Executive Assistant, Office of the Provost and Academic Affairs Job Listing at Bellevue College in Bellevue, WA (Job ID 15218)

Description

Position Summary  

The Executive Assistant (EA) supports the operational functions of the Office of the Provost and Academic Affairs, reporting to the Director. The EA manages faculty hiring workflows, contract and CSA coordination, stipends, documentation systems, and project tracking and communications for college-wide initiatives such as Achieving the Dream. This role also serves as the SharePoint administrator for the division, maintaining accessible, compliant, and up-to-date records.

Working in close alignment with another EA under the Director¿s guidance, this person maintains a primary focus on operational and faculty processes while remaining cross-trained to provide executive support coverage when needed. This scaffolded approach ensures continuity, role clarity, and seamless support for Academic Affairs operations and institutional initiatives.
 

Pay, Benefits & Work Schedule  

Position Salary Range: $72,488/year - $101,484/year

The salary information shown above is a general guideline only. The salary will be determined based on candidate's qualifications and related experience, as well as market and business considerations. Typically, new hire starts no higher than $79,737/year based on Bellevue College Exempt salary schedule.

We offer comprehensive compensation package with salary and benefits as the main components. Generous benefits package is offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents; choices of retirement and deferred compensation plans; paid holidays, sick, and vacation plans; transit program, reduced tuition, employee discounts and memberships, etc.

The employee is scheduled to work 40 hours per workweek. This position is exempt from the overtime provisions of the Fair Labor Standards Act, which means that you are not eligible for overtime pay. 

About The College  

Bellevue College is a vibrant, student-centered institution located just 10 miles east of Seattle. Serving one of the most diverse student populations in Washington - we are proud to reflect the global community we serve.

As an employer, Bellevue College is committed to fostering a workplace where employees feel valued, supported, and empowered. We believe that our faculty and staff are essential partners in fulfilling our mission, and we prioritize professional growth, collaboration, and innovation in everything we do. Employees at Bellevue College benefit from opportunities to expand their skills, contribute to meaningful work that changes lives, and engage in a community that is deeply committed to inclusion.

We are dedicated to creating an environment where creativity and innovation thrive, and where the contributions of every employee help shape both the success of our students and the vitality of the region. At Bellevue College, you will find a community that supports your goals, values your voice, and celebrates your impact.

For more about Bellevue College's impact, visit Facts at a Glance.

About the Department  

The Office of the Provost and Academic Affairs provides strategic and administrative leadership for the academic mission of Bellevue College. Led by the Provost and Vice Provost, the Office oversees the planning, coordination, and delivery of high-quality educational programs that promote student achievement, teaching excellence, and equity across the college.

This Office supports and collaborates with the academic divisions, curriculum and assessment teams, faculty leadership, and cross-campus partners to ensure that academic initiatives align with institutional goals. It leads major college-wide efforts including Strategic Planning, Achieving the Dream, and serves as the central hub for academic policy, faculty hiring and evaluation processes, and academic program development.

The Office also ensures efficient administrative operations and executive coordination for the academic leadership team, supporting openness, inclusive decision-making, and strong internal communication. Through its commitment to student success, access, and innovation, the Office of the Provost and Academic Affairs advances Bellevue College¿s mission to create equitable learning environments and empower students to transform their lives and communities.
 

Essential Functions  

Faculty Hiring, Contracts, and Stipends

• Manage faculty hiring workflows in ctcLink/TAMS and with Human Resources and Academic Affairs Leadership, including creating position requests, coordinating interviews, and preparing job offer documentation in collaboration with HR and deans.
• Coordinate and process Services Contracts Signature Approval forms (CSAs) and faculty contract documents, ensuring accurate routing, coding, and compliance with college and bargaining agreements.
• Process instructional compensation requests and stipends initiated through the Office of the Provost and Academic Affairs, ensuring accuracy, timeliness, and documentation standards.
• Maintain confidential records related to faculty workload, hiring, and evaluation processes.

Academic Initiatives and Committee Support

• Provide administrative support for divisional and college-wide initiatives such as Achieving the Dream, tenure review, sabbatical application review, and program review.
• Schedule and coordinate committee meetings by managing calendars, preparing agendas, recording meeting minutes, and tracking follow-up actions to completion.
• Support committee operations and leadership by ensuring processes are consistent, communication is timely, and documentation standards promote equity and transparency.
• Coordinate logistics for operational participation in institutional accreditation preparation and other institutional priorities.
• Work in close alignment with another EA and the Director to ensure executive- and operational-level support are complementary and non-duplicative.

