Posting Number: 02443
Department: Student Services
Job Summary/Basic Function:
The Executive Assistant (EA) performs confidential administrative assistance and support to the Vice President of Student Services. This position exercises a high level of independent judgment and discretion in completing work activities. The EA maintains an in-depth knowledge of division and department procedures and has the ability to work independently with minimal supervision. The EA performs a variety of administrative duties, analytical work, and special projects. They work collaboratively with other executive and administrative assistants. They are a member of the Student Services Leadership Council and a representative of Student Services, providing service in a friendly, positive, and confidential manner.
Responsibilities:

• Demonstrate multicultural competence (including an awareness and understanding of historically minoritized populations) and create an educational and work environment that affirms commitment to equity, diversity, and inclusion.
• Serve as the executive assistant to the Vice President of Student Services.
• Provide support to the Student Services Leadership Council as directed by the Vice President.
• Maintain the calendar of the Vice President.
• Assure complete confidentiality of information relative to activities of the Vice President and the College; handle confidential matters and resolve problems independently, using discretion, and following established policies/guidelines.
• Coordinate, schedule, and organize meetings. Secure and prepare meeting rooms, prepare agendas, and other materials as requested. Take minutes, transcribe, finalize, and distribute them. Make conference arrangements as needed.
• Attend meetings with the Vice President needed/requested; provide information, follow-up, and report conclusions to staff, transmitting assignments and request status information.
• Prepare narrative and statistical reports specific to the Student Services Division: prepare data, charts, and graphs. Develop and maintain spreadsheets and reports.
• Monitor budgets that fall under the Student Services Division. Maintain records, prepare status reports, execute budget transfers, and reimbursement requests.
• Develop budget estimates and make recommendations in preparation for and maintenance of budgets, including supply and equipment needs.
• Process monthly invoices and reconciliation of budgets from offices within Student Services.
• Prepare various college forms, including travel documents, vouchers, purchase requisitions, and other required paperwork.
• Act as a point of contact for resolution of routine administrative questions related to the division that originate with administrators, staff, and faculty across campus. Direct students and/or staff with concerns to the appropriate administrator or office for assistance.
• Provide support to division-wide events and activities (commencement, new student orientation, etc.).
• Interview, select, train, supervise, and evaluate work-study students within the Office of the Vice President.
• Support the on-boarding of new Student Service division employees (business cards, keys, technology needs).

Minimum Qualifications:

• Three (3) years of progressively responsible experience in executive level support, program coordination, or administrative work.
• Demonstrated leadership in working with and supporting persons from diverse backgrounds such as sexual orientation, racial, ethnic, religious, linguistic, gender, age, socio-economic, physical and learning abilities, and a commitment to an inclusive and equitable working / learning environment.
• Exceptional human relations, diplomacy, and communication skills, demonstrating the ability to diffuse tense situations, and calm frustrated customers.
• Excellent oral and written communication skills.
• Technology savvy using various platforms; high proficiency using Microsoft Office, especially creating & editing documents, spreadsheets, and presentations.
• Ability to consistently maintain confidentiality, tact, and discretion with every interaction.
• Critical thinking and exercising independent judgment required.
• Budget development/management experience.
• Demonstrated ability to promote universal design and accessibility.
• Excellent leadership and interpersonal skills and ability to work effectively as part of a team.
• Demonstrated attention to detail required as well as previous experience maintaining accurate records, managing multiple tasks, and planning and organizing work in order to meet changing priorities and deadlines.

Preferred Qualifications:
Experience working in a community college or university setting.
Physical Demands:
Everett Community College follows the Americans with Disability Act (ADA) and provides the following information as a guideline for applicants:

• Ability to sit or stand for extended periods of time
• Dexterity of hands and fingers to operate office equipment
• Ability to see to read and verify data and prepare various materials
• Ability to hear and speak to exchange information on the phone or in person

Work Hours: Typical work hours are 8 am - 5 pm Monday - Friday with occasional night and weekend hours. Summer schedule is condensed to 4 10s, typically with Fridays off.
Posting Date: 11/16/2022
Closing Date:12/27/2022
Open Until Filled: No
Special Instructions to Applicants:
Everett Community Colleges mission is to educate, equip, and inspire each student to achieve personal and professional goals, contribute to our diverse communities and thrive in a global society. Furthermore, the Colleges vision, strategic plan and core themes value, respect and uphold equity, cultural competence and inclusion.
Everett Community College does not discriminate on the basis of race, color, religious belief, sex, marital status, sexual orientation, gender identity or expression, national or ethnic origin, disability, genetic information, veteran status, or age.
Notice to Applicants
Prior to 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.
Drug-Free Campus
In compliance with federal and state regulations, EvCC is committed to a safe and drug-free campus. Employees are required to comply with EvCCs policy prohibiting illegal drug use or activity, including notification of criminal drug convictions and the use of prescription drugs or over-the-counter medications that are likely to affect job safety.
The complete policy is available at the EvCC Policies page. If you would like a printed copy of the policy, or if you have any questions, please contact the Human Resources Department at 425-388-9229.
Safety and Security
EvCC strives to be a safe, secure and prepared campus for our students, staff and community. Detailed information regarding campus security, crime statistics for the most recent three year period, and other information is available on the Campus Safety, Security and Emergency Management page. This information is required by law and is provided by the EvCC Security Department. If you would like a printed copy of this information, you may contact the Security Department at (425) 388-9990.
Salary: $65,478.40-$70,000