Confidential Administrative Assistant

Salary: $67,246.00 - $69,026.00 Annually
Location : Yakima, WA
Job Type: Confidential Exempt
Job Number: 25-167
Division: Workforce Education
Opening Date: 04/10/2026
Closing Date: 5/1/2026 11:00 PM Pacific

Description
Our Mission Statement:
As a federally designated Hispanic-serving Institution residing on the traditional homelands of the 14 Confederated Tribes and Bands of the Yakama Nation, Yakima Valley College cultivates equity and a culture of innovative and inclusive teaching and learning.

Yakima Valley College serves all students holistically, supports all students' learning goals, and fosters achievement within career and educational pathways.

We strengthen our communities by providing opportunities for personal enrichment, economic mobility, and sociocultural engagement.

We invite you to consider joining Yakima Valley College (YVC), an innovative and equity-focused designated Hispanic Serving Institution that is committed to the pursuit of equitable student learning outcomes for its diverse students. The Confidential Administrative Assistant plays a vital role in supporting the Associate Vice President of Workforce and Economic Development by ensuring smooth, efficient, and confidential operations within a dynamic and mission-driven department. This position offers the opportunity to contribute to impactful initiatives that connect students with career pathways, support regional economic growth, and foster strong community partnerships.

This position requires a high level of discretion, professionalism, and the ability to manage multiple priorities in a fast-paced environment. If you are a proactive problem-solver who enjoys working collaboratively and contributing to meaningful work, we invite you to apply.
Essential Tasks

Executive Support:

• Manage AVPs complex calendar: schedule meetings, appointments, and travel arrangements; prepare materials and ensure readiness.
• Draft, edit, and finalize correspondence, reports, presentations, agendas, minutes, and memos with confidentiality and professionalism
• Screen, prioritize, and respond to incoming communications (phone, email, mail, in person), directing inquiries appropriately and maintaining discretion
• Organize materials, agendas, and minutes for committees, councils, and Board of Trustees Meetings; track action items and follow up on governance decisions.

Office & Budgeting Coordination:

• Develop and refine office procedures, standards, and filing systems (both digital and physical) to ensure operational excellence
• Ensure Standard Operating Procedures are created, updated, and archived for division access
• Purchase office supplies, small equipment, printing, and arrange for facility and equipment maintenance and repair contracts and services.
• Responsible for purchasing and travel credit cards, posting information into CTC link, and following college procedures.
• Monitor budgets in collaboration with the WED fiscal manager to be responsive to AVPs requests for information.
• Monitor and collect office staff work hours quarterly, ensure the office is supported through staff availability, and follow operating procedures (open/close Workforce Education Division office).
• Train, coordinate, and supervise student workers or administrative support staff as needed.

Crisis & Conduct Liaison:

• Facilitate intake, referral, and documentation for WED student/staff emergencies, conduct issues, and complaints to the AVPs office. Assist with prioritization and referral.
• Maintain resource guides and contact rosters to ensure timely response and support.

Compliance and File Management:

• Coordinate Faculty Professional Development Plan process; post and maintain data, generate quarterly reports for professional development activities, manage PDP Canvas site, ensure timeline compliance, and notifications.
• Coordinate and document timely faculty evaluation processes for the division, including formatting tenure reports and submission to the Vice President of Instruction's Office.
• Systematize and support the AVPs office with divisional onboarding, welcome emails, office assignments, key request(s), adjunct faculty requests, and approvals, serving as the initial point of contact with HR to collect applicant materials for documentation and review.
• Create and manage employee files required for accreditation, management, and audit.
• Monitor PT faculty certification Smartsheet, archiving information to the Division spreadsheet for ongoing information management.
• Ensure offboarding for division faculty and staff occurs on time.
• Serve as archive specialist for the Workforce Education Division.

Divisional Communications:

• Support the development of the divisional newsletter.
• Manage, upload, and archive division documents and information in WED SharePoint.
• In collaboration with the AVP of Workforce & Economic Development, coordinate/develop Quarterly Division meeting PPTs, activities, and information.
• Support activities as needed for accreditation reports and site visits.