Records, SharePoint, and Data Management

• Serve as SharePoint administrator for the Office of the Provost and Academic Affairs, managing permissions, organizing content, and maintaining up-to-date documentation on SharePoint sites managed by the Office.
• Maintain Office of the Provost and Academic Affairs divisional records including hiring, contracts, committee structures, workload, and organizational charts.
• Ensure records and documentation systems are compliant, accessible, and audit-ready.
• Support onboarding for new academic staff and committee members, ensuring access to necessary resources.
• Provide the Director with accurate reports and documentation tracking to inform budget, hiring, and project decisions.

Office Operations and Resource Coordination

• Monitor and maintain office supplies and shared resources, coordinating purchases and inventory management for the Office of the Provost and Academic Affairs.
• Support travel requests, reimbursements, and P-card transactions for divisional staff as needed, ensuring compliance with college protocols.
• Serve as liaison for the dean's administrative assistants, supporting consistency in forms, processes, and protocols across Academic Affairs.
• Support Academic Affairs participation in college-wide service groups (e.g., President's Cabinet Assistants (PCA), Commencement) by coordinating documentation, logistics, and cross-divisional processes, in collaboration with another EA and the Director.

Other Duties as Assigned

• Provide occasional backup to a second EA during peak workload or absence.
• Participate in professional development and equity efforts to support an inclusive, service-oriented office culture.
• Support emergent projects, institutional initiatives, or special assignments at the direction of the Director, Provost, or Vice Provost.

Minimum Qualifications  

• Bachelor's degree in Education, Communication, Business Administration, Public Administration, Office Technology, or a related field. (An associate's degree and two additional years of administrative experience may substitute. Relevant experience may be considered on a year-for-year basis.)
• Demonstrated experience managing administrative processes related to hiring, contracts, or academic operations.
• Experience tracking documentation, coordinating scheduling, and maintaining organized and accessible digital records.
• Demonstrated ability to incorporate diverse perspectives and support inclusive administrative practices.
• Ability to work independently, prioritize multiple tasks, respond to shifting priorities, and collaborate across teams to meet deadlines.
• Strong attention to detail and organizational skills, particularly in managing large volumes of data or documentation.
• Effective communication and customer service skills for working with faculty, administrators, and staff.
• Proficiency in Microsoft Office 365 (especially Outlook, Excel, and SharePoint).
• Demonstrated discretion and professionalism in handling sensitive or confidential information.
• Strong written and verbal communication skills.

Preferred Qualifications  

• Experience with faculty onboarding, hiring, or compensation workflows in a higher education environment.
• Experience working with systems such as ctcLink (PeopleSoft), TAMS, or digital contract management platforms.
• Experience supporting initiatives like Guided Pathways, ATD, or tenure review processes.
• Experience working in a Washington state community or technical college or similar public education setting.
  
   

Conditions of Employment  

Bellevue College intends to provide a drug-free, healthy, safe, and secure work and educational environment. Each employee is expected to report to work in an appropriate mental and physical condition to perform her/his/their assigned duties.

Bellevue College employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services. 

Sexual Misconduct and Background Check:

Prior to start of employment, finalists(s) for this position will be subject to a pre-employment background check as a condition of employment. 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.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington State Law.

Check frequently in your inbox, spam, junk, clutter email folders for any communication regarding the next steps from Bellevue College and our background check partners.

Reference Check:

Reference checks may include, but are not limited to, contacting references and verification of work experience, and/or past job duties. 

Other Information  

• This position is NOT eligible for relocation allowance.
• This position is NOT eligible for sponsorship for employment-based visa.

How To Apply  

Applications received by 11/28/2025 will be given full consideration. Applications received after that date may be considered until the position is filled. 

All individuals interested in this position are encouraged to apply. Your application must include a complete online application and all of the required documents below to be considered complete. Any application that does not provide all requested information will not be considered for the position (only submit required documents with the application, additional documents will not be reviewed.) Please review Application Tips before applying. Current Bellevue College employees should apply the position through Employee Self Service.

Required application materials:   

• Attach a Cover Letter (min 1 pg., max 2 pgs.)
• Attach a Resume
• Complete Job Questionnaires 

Contact: 

If you have questions with regards to the application or the hiring process, please contact Office of Human Resources at jobs@bellevuecollege.edu

EEO Statement  

Bellevue College does not discriminate on the basis of race, color, national origin, language, ethnicity, religion, veteran status, sex, sexual orientation, including gender identity or expression, disability, or age in its programs and activities. Please see policy 4150 at www.bellevuecollege.edu/policies/. The following people have been designated to handle inquiries regarding non-discrimination policies: Title IX Coordinator, 425-564-2641, Office C227, and EEOC/504 Compliance Officer, 425-564-2178, Office B126. 

Applicants with disabilities who require assistance with the recruitment process may contact hraccommodations@bellevuecollege.edu .

 Apply on company website