Executive Assistant - VP Of Student Services

About Us

We are a district of three distinct colleges - North Seattle College, Seattle Central College, and South Seattle College, and five specialty training centers. Which makes us the largest and most diverse community college district in the state of Washington, we are leaders in change and innovation.

Seattle Colleges is committed to recruiting dedicated faculty and employees who together create a welcoming academic climate that reflects the diverse backgrounds of our community, including ethnicity, national origin, religion, race, gender, gender identity, age, status as a veteran or disabled veteran, disability, political status, and sexual orientation.

As a Seattle Colleges employee, you will gain access to a great benefits package including:

Competitive Pay Rates

Promotional Opportunities

Great Medical, Dental, and Retirement plans

Paid Sick and Vacation Leave

Transportation benefits

Tuition Waivers

PEBB Wellness Plan

Washington State Employee Assistance Programs (EAP)

Seattle Colleges staff and faculty also enjoy professional development opportunities and enrichment experiences in areas of their choice, including committee, workgroup, and affinity group opportunities.

Position Summary

The Executive Assistant (EA) to the Vice President of Student Services (VPSS) position provides confidential and administrative support to the VPSS including developing, implementing, and managing projects as assigned. This is a high volume and high traffic position in a high-profile environment. The EA directly supports and manages the student conduct process according to state and district policies and procedures under the direction of the VPSS. This position provides support for the Counseling department for which the VPSS serves as the unit administrator.

The EA serves as the intermediary between the VPSS departments as well as between the rest of the College, District, and community. This position both supports and represents the VPSS through an impeccable level of service and support, as well as a steadfast dedication to equity and desire to positively impact the lives of North's diverse student body. This position reports directly to the Vice President of Student Services and may have responsibility for the supervision of work study students.

Salary Range for this position is $58,570/yr. to $80,883/yr. (DOE)

Position open until filled/Initial review of application materials will begin on Monday, 6/24/2024.

This is an exempt, non-represented position.

This position is typically scheduled to work Monday through Friday 8:00AM to 5:00PM. The schedule may vary depending on program needs. May be required to work evenings and weekends as needed.

Application Procedures:

Attach current resume

Attach cover letter addressing how your background intersects with the job

Required application materials must be completed and submitted online

Notice to Applicants:

Please note that Seattle Colleges has moved to holding interviews virtually using video conference options such as Zoom or Teams. As such, if you are selected for an interview, please be prepared to hold your interview virtually.

Applicants must be currently authorized to work in the United States on a full-time basis. The employer will not sponsor applicants for work visas.

What you will be working on:

• Provide direct confidential, administrative and strategic support to the Vice President, including, but not limited to: scheduling meetings and managing appointments; writing and sending correspondence on behalf of the Vice President; tracking and reconciling budgets; recording minutes; making travel arrangements and processing travel documents; and representing and/or communicating on behalf of the Vice President at meetings and conferences.

• Develop, implement, track, and manage numerous and various projects as assigned by the Vice President.

• Using sound judgment, respond verbally and/or in writing to requests regarding institutional policies, guidelines, and procedures (especially regarding student conduct and other student compliance) and effectively resolve or refer such inquiries in a manner consistent with the division mission and the College mission, values, and policies.

• Support the student conduct process through managing and coordinating timely communication in accordance with college procedures; supporting investigations; and together with the VPSS and Security director, manage and coordinate the intake and monitoring of Registered Sex Offenders per district policies.

• Provide coordinating support and facilitation to the Care Team, North¿s behavioral intervention team.

• Exercise judgment in solving unusual or sensitive administrative problems consistent with the objectives and policies of the college and unique to the VPSS office.

• Serve as the intermediary between the Vice President and all Student Services departments as well as between the rest of the College, the District, and the community.

• Interact extensively with senior management and their staff throughout the campus and across the district, and with external agencies with tact and diplomacy.

• Prepare, review, and process business and financial documents, including new hire forms, payroll forms, travel, budget and expenditure forms, etc.

• Maintain formal documentation for Student Services policies and procedures and provide information/instructions and/or respond to inquiries regarding Student Services and the College.

• Process and maintain appropriate files and records, adhering to record retention guidelines of such documents as student conduct cases and files for students subject to reporting compliance requirements.

• Organize and facilitate special events, retreats, meetings and trainings, including serving on the district graduation planning committee.

• Performs related duties as assigned.

This description is not intended to cover every aspect of this job, we are a team that works together to meet the needs of those we serve, and every member of the team is expected to contribute, even beyond the specific responsibilities listed in this description.

What you bring as a candidate:(Any Equivalent Combination of Knowledge, Skills, Abilities, Education and Experience)

• Bachelor's Degree OR any combination of relevant education, training, and experience that indicate successful performance of the essential elements of the position

• Three (3) years of progressively responsible administrative support or managerial experience or project management experience

• Excellent written and oral communications skills, including professional writing, editing, note-taking, and proofreading skills

• Proficiency in MS Word, Excel, Access, PowerPoint, and Outlook and demonstrate comfort with technology and software systems

• Works and carries out assignments under pressure with short deadlines and/or frequent interruptions

• Ability to analyze data and draw accurate conclusions

• Direct experience successfully managing and tracking budgets

• Ability to write and speak effectively, establish, and maintain cooperative relations with others, and coordinate and supervise the work of subordinate personnel

• Superior customer service and interpersonal skills

• Demonstrated commitment to equity and diversity and understand how to effectively serve and interact with diverse populations with a high degree of comfort and confidence

• Knowledge of student conduct, higher education law, or transferable skills in other adjudicative processes

Physical Requirements:

The Position

• typically works in an office environment and uses a computer, telephone and other office equipment as needed to perform duties. The noise level in the work environment is typical of that of an office.
• encounters frequent interruptions throughout the workday.
• is regularly required to provide 1:1 support, present to small groups, and work at a computer exercising repetitive hand motion with or without reasonable accommodation.

Notice of Non-Discrimination Statement

Seattle Colleges is committed to the concept and practice of equal opportunity for all its students, employees, and applicants in education, employment, services and contracts, and does not discriminate on the basis of race or ethnicity, color, age, national origin, religion, creed, marital status, sex, pregnancy, gender, gender identity, sexual orientation, status as an honorably discharged veteran or disabled veteran or military status, political affiliation or belief, citizenship/status as a lawfully admitted immigrant authorized to work in the United States, or presence of any physical, sensory, or mental disability. In addition, reasonable accommodation will be made for known physical or mental limitations for all otherwise qualified persons with disabilities. Further, Seattle Colleges is committed to ensure that all employees and students work and learn in an environment that fosters mutual respect and professionalism, free from all forms of bullying behaviors, including cyberbullying.

Inquiries regarding compliance and/or grievance procedures may be directed to the Director of Legal Compliance.

Background Check Statement

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 applicants suitability and competence to perform in the position. In addition to the background check, candidates will complete Sexual Misconduct Disclosure Form WA HB2327 as required.