Faculty, Staff & Community Communications:

• Faculty notification, reminders, and posting of quarterly syllabi and office hour material submitted by faculty
• Notification to the Workforce Education Division on reminders and timelines
• Communicate using verbal and/or written skills for accurate exchange of information with faculty, staff, professionals, students, and the public.
• Coordinate division nominations for department/program leads, institutional committees, and curriculum membership.

Event & Travel Management:

• Serve as the travel coordinator for the division - ensure travel authorization/expense vouchers meet college policy and procedure, ensure per diem compliance, and gather quotes for rental car and airfare.
• Oversee division events and scheduling, such as division meetings, outreach events, including ensuring appropriate resource forms are completed, food and supplies are purchased, event set up, etc.

Other Duties:

• Perform other duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS:

• Associate degree in Business Administration, Office Management, Business Management, or a related field.
• Two years of administrative experience (executive-level preferred).
• Proficiency in Microsoft Office Suite (Excel, Word, PPT).
• Experience developing forms and creating workflows with other cloud-based software such as Smartsheet, Cognito Forms, and Qualtrics.
• Strong written and verbal communication skills.

DESIRABLE QUALIFICATIONS:

• Bachelor's degree in Business, Public Administration, Higher Education Administration, or related field.
• Experience in a community college, higher education, or public sector (government) environment.
• Advanced Excel skills for data analysis and reporting.
• Experience supporting executive leadership and managing cross-departmental projects.

Supplemental Information

APPLICATION INSTRUCTIONS:
To apply for this position, you MUST submit a complete YVC Online Employment Application, and include the following REQUIRED attachments:

• A cover letter describing how you meet the qualifications of this position (a generic cover letter will not be accepted)
• A current resume (a resume will not substitute for the "work experience" section of the online application)
• Three (3) professional references (personal references do not count as professional)
• Unofficial transcripts for confirmation of degree (if minimum qualifications require a degree). The successful candidate will be required to submit official transcripts at time of hire.
• Certifications/Credentials as required for fulfillment of the minimum qualifications.

Please note: Failure to follow the above application instructions will lead to disqualification. Please do not include any attachments other than the ones requested above. E-mailed documents will not be accepted after the closing of the recruitment or in lieu of attaching your documents to the online application.
SUPPLEMENTAL INFORMATION:

Candidates invited for interviews may be required to complete a skills test.

Candidates may be subject to a Criminal History Background Check as a condition for consideration of employment.

"In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire."

Yakima Valley College does not discriminate against any person based on their race, color, creed, religion, national origin, sex, sexual orientation and/or gender identity, age, marital status, the presence of any sensory, mental or physical disability, the use of a trained dog guide or service animal by a person with a disability, honorably discharged veteran or military status, genetic information, or any other prohibited basis in admission, treatment, or participation in its programs, services and activities, or in employment. All inquiries regarding compliance should be directed to Angie Foster, Director of Human Resources, Yakima Valley College, 1015 South 16th Avenue, Yakima, Washington, 98902; email ; telephone 509.574.4687.

Yakima Valley College's Annual Safety and Fire Report is available online at https://containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related information for the past three calendar years. To obtain a paper copy of the report, please call 509.574.4610.

Applicants with disabilities who require assistance with the recruitment process will be accommodated to the extent reasonably possible.

All positions are subject to funding.
Yakima Valley College offers a selection of health and retirement plans allowing you to take advantage of the plans that work for you. We also offer paid leave, development and career opportunities, and other compensation benefits. Benefit packages are a key component of our Total Compensation Model.

Insurance Benefits

Yakima Valley College offers medical (including vision), and dental. There are several medical plans with affordable monthly premiums that offer coverage throughout the state. Employees are also covered by basic life and long term disability insurance, with the option to purchase additional coverage amounts. To view premium rates, coverage choice in your area and how to enroll, please visit the

Retirement and Deferred Compensation

State Employees can elect to become members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the ' web site. Employees can elect to participate in the Washington State Board Retirement Plan instead, check out for more information.

Employees also have the ability to participate in the (DCP), a supplemental retirement savings program that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Please refer to the for more detailed information.

Paid Leave and Other Incentives

In addition to the benefits above, full time adiministrative employees accrue up to 24 days of vacation, 12 sick days, and 2 personal days each year. Full time employees are also able to take advantage of waived tuition, scholarships and other professional development opportunities.

Contact our Human Resources team with any additional questions you may.