South Puget Sound Community College (SPSCC) seeks a highly motivated and qualified candidate for the position of Executive Assistant to the Executive Technology Officer (ETO).

The Executive Assistant ensures ongoing administrative, budget, and office support, collaborating with others on the IT Management Team to provide an information technology environment that is consistent with the goals and objectives of the College. The Executive Assistant is responsible for providing high level administrative and project support to the ETO, but may assist the IT Services Management Team and other IT Services Team members. This includes organizing office activities, maintaining project files, maintaining the asset database, maintaining the appointment calendar for the ETO, preparing minutes, letters, reports and other materials of an important or confidential nature from general instructions or personal knowledge and research. Many activities are performed independently and with minimal supervision or approval of supervisor. The executive assistant schedules executive and business team meetings, initiates follow up on meeting action items, schedules conference rooms and assists with the administration of record keeping and status reporting. In addition, this position will provide support with special projects as directed.

South Puget Sound Community College is committed to increasing its cultural diversity with an emphasis on equity and inclusion among its professional staff. A firm understanding of anti racist policy development coupled with the skills to eliminate barriers that harm underrepresented people is a college requirement. The students that we serve come from a variety of backgrounds. On average, 43% of SPSCC students are people of color. We strongly encourage members of the underrepresented groups, veterans, and bi- or multi-lingual individuals to apply for this position to help meet the needs of our diverse students and service district.

And if that isn't enough? We also offer:

• A healthy work/life balance for our employees with the opportunity for flexible work schedules and remote work depending on position and college needs
• Fine dining in the Percival Room, offering vegetarian, vegan, and gluten-free choices as part of our Culinary Arts and Baking & Pastry Arts programs
• The Clipper Coffee Corner serving Batdorf & Bronson coffee and a selection of delicious food items from our baking/culinary students
• A brand new Health & Wellness Center
• FREE Bus service every 15 minutes to downtown Olympia and beyond
• FREE parking on our campuses – permits are not required
• On-campus child care
• Percival Creek, which runs beneath our campus footbridge, provides year-round beauty and views of Chinook, Coho, and chum salmon pass through each fall
• Many walking paths that are marked and on nicely paved sidewalks
• SPSCC promotes wellness with a variety of different workshops and events on campus
• Lots of activities with our Artist & Lecture series, which are FREE for staff and faculty
• Many community events in the Kenneth J. Minnaert Center for the Arts
• Employee Resource Groups (ERGs) that offer an opportunity for SPSCC employees to gather and connect around issues that define them personally, and which affect their work at the College and their professional development. Current Employee Resource Groups include:
  • Staff and Faculty of Color (SFOC) ERG - an employee network which strives to create an intentional and relational foundation for community and trust building across different groups through shared values.

• Maintains a high level of confidentiality and professionalism and demonstrates positive and collaborative working relationships with other departments.
• Provides executive level secretarial support to the ETO. Makes appointments, schedules meetings using MS Outlook, prepares correspondence and answers phone for the ETO.
• Manages calendar to balance competing requests and priority issues. Schedules meeting rooms, conference call meetings and virtual meetings.
• Ensures ETO is fully prepared for meetings and is informed of significant items requiring review or action.
• Conducts budget reconciliation for the IT Services Department budgets and assists the ETO and IT Management Team in budget development and maintenance. Prepares budget spreadsheets, runs ctcLink queries, and produces state-required budget reports.
• Builds and maintains relationships with technology vendors.
• Creates and processes requisitions and P-card purchases for all campus technology procurement.
• Coordinates procurement vetting processes for requested technologies that includes desktop support, network and data security and accessibility.
• Monitors and assists with IT asset lifecycle on campus, from point of purchase to surplus.
• Prepares reports and analytical materials to illustrate objectives, activities, and accomplishments of areas of responsibility.
• Prepares minutes, letters, reports, articles, or other materials of an important or confidential nature from general instructions, or personal knowledge and research.
• Organizes and updates IT reporting and all accreditation documentation for IT Services Department
• Serves as member of designated College committees, councils, and teams.
• Trains staff on software tools used across campus such as Microsoft Office, ctcLink, Smartsheet, Zoom, etc.
• Arranges travel for the ETO and IT staff for conferences and meetings for large groups of people.
• Ensures compliance with the state retention schedule for department records and maintains archival records. Assumes responsibility for records inventory, storage, retrieval and destruction of confidential files and setting up a file retention schedule.
• Represents the ETO when requested at meetings both inside outside the college
• Provides support with special projects as directed

Minimum Qualifications:

• High school diploma or equivalent and three to five years of progressively responsible administrative experience, including two years of executive level experience involving substantial public contact, information gathering, budgeting, and writing experience OR an equivalent combination of training and experience that provides the required knowledge, skills, and abilities. A degree may substitute for all but two years of administrative experience.
• Demonstrated commitment to a working environment that values a diverse academic environment, inclusive of students, faculty, and staff of diverse cultural, socioeconomic, and educational backgrounds.
• Demonstrated proficiency utilizing office productivity technologies including Microsoft Word, Excel, PowerPoint, Outlook, Smartsheet, Zoom and others.
• Strong budget management skills and understanding of procurement processes
• Strong organizational skills, time management skills, and ability to work under pressure and maintain efficiency and composure.
• Collaborative - The ability to work in culturally diverse groups toward a common goal by involving, including and valuing others.
• Conflict Management & Engagement - The ability to engage cultural conflicts that occur between individuals and groups.
• Ability to work independently and/or as a member of a team
• Strong interpersonal and communication skills
• Ability to keep related business transactions and all correspondence confidential

 

Preferred Qualifications:

• Experience in customer service
• Experience in IT vendor relations
• More than 5 years of of administrative experience

Applications must be completed online and include the following attachments:

• Cover letter addressed to the Screening Committee highlighting your ability to perform the responsibilities and competencies described in the job posting.
• Current resume/CV showing all educational and professional experience which demonstrates how you meet the minimum and any preferred qualifications.

Top candidates will be notified directly to interview for this position. Selection will be based on the applicant's knowledge, skills, and abilities to perform the duties listed in this job posting as identified in the materials requested above. Applications with comments directing the reader to see attachments will be considered incomplete.

Veterans Preference
Applicants who meet the minimum qualifications and are wishing to claim Veterans Preference should redact their personally identifiable information from a copy of their United States Department of Veterans Affairs honorable discharge documentation and email to neaton2@spscc.edu with the job number for which they are applying in the subject line.

Background Check Condition of Employment
Employment with the college is contingent upon the successful completion of a comprehensive background check. Any adverse information will be considered on a case-by-case basis and does not automatically preclude a candidate from employment.

South Puget Sound Community College values diversity and is an Equal Opportunity Employer and Educator

South Puget Sound Community 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, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). SPSCC 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, Samantha Dotson, Executive Human Resource Officer /Title IX Coordinator, 360-596-5361, ssoto@spscc.edu, Building 25, Room 220, 2011 Mottman Rd SW, Olympia, WA 98512; South Puget Sound Community College is a smoke-free/drug free environment.

Applicants needing accommodation in the application process in an alternative format may contact the Human Resources office at (360) 596-5500.