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Executive Assistant to the Vice President of Administrative Services

 
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Institution: Clark College
Location: Vancouver, Washington
Category:
Admin-Executive Assistants
Posted: 08/29/2019
Application Due: 09/20/2019
Type: Fulltime





































DESCRIPTION:

Clark College, an equal opportunity employer that values diversity, inclusion and equity in the workplace, is hiring an Executive Assistant to the Vice President of Administrative Services.  This exempt position is responsible for planning, coordinating and performing administrative, project and clerical duties in support of the vice president of administrative services, the director of operations and risk management, and other departmental functions.

 

Clark College strongly encourages protected group members to apply for this position.  Clark College does not discriminate on the basis of race, color, national origin, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal.  The college considers equal opportunity, affirmative action, and non-discrimination to be fundamental to our mission, Core Themes, and objectives.  All faculty and staff hired at Clark College are encouraged to embrace, continually support, and enhance social equity on our campus and in our community.  Questions regarding the college's Affirmative Action Policy may be directed to the Director of Human Resources, (360) 992-2105.
 

POSITION RESPONSIBILITIES:



  • Act as executive assistant to the vice president of administrative services providing comprehensive administrative, project and clerical support with a high level of performance.

  • Provide administrative support to the Director Operations of Risk Management.

  • At the direction of the vice president, serve as a liaison with the College community, the State Board for Community and Technical Colleges, the Office of the Attorney General, Department of Enterprise Services, and other state and local agencies, businesses and organizations.

  • Develop and maintain current knowledge of general operations within Administrative Services as well as policies and procedures of the college, the Board of Trustees, and the State community college system (as they pertain to assigned duties).

  • Assist in the maintenance and update of the college's administrative policies and procedures manual. Assist in the development, implementation and maintenance of the college's comprehensive records management and preservation system. 

  • At the direction of the vice president, assist with and/or coordinate the preparation of responses to public records requests in accordance with college procedure and state law.

  • At the direction of the vice president, assist with and/or coordinate the collection of records and files pertaining to legal matters, including investigations, subpoenas, and tort claims.

  • Assist in the negotiation and renewal of property lease and rental agreements, as well as other matters requiring collaboration with Washington State's Division of Real Estate Services. 

  • Coordinate payment of insurance premiums/tort liability claims, gather information as requested and respond to questions regarding insurance-related issues, maintain complete and accurate insurance files and assist in matters requiring collaboration with Washington State's Risk Management Division.

  • Assist and or/coordinate the preparation and completion of contracts and clinical affiliation agreements for the college. 

  • Assist with updating and maintaining the college's driver's requirement program.

  • Maintain complete and accurate art inventory, art selection, and art placement files and assist in matters requiring collaboration with Washington State's Art Commission.

  • At the direction of the vice president, assist in planning and coordinating committee meetings, including taking meeting minutes and maintaining files of committee activities. 

  • Oversee maintenance of complete files and index of vice president's correspondence and information relating to administrative responsibilities, following current college and state guidelines for records management.

  • Assist in coordinating, preparing and filing of new, amended, emergency, or proposed institutional rules to be codified in the Washington Administrative Code.

  • Support labor and other contract negotiations with appropriate levels of confidentiality.

  • Assist in developing and monitoring various Administrative Services budgets as assigned by vice president.

  • Assist in developing and implementing operational plans for the office of the vice president of administrative services.

  • Serve as Records Coordinator for Office of Vice President of Administrative Services and lead quarterly meetings for college records coordinators. 

  • Maintain SharePoint sites related to this position.

  • Complete training as required or assigned by vice president.

  • Perform related duties as assigned.


 

QUALIFICATIONS:

Minimum Qualifications:

  • High school diploma or equivalent AND six years' experience providing high level executive support, including budgeting, project management, office management, contract management, and report writing.

  • Ability to work well with people of all ages from academically, culturally, and socioeconomically diverse backgrounds.


 

Preferred Qualifications:



  • Education: Associate and four years' experience providing high level executive support, including budgeting, project management, office management, contract management, and report writing OR Bachelor's degree in business, public administration, office management, paralegal, or related field and three years' experience providing high level executive support, including budgeting, project management, office management, contract management, and report writing.

  • Computer Skills: experience using Microsoft Office Suite, including Word, Excel, Outlook, Power Point, and Access as well as SharePoint and OneDrive.

  • Communication Skills: clear and effective written and verbal communication skills, including proofreading, preparing and making presentations, sharing information with small and large groups, building collaborative relationships with internal and external partners, and the ability to work with faculty, staff and students from a wide range of backgrounds.

  • Organizational Skills: ability to plan, organize, prioritize, and execute assignments in a timely manner with minimal direction in a fast-paced environment, coordinate activities and meetings, manage multiple projects simultaneously, and learn and implement appropriate college policies and procedures and state laws, codes and regulations.


 

SUPPLEMENTAL INFORMATION:

Salary Statement:

$55,119 annually

Benefits package includes health and disability insurance, retirement, annual vacation and sick leave, flexible spending account, and tuition waiver. As appropriate for the position, the college also considers requests for flexible scheduling and other accommodations to help employees achieve work/life balance. 

 

APPLICATION PROCESS

Required Online Application Materials:


  • Clark College Online Application

  • Letter of application describing background and experience related to qualifications and responsibilities of the position

  • Current résumé

  • Unofficial copy of all transcripts/certifications uploaded with online application or delivered to the Human Resources office in person or by fax (360-992-2873).


 

To contact Clark College Human Resources, please call (360) 992-2105.

 

Application Deadline:  

Required application materials must be completed and submitted online by 3 p.m., September 20, 2019.

 

Condition of employment:

Prior to a new 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 applicant's suitability and competence to perform in the position. Completion of academic degrees will also be verified through receipt of official transcripts.

 

DISABILITY ACCOMMODATIONS

Upon request, accommodations are available to persons with disabilities for the application process. Contact Human Resources at (360)992-2105 or by video phone at (360)991-0901.

 

SECURITY

The security of all the members of the campus community is of vital concern to Clark College. Information regarding crime prevention advice, the authority of the Security/Safety Department, policies concerning reporting of any crimes which may occur on the campus, and crime statistics for the most recent 4-year period may be requested from the Clark College Security/Safety Department, (360) 992-2133.  The most recent Annual Security Report can be viewed here:  http://www.clark.edu/campus-life/student-support/security/report.php

 

ELIGIBILITY VERIFICATION

If you are hired, you will need proof of identity, and documentation of U.S. citizenship or legal authorization to work.

 

CORRECTIONS OR EXTENDED NOTICES

Corrected or extended notices will be posted online and in the Human Resources Office.



Clark College Human Resources

August 29, 2019

19-00095

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