Columbia Basin College ("CBC" or the "College") seeks an Executive Assistant to the Vice President for Student Services has 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. Priority consideration will be given to applicants whose complete application has been received by July 18, 2021 at 11:59 PM PDT.
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.
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.
Columbia Basin College (CBC) serves the citizens of Benton and Franklin counties in Washington state with two-year associate degrees for transfer to a four-year university, and applied degrees for workforce employment. CBC also provides one-year certificates and basic skills for those pursuing a GED or high school diploma. CBC serves approximately 7,000-8,000 students each quarter.Columbia Basin College now offers bachelor degrees in Nursing, Project Management, Applied Management, Cyber Security, Information Technology, and Dental Hygiene. These bachelor degrees are in direct response to the needs of our community. As a result of community needs, Columbia Basin College has recently opened our new state of the art Social Sciences and World Languages Center at the Pasco campus.In July 2017, CBC will open its second, four-story Health Science Center in Richland. In addition to training CBC healthcare professionals, the Wortman Medical Science Center will also be a functional medical clinic as part of Kadlec Regional Medical Center’s family medicine residency program.CBC will open a student housing facility in September. This first phase will house 125 students.Columbia Basin Co...llege continues its rich tradition of meeting our community's needs with a dynamic faculty, state-of-the-art facilities, and a diverse student body from all walks of life.