Job Description

Typical Duties:1. Provide direct, confidential, administrative support to the Vice President of Instruction (VPI)2. Maintain confidentiality of sensitive employee and student information.3. Prepare correspondence, memos, minutes and reports.4. Maintain VPI calendar, schedule meetings and appointments and all aspects of VPI travel.5. Respond to emails, phone calls, letters, and other communications as needed.6. Coordinate special events on campus, such as statewide conferences, commission meetings, and trainings. This includes implementing all logistical aspects of events.7. Prepare and maintain all budgets for the Instruction Office. Run PeopleSoft budget queries as needed; prepare reports for VPI.8. Support college budget development by coordinating VPI budget meetings with deans and directors; receive and respond to questions from administrative services and divisional staff.9. Manage credit (purchasing and travel) cards used by the VPI and VPI office, balancing monthly and completing all necessary documentation accurately and in a timely manner.10. Review and route documents for VPI signature; resolve discrepancies and issues with the submitting department.11. Prepare any requested documents including PowerPoint, Excel charts or Word documents and correspondence.12. Support weekly, monthly, and quarterly meetings including Deans Council, Department Heads, and listening sessions.13. Generate data and/or reports including enrollment and budget information.14. Proofread, edit, write, and organize a wide range of written content to ensure that it affirms the established brand, voice/tone.15. Communicate policies and procedures of the Instruction Office to faculty, staff, colleagues at other agencies/institutions, representatives of funding agencies, and officials from professional organizations, business industry, and government.16. Coordinate Student Affairs Grievance Committee as needed.17. Coordinate office operations, space management and office supply ordering18. Co-coordinate and prepare the opening week calendar19. Perform other duties as assigned

Minimum Qualifications:

• Three years of experience managing a multifaceted work environment
• Demonstrated ability to promote and advance an antiracist workplace culture grounded in equity and respect
• Excellent written and verbal communication skills
• Experience managing multiple calendars and coordinating schedules
• Strong project management and coordination skills
• Ability to coordinate diverse functions to provide seamless and effective service
• Experience monitoring a department budget or larger
• Experience managing confidential information
• Demonstrated ability to:

o Provide exemplary customer service skills
o De-escalate challenging situations with stakeholders, refer as appropriate
o Multitask in a busy environment with changing priorities
o Independently manage workload by making timely and effective decisions
o Organize time efficiently

Preferred Qualifications:

• Bachelors degree or equivalent combination of education and experience
• Familiarity with PeopleSoft enterprise software
• Experience managing multi-million dollar budgets

Physical Demands:
Everett Community College follows the Americans with Disability Act (ADA) and provides the following information as a guideline for applicants:

• Ability to operate office equipment
• Ability to read and verify data and prepare various materials
• Ability to exchange information on the phone or in person

Work Hours: Monday through Friday 8am-5pm. Summer schedule is condensed to 4 10s Monday through Thursday, with Fridays off.

Posting Date: 03/02/2023
Closing Date:3/13/2023
Open Until Filled: No

Special Instructions to Applicants:

With equity at the heart of our strategic plan, we strive for a future at EvCC where all staff, faculty, and students are valued, welcomed, and actively supported. We are committed to hiring individuals who exemplify the vision, mission and core values of our institution.Everett Community College does not discriminate on the basis of race, color, religious belief, sex, marital status, sexual orientation, gender identity or expression, national or ethnic origin, disability, genetic information, veteran status, or age. Reasonable accommodation is provided in all aspects of employment, including the application process, consistent with the Americans with Disabilities Act and state law. To request a reasonable accommodation, please contact Human Resources at hr@everettcc.edu or 425-388-9229. For more information see: EvCC3020: Americans with Disabilities Act policy
BenefitsThis position is eligible for State of Washington Public Employee Benefits, such as Medical, Dental, Vision, Life and Long Term Disability Insurance, Retirement plans, and more. Additionally, Everett Community College Administrative/Exempt employees accrue 16 hours of vacation for every month of service, during which the employee is in pay status for 10 or more days; 8 hours of sick leave for every month of service, during which the employee is in pay status for 10 or more days; 11 paid holidays throughout the year, plus 3 paid personal holidays.
Notice to ApplicantsPrior to 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 applicants suitability and competence to perform in the position. Drug-Free CampusIn compliance with federal and state regulations, EvCC is committed to a safe and drug-free campus. Employees are required to comply with EvCCs policy prohibiting illegal drug use or activity, including notification of criminal drug convictions and the use of prescription drugs or over-the-counter medications that are likely to affect job safety.The complete policy is available at the EvCC Policies page. If you would like a printed copy of the policy, or if you have any questions, please contact the Human Resources Department at 425-388-9229.
Safety and SecurityEvCC strives to be a safe, secure and prepared campus for our students, staff and community. Detailed information regarding campus security, crime statistics for the most recent three year period, and other information is available on the Campus Safety, Security and Emergency Management page. This information is required by law and is provided by the EvCC Security Department. If you would like a printed copy of this information, you may contact the Security Department at (425) 388-9990.

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