Executive Assistant, Student Affairs Job Listing at Bellevue College in Bellevue, WA (Job ID 13610)

Description

Position Summary  

The Executive Assistant reports to the Vice President of Student Affairs (VPSA) and provides executive support to the VPSA and Student Affairs Leadership (SALT) team for all administrative functions. This position is the primary contact for the VPSA to all Bellevue College and community constituents. This position is responsible for day-to-day administrative support activities for the Office of the Vice President for Student Affairs, managing independent projects, establishing effective project reporting and tracking systems, acting as the primary point of contact for both internal and external constituencies, assisting the VPSA in communicating with constituents, and handling multiple incoming issues and concerns as they arise.  
This position works on the Bellevue College campus and requires frequent contact with the public, college faculty, staff and students. The Executive Assistant plans and completes work independently and with minimum supervision while utilizing knowledge of laws, policies and regulations and is responsible for prioritizing and managing issues as they arise while maintaining and ensuring a confidential environment.

Pay, Benefits & Work Schedule  

Position Salary Range: $67,669/year - $94,737/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 hires start no higher than $74,436 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 may be eligible for the overtime provisions of the Fair Labor Standards Act; salaries below the WA State Salary Threshold is eligible for overtime pay.

About The College  

Bellevue College is a diverse student-centered, comprehensive and innovative college, committed to teaching excellence that advances the life-long educational development of its students while strengthening the economic, social and cultural life of its diverse community. Bellevue College is located just 10 miles east of Seattle where we serve a student population of over 54% students of color and over 1,300 international students. The college promotes student success by providing high-quality, flexible, accessible educational programs and services; advancing pluralism, inclusion and global awareness; and acting as a catalyst and collaborator for a vibrant region.

We strive to create a vibrant and inclusive campus community that supports a diverse student body, faculty and staff. As an essential part of our mission and goals, diversity, equity and pluralism are promoted and fostered in all aspects of college life. By enriching student life through leadership opportunities, personal learning and cultural experiences, we are committed to building an inclusive and diverse campus community that fosters creativity, innovation and student success.

For more information, visit BC Facts at a Glance @ Bellevue College.

About the Department  

Student Affairs is a collection of departments that support students throughout their involvement with the college, beginning with interest at BC (Bellevue College) through graduation and beyond. 
There are 19 departments in Student Affairs organized in five functional units: Enrollment Management, International Education, Student Care, Student Life, and Student Support.  
Student Affairs provides student-driven services and support through culturally sustaining and accessible practices, engages with and advocates for all populations, responds to the unique individual needs of each student, and promotes an exceptional service experience.

Essential Functions  

Executive Support      

• Complete a broad variety of administrative tasks for the Vice President including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence including confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Provide administrative coordination and support to the Vice President and the Student Affairs Leadership Team, Student Affairs Cabinet and other key committees within Student Affairs;
• Relieve the Vice President of routine operational and administrative details and perform administrative functions that require a thorough knowledge of BC policies, procedures, and operations and an understanding of the College's role within the campus community.
• Facilitate travel for the Vice President and Student Affairs Deans by making travel arrangements and preparing associated approval forms and expense reports for travelers.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Vice President and/or Student Affairs Deans, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Safeguard the confidentiality of Bellevue College matters by exercising discretion in communicating information to faculty, students, staff and the various publics served by the College and in handling administrative records, file, and similar confidential items.

Operational Support         

• Serve as the first point of contact for Student Affairs Suite
• Oversee day-to-day management of office operations for the Office of the Vice President of Student Affairs.
• Plan and manage administrative office space and equipment maintenance and purchases;
• Plan and coordinate Student Affairs events, meetings, and retreats, including agenda development, guest speakers and logistics, ensuring College policy is adhered to regarding contracts, meals with meetings, travel requests and reimbursements.
• Schedule meetings, ensure appropriate coordination with interested individuals, locate conference rooms, coordinate necessary equipment and technical support, handle documents generated by these meetings, and schedule follow-up meetings when appropriate for the Vice President
• Create and maintain the Student Affairs division's website, media presence, and campus communications by creating and posting content. 
• Serve as the SharePoint administrator for the Student Affairs site and sub-sites. 
• Obtain and provide specific information on various issues, recommending solutions, coordinating and assisting with operational policy issues; develop and implement operational policies and procedures, ensuring that practices are in conformance with College regulations and policies; interpret College and departmental policies, and advise staff and students of policy provisions

Fiscal Support    

• Monitor use of resources and operational budgets;
• Prepare budget projections for Student Affairs. 
• Provide data and advice when preparing budget requests. 
• Prepare quarterly budget reports;
• Manage, maintain, and audit financial processes in the division. 
• Provide financial monitoring including tracking expenditures and providing reports. 
• Prepare spreadsheets for budgets, contracts, and other financials including tracking and maintaining expenditures and reconciling accounts. 
• Process requisitions and invoices; prepare and submit contracts; manage, prepare and process purchasing

Special Projects         

• Organize and support special programs and projects; Monitor programs/projects as they relate to departmental goals.  
• Collaborate on various administrative problem solving; research issues and special problems and recommend solutions. 
• Assist with the development and execution of area goals and objections. 
• Research information, compiles statistics, gathers, and computes and analyzes various data; prepares special reports, summaries or replies to inquiries. 
• Research and help implement “best practices” within area administration operations. 
• Research and prepare background information for presentations, articles and publications; obtain and provide specific information, research various issues, special problems, recommend solutions, coordinate and assist with policy matters.

Other    

• Perform other duties as assigned.
   

Minimum Qualifications  

• Bachelor's degree AND three (3) years of executive administrative support experience. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.
• Ability to use at a high level of competency e-mail, word processing, spreadsheet, presentation, and electronic calendar and record keeping software applications.
• Experience using Customer Relations Management systems such as Target X, PeopleSoft, Banner. 
• Effective interpersonal and intercultural communication skills; expresses written and verbal information using language that is appropriate to the complexity of the topic and the knowledge and understanding of the audience
• Demonstrated ability to foster and maintain harmonious working relations.
• Experience working with diverse colleagues and/or students in a collaborative and inclusive environment.
• Experience in maintaining a high level of confidentiality.
• Excellent time management skills, and ability to multitask and prioritize projects and demonstrated ability to manage multiple priorities with varying deadlines.
• Strong organizational skills and experience working successfully with diverse constituents and organizations.
• Flexibility of schedule and willingness to work select evenings and/or weekends

Preferred Qualifications  

• Project management experience, training, and/or certification.
• Experience with website management.
• Demonstrated ability to interact with a wide range of people, including students, faculty, staff, donors, community partners, and other College offices.
• Experience working in higher education setting or state government. 
• Experience or training in records retention.

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 03/38/2024 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
• Attach a Diversity Statement (min 1 pg., max 2 pgs.) that addresses the following: Describe and provide specific examples of how your educational and/or professional experiences, background or philosophy demonstrate your commitment to diversity and equity, and how these prepare you to contribute to Bellevue College
• Complete Job Questionnaires if applicable

Contact: 

If you have questions with regards to the application or the hiring process, please contact Office of Human Resources at 425-564-2274 or email to 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 .

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