Olympic College, Student Services

Job Description

Executive Assistant to VP Student Services
Olympic College
Student Services

POSITION: The Executive Assistant provides primary, confidential support to the Vice President of Student Services. The Vice President of Student Services provides administrative oversight to a comprehensive division of student services, programs, and activities. The Vice President of Student Services provides college wide leadership in student related policies, services, and programs and serves as a representative of the College in a number of external settings.

SALARY: $44,437/Annual

EXAMPLES OF RESPONSIBILITIES:

• Provide personal, confidential administrative support to the Vice President of the Division of Student Services;
• Assist the Division of Student Services to attain goals and objectives and facilitate college wide communications pertaining to Student Services meetings and activities;
• Oversee the office management, day-to-day operation, and workflow process;
• Assist with the development and monitoring of division budgets;
• Act as liaison between, and have extensive contact, with faculty, staff and college administrators, representatives of other institutions, local/state/federal agencies, community leaders and local businesses;
• Produce and coordinate reports as required;
• Compose, proofread and edit correspondence, printed materials, news releases and minutes in respect to college policies, procedures and operations;
• Develop, prepare and execute various projects and meetings, including minutes, and coordinate committee work;
• Oversee quarterly production of the Dean’s and President’s honors lists;
• Purchase and maintain supplies and equipment for the Vice President’s Office; maintain purchasing card and reconcile statements;
• Perform complex tasks on word processing, graphics, statistical spreadsheets, PowerPoint presentations, and database work;
• Interpret and apply internal administrative and/or instructional policies consistent with goals, objectives, and polices of Student Services and the College;
• Represent the Vice President of Student Services under specific circumstances as directed;
• Serve as a resource person for the Division of Student Services;
• Supervise office support staff and/or student employees;
• Perform other related duties as assigned and/or required.

Job Requirements

QUALIFICATIONS:

• Five years of progressively responsible administrative support or managerial experience required. Bachelor's degree preferred.
• Extensive experience writing and editing complex documents (e.g. policies, procedures, manuals, correspondence, etc.) required.

Successful applicants will be able to:

• Demonstrate writing skills, including the ability to draft correspondence, write reports, draft policies, etc.;
• Show effective financial, administrative and supervisory skills;
• Demonstrate strong interpersonal and problem solving skills;
• Competently take minutes of meetings;
• Exhibit effective office management skills; manage multiple calendars;
• Demonstrate proficiency in the use of electronic spreadsheets (Excel), word processing software (Word), and electronic database software (Access);
• Facilitate and bring small groups to consensus;
• Develop and document complex business processes;
• Show strong technology skills and the ability to leverage technology to improve department efficiencies;
• Work independently and handle multiple priorities;
• Demonstrate strong organizational and planning skills;
• Adapt and take initiative as circumstances require;
• Demonstrate success working with individuals and groups representing a wide range of diverse cultural, geographic, and socioeconomic backgrounds;
• Function as a team player;
• Interact professionally with designated individuals and groups;
• Organize and prioritize work to meet deadlines and demands;
• Demonstrate critical thinking and strong research and analytical skills;
• Establish and maintain effective working relationships;
• Commit to the values and purpose of a student-centered student services organization;
• Demonstrate excellent verbal and written communication skills;
• Demonstrate an understanding of and commitment to the Olympic College mission, diversity and learning-centered climate.

Information and Application Process Instructions

APPLICATION PROCESS: For guaranteed consideration, submit complete application materials to the Olympic College Human Resource Services Office by 4:30pm on Tuesday, December 1, 2009.

Application materials required:
(Make a copy for your files. The HR Department will NOT provide reproduction of your application materials.)

• Olympic College Online Application – select ADMINISTRATIVE;
• Cover Letter;
• Resume;
• Unofficial copies of college transcripts, if applicable;1
• Three letters of recommendation dated within the last two years;1

1 Submit via fax to (360) 475-7302, as an email attachment to jobs@olympic.edu or mail to the address below.

When inquiring or applying for this position, please also reference Academic Careers Online.

To obtain more information or to submit your resume you can contact Human Resource Services as shown below. If you apply for this position, please say you saw it first on www.AcademicCareers.com. Thank you.

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