Administrative Assistant - Yakima, WA

Employer: Yakima Valley College

Job Description:
Yakima Valley College is accepting applications for an Administrative Assistant for the Vice President in the Instruction and Student Services Division. This is a full-time, confidential exempt professional position.

Reporting to the Vice President - Instructional and Student Services, the Administrative Assistant to the Vice President provides confidential administrative support and assistance to the vice president, including budget reconciliation and meeting scheduling. The position requires contact with all areas of the college organization, as well as with Washington state educational and regulatory agencies, community college counterparts across the state, and the communities of the Yakima Valley. The Administrative Assistant to the Vice President clearly and responsibly communicates the position of the vice president to internal and external constituencies. Under the direction of the vice president, the Administrative Assistant to the Vice President exercises delegated decision-making authority and utilizes judgment to solve unusual administrative problems consistent with the objectives and policies of the college.

The Administrative Assistant to the Vice President helps to establish and maintain a positive environment and image for the college by serving as the primary point of contact for the many people who make contact with the vice president's office, screening phone calls and visitors, addressing needs as appropriate, and prioritizing follow-up activities. The Administrative Assistant to the Vice President assists in developing, planning, and implementing special projects, as assigned by the vice president.

Qualifications: MINIMUM QUALIFICATIONS:
Bachelor's degree in Business or related field from a regionally accredited institution
Three years progressive experience in providing administrative support
OR
Equivalent education/experience
PREFERRED QUALIFICATIONS
Demonstrated ability to work in a highly diverse environment
Demonstrated ability to exercise professional judgment in working with faculty members, students, staff member and the general public

Duties/Responsibilities: JOB PROFILE:
Provide confidential administrative and clerical support to the vice president. Maintain the vice president's online calendar and establish priorities at own discretion. Facilitate the vice president's attendance at scheduled meetings; coordinate travel arrangements and complete travel documents
Sign correspondence after clearing technical or policy content with vice president; screen, prioritize and distribute correspondence and other college documents
Process incoming mail; screen and prioritize materials for the vice president's action. In the absence of vice president, forward same with appropriate notations to vice president's designee as appropriate
Coordinate and/or complete the preparation of documents related to travel, purchasing, payroll, budget, student employment, action items for board meetings, event coordinating, etc
Assist in the development and monitoring of the vice president's departmental budgets. Maintain a desktop budget and coordinate with other Instruction and Student Services staff to correct any discrepancies that may occur
Monitor detailed expenditures of specific budgets as assigned by the vice president
Receive and respond to telephone calls and visitors for the vice president in a timely and professional manner, providing direct communication on behalf of the vice president as required
Serve as a liaison communicating on the vice president's behalf with senior management, faculty, staff, students, and other colleagues at other agencies/institutions. When appropriate, interpret polices and make necessary decisions that facilitate implementation of project(s)
Complete research assignments and special projects as assigned, keeping the vice president apprised of activities and actions performed
Contribute to the effectiveness of the vice president by providing updated information, bringing topics of concern to the vice president, and independently responding to areas of need on behalf of the vice president
Gather and compile part-time and moonlight faculty funding requests and monitor expenditure of part-time faculty position funding
Assure adequate office supplies and an effective, efficient filing system for the office of the vice president
Provide information and support in the faculty/student complaint process as outlined in the negotiated bargaining agreement
Gather and compile tenure review reports and materials in the faculty tenure review process as outlined in the negotiated bargaining agreement
Assist in the Exceptional Faculty Award program; gather and compile proposals for review by the EFA committee, and monitor expenditure of allocated EFA dollars
Provide assistance and process appropriate documentation in the student discipline process as outlined in the Student Rights and Responsibilities handbook
Develop time lines for specific activities to assure deadlines are timely met
Maintain proficiency in all aspects of information technology as required to provide day-to-day, professional support to the vice president's office
Provide back-up assistance for the Curriculum Committee meetings, distributing agendas and recording meeting minutes when required
Provide back-up assistance to the President and executive assistant when required.
Demonstrate commitment to the community college philosophy and mission, working with diverse populations
Demonstrate ability to work independently with little or no supervision
Serve as the final travel coordinator for Instruction & Student Services, reviewing travel documents coming to the Vice President for signature.
Perform other duties as assigned
Essential Skills and Abilities:
Ability to create and maintain a welcoming environment for students and others
Ability to be flexible in a multi-tasking environment
Ability to coordinate projects and ensure timely delivery
Strong written and oral communications skills
Effective organizational and interpersonal skills
Significant knowledge of word processing and spreadsheet software
Ability to maintain a high level of confidentiality

Supplemental Information: Application Instructions:
To apply for this position you MUST submit a complete YVC Online Employment Application, and include the following REQUIRED attachments:
A cover letter describing how you meet the qualifications of this position (a generic cover letter will not be accepted)
A current resume ( a resume will not substitute for the "work experience" section of the online application)
Three (3) professional references (personal references do not count as professional)
Unofficial transcripts for confirmation of degree (if minimum qualifications require a degree). The successful candidate will be required to submit official transcripts at time of hire
Certifications/Credentials as required for fulfillment of the minimum qualifications
Please note: Failure to follow the above application instructions will lead to disqualification. Please do not include any attachments other than the ones requested above. E-mailed documents will not be accepted after the closing of the recruitment or in lieu of attaching your documents to the online application.

Employment Information:
Those applicants invited to interview may be required to complete a skills test.

Candidates may be subject to a Fingerprint Based Criminal History Background Check as a condition for consideration of employment.

"In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire."

Yakima Valley College does not discriminate against any person on the basis of race, color, national origin, disability, sex, genetic information, or age in admission, treatment, or participation in its programs, services and activities, or in employment. All inquiries regarding compliance should be directed to the Director of Human Resource Services, YVC, South 16th Ave. & Nob Hill Blvd., Yakima, WA 98902; or call 509.574.4670.

Contact Person:
Phone:
Email:
Location: Yakima, WA
Application Method: Online
Base Pay: $51,927 a year

Posted on April 16, 2019
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