponsor an H1-B visa. In addition, the Community Colleges of Spokane maintains a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment.

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. Once an applicant is chosen for an interview, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

PHYSICAL REQUIREMENTS

• Work is performed in a normal, temperature-controlled office environment.
• Work is sedentary in nature.
• Frequent use of computer and exposure to terminal screens
• Visual focus and strain.
• Work involves constant interruptions and requirement to answer on demand questions by phone, in person or electronically.
• Frequent repetitive hand/wrist motions and finger manipulation.
• Frequent oral and auditory communication with others.

CONDITIONS OF EMPLOYMENT

• Contract 12 month position.
• This position is overtime eligible.
• Requires local or regional travel. If using personal vehicle, proof of driver's license and car insurance required.
• Criminal background check required.

REQUIRED APPLICATION MATERIALS

To qualify for consideration, applicants must meet required competencies and submit a complete application packet, which includes the following:

• 
  CCS online application.
• Cover letter addressing your qualifications as applied to the responsibilities of this position. *
• Comprehensive resume. *
• Names, addresses, and telephone numbers of three professional references.*
• College transcript(s) if applicable - unofficial/copies of transcripts are acceptable for initial application, official copies must be submitted upon acceptance of job offer.

NOTE: All of the above are required to ensure your consideration for this position. The item(s) marked with an asterisk are required attachments to your application prior to submission. If you require an accommodation during the application or interview process, please contact HR at CCS.recruiter@ccs.spokane.edu

Community Colleges of Spokane does not discriminate in its programs, activities and employment on the basis of race, creed, color, religion, national or ethnic origin, age, sex, marital status, pregnancy, parental status or families with children, status as a mother breastfeeding her child, AIDS/HIV or hepatitis C, honorably discharged veteran status, sexual orientation, gender identity or expression, disability, use of trained guide dog or service animal by a person with disability, genetic information or any other legally protected category. Please direct all inquiries regarding compliance with access, equal opportunity and/or grievances to the Chief Administration Officer, Community Colleges of Spokane, 501 N. Riverpoint Blvd., PO Box 6000, MS 1004, Spokane WA 99217-6000 or call 509-434-5037; WA Telecommunication Relay Services (TRS) 1-800-833-6384 or 7-1-1.

Native Land Acknowledgement

We are honored to acknowledge that the Community Colleges of Spokane, and our main campuses for Spokane Falls and Spokane Community College, are located on the traditional and sacred homelands of the Spokane Tribe. We also provide services in a region that includes the traditional and sacred homelands of the Coeur d’Alene Tribe, Confederated Tribes of the Colville Reservation, Kalispel Tribe and Nez Perce Tribe.

We pay our respect to tribal elders both past and present as well as to all indigenous people today. This land holds their cultural DNA, and we are honored and grateful to be here on their traditional lands. We give thanks to the legacy of the original people and their descendants and pledge to honor their stewardship and values.

This is a contracted, exempt management position. Medical, dental life and long term disability insurance benefits are provided as currently administered under the Public Employees Benefits Board; TIAA-Cref retirement plan. Vacation leave accrues at the rate of 14.67 hours per month (22 days per year) and sick leave accrues at the rate of one (1) day per month, effective upon employment. (For positions that are less than full time, leave accruals will be prorated to the percentage of the position.)