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Pasco, Washington
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Posted: 04-May-23
Location: Pasco, Washington
Salary: $56,788 - $63,809 Annually
Employment Type:
Organization Type:
Preferred Education:
Columbia Basin College ("CBC" or the "College") seeks an Executive Assistant to the Vice President for Student Services who will have broad responsibility and will carry 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 will demonstrate excellent writing, editing, and critical-thinking skills in order to produce work that is clear, concise, accurate, and well-organized. The individual will be proactive and take initiative in identifying problems and devising solutions, and will have strong interpersonal skills to help implement those solutions with a strong sense of judgment, discretion and tact. The Executive Assistant reports to the Vice President for Student Services.
This position is open until filled. First consideration will be given to applicants whose complete application has been received by June 4, 2023 @ 11:59 PM Pacific Time.
TO VIEW A COMPLETE POSITION DESCRIPTION AND/OR APPLY, PLEASE VISIT OUR WEBSITE AT WWW.COLUMBIABASIN.EDU/JOBS.
CBC IS AN EQUAL EMPLOYMENT OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER. PROTECTED GROUPS ARE ENCOURAGED TO APPLY.
Primary Responsibilities
- 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; coordinate conference registrations and travel reimbursements; attend meetings and/or take minutes as assigned;
- 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;
- Manage VPSS budget, including receipt and tracking of budget expenditures, in compliance with appropriate College policies and procedures; provide monthly status of budget to the VPSS;
- Manage VPSS purchase card usage and complete monthly reconciliations;
- Assist the VPSS in monitoring progress on organizational priorities, budgets and managing projects;
- 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.
Required Qualifications
- Bachelor's degree from an institutionally accredited college or university;
- Two (2) years of progressive administrative/secretarial experience;
- Experience working in position(s) demonstrating high-level administrative support skills, including the ability to take responsibility, display initiative, and make independent decisions; and
- Computer proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); proficiency in the use of other office equipment and software.
