Job Description

South Puget Sound Community College (SPSCC) seeks highly motivated and qualified individuals for the position of Executive Assistant to the Vice President for Student Services.

The Executive Assistant provides confidential administrative support to the Vice President for Student Services. Supports, coordinates and assists in a variety of complex, confidential, personnel, and administrative activities including collective bargaining. Prepares confidential information for the Vice President for Student Services and President in support of the college’s mission and strategic plan. Coordinates office work flow and performs a variety of related advanced administrative support. Duties require minimum supervision and may include supervision of other staff. This is an exempt, professional-technical position.

Individuals assigned to this classification apply extensive knowledge of advanced administrative support practices, considerable latitude for independent judgment and action and full working knowledge of the specialized functional area. Many activities are performed independently and with minimal supervision or approval of supervisor. May be assigned responsibility for decisions in the absence of the Vice President for Student Services in matters where procedures and policies are not well known and established. Individuals assigned to this classification are expected to proficiently perform the essential functions and others of similar complexity in accordance with generally known procedures and established policies.

*South Puget Sound Community College will be a “fully vaccinated campus” under the state’s higher education guidance. Proof of fully vaccinated status must be verified before your first day of work. Exemptions can be requested for medical reasons or sincerely-held religious beliefs. More information can be found here: https://spscc.edu/covid-19/guidance-employees.*
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:

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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
• Campus bookstore offering snacks, apparel, and specialty supplies
• 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.

What You'll Do
Responsibilities and duties of the Executive Assistant to the Vice President for Student Services include, but are not limited to, the following:

1. Provides clerical support, establishes procedures and interprets administrative policies relevant to the Office of the Vice President for Student Services.
2. Coordinates the workflow to ensure efficient and effective operation of the office.
3. Maintains the appointment calendar for the Vice President for Student Services and the establish priorities.
4. Prepares all necessary information and provides support of the professional commitments of the Vice President for Student Services.
5. Screens, prioritizes and distributes all mail and correspondence for the office.
Prepares, coordinates, and/or reviews purchasing requisitions, travel, payroll, budget and event documents for the Vice President’s office and Student Services staff.
7. Serves as the liaison for the Vice President for Student Services to students, faculty, staff and the community.
8. Prepares reports and the monthly reconciliation of various Student Services division budgets, including budget revisions and expense transfers.
9. Prepares the development of the annual budget for the student services division.
10. Prepares correspondence, agenda, minutes, acknowledgements and notifications, including student academic honors, and sex offender notifications.
11. Responds in a professional manner to all sensitive and confidential matters.
12. Prepares, coordinates, tabulates and/or responds to surveys and studies as required.
13. Prepares for distribution brochures, position announcements and other documents and/or information as required.
14. Serves as a recorder for designated college committees, council and task forces, such as the Student Services Managers Meeting.
15. Develops and coordinates a Student Services Orientation for new employees to the division.
16. Develops and maintains an office filing system, including student discipline file and maintain office records in accordance to the records retention policy.
17. Support labor and other contract negotiations with appropriate level of confidentiality.
18. Prepares and monitors the Student Services department budget and apprise the Vice President of the status.
19. Coordinates, edits and proofs Student Services sections of the catalogue, quarterly schedule or other college publications.
20. Composes letters and reports from brief instructions, notes, or on own initiative using extensive knowledge of grammatical composition, spelling and punctuation; determines appropriate layout, format or arrangement.
21. Monitors progress, communications and documentation of activities for Student Services’ grants.
Interprets and applies internal Student Services policies consistent with goals, objectives and policies of the college.
23. Reviews and makes suggestions to improve the information disseminated about Student Services via the college’s web pages.
24. Coordinates and maintains Student Services’ storage and work room space.
25. Acts as advisor to Phi Theta Kappa International Honor Society and assumes duties related to that area of responsibility.
26. Coordinates and purchases the goods and supplies for the Student Services division and reconciles the expenses with the monthly PCard statement.
27. Assumes responsibility for other duties as assigned by the Vice President for Student Services.

Qualifications You Possess

Minimum Qualifications:

• Completion of high school or equivalent
• Six years of progressively responsible administrative experience, including two years of executive level experience involving substantial public contact, information gathering 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 executive level experience.
• Demonstrated experience or participation with persons from diverse backgrounds such as sexual orientation, racial, ethnic, religious, linguistic, gender, age, socio-economic, physical and learning abilities, and a commitment to an inclusive and equitable working/learning environment.
• Critical Thinking - The ability to use inductive and deductive reasoning to understand diverse perspectives.
• Flexibility - The ability to respond and adapt to new and changing situations.
• Empathy - The ability and willingness to attempt to understand another person's culture or perspective through listening and inquiry.

Preferred Qualifications:

• Demonstrated proficiency utilizing various software applications including Microsoft Word, Excel, PowerPoint, Outlook, Smartsheet, Zoom and others.
• Strong organizational skills, ability to work under pressure and maintain efficiency and composure.
• Ability to manage conflicting priorities
• Ability to work independently and/or as a member of a team
• Strong time management skills
• Strong interpersonal and communication skills
• Ability to establish and maintain cooperative and harmonious working relationships with a highly diverse population
• Ability to keep related business transactions and all correspondence confidential

To Apply

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.
• Copies of unofficial transcripts from institutions of higher education.

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 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 Ksmith35@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.
Bargaining Unit
This position has been designated as a bargaining unit position represented by the Washington Federation of State Employees.

• *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.

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