Executive Assistant to the Vice President of Student Affairs

$70,000 - $84,000/Yr

Green River Community College - Auburn, WA

Full-time - Entry Level

Auburn, WA

Educational Services

About the position

The Executive Assistant to the Vice President of Student Affairs will represent the Vice President of Student Affairs and serve as a liaison for the vice president and the Student Affairs and Student Success Division. This role is crucial in navigating the needs of both internal and external constituents while coordinating essential functions such as budget management, records management, and personnel administration. The Executive Assistant will also assist the Vice President in regulating the productivity and management of surrounding departments, which include the Dean of Campus Life, Dean of Enrollment & Completion, Student Life, Athletics, Office of Diversity, Equity & Inclusion (ODEI), Disability Support Services (DSS), Veteran Services, Commencement Achievement Program (CAP), TRIO/Project Class, Auxiliary Services, Assistance and Care Team (ACT), and Judicial Affairs. This position requires a high degree of independence in managing the office and involves operational supervision of budgets for the Student Affairs and Student Success Division, as well as overseeing the code of conduct process. The Executive Assistant will maintain confidential records, ensure program compliance, and manage legal documents related to student conduct and registered sex offenders. Collaboration with the Office of the Registrar is essential for managing student holds and coordinating disciplinary notifications in accordance with established procedures. The role also includes supporting crisis intervention and academic referrals to various college departments and community agencies. The Executive Assistant will be responsible for monitoring and managing various administrative tasks, including maintaining the Vice President's calendar, making travel arrangements, and coordinating department-related meetings and events. This position also involves serving on institutional committees and performing additional retention functions as needed by the Vice President of Student Affairs. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a commitment to supporting a diverse and inclusive campus environment.

Responsibilities

• Represent the Vice President of Student Affairs and serve as a liaison for the Student Affairs and Student Success Division.
• Navigate the needs of internal and external constituents and coordinate functions such as budget management and records management.
• Assist the Vice President in regulating the productivity and management of surrounding departments.
• Operational supervision of the budgets for the Student Affairs and Student Success Division and code of conduct process.
• Maintain confidential records, program compliance, and legal documents related to student conduct and sex offenders.
• Collaborate with the Office of the Registrar on placing and lifting holds on students once the code of conduct process is initiated.
• Determine and coordinate disciplinary notifications in accordance with student disciplinary procedures.
• Support crisis intervention and academic referrals to college departments and community agencies.
• Monitor excel spreadsheets for Registered Sex Offenders and initiate correspondence to faculty and staff.
• Interpret and understand legal issues and implications applying laws and state administrative codes.
• Maintain regulations of FERPA and student rights and responsibilities.
• Interpret, advise, and implement institutional policies and procedures related to personnel matters.
• Partner with the Vice President on the development and maintenance of division-related policies and procedures.
• Facilitate administrative duties such as coordinating meetings and handling confidential information.
• Manage and maintain all confidential records and correspondence related to sensitive information.
• Oversee revisions for division-related publications and prepare stipend contracts for faculty advisors.
• Provide budget reports, submit annual budget updates, and manage office credit card.
• Maintain the Vice President's calendar, make travel arrangements, and coordinate department-related meetings and events.
• Serve on institutional committees as needed and perform additional retention functions.

Requirements

• High school graduation or equivalent and two years of full-time clerical experience.
• Highly skilled in using Microsoft Office software (Excel, Word, Outlook, etc.).
• Demonstrated ability to consistently meet daily, weekly, and monthly deadlines.
• Excellent communication skills - both oral and written.
• Strong customer service and time management skills.
• Solid organizational skills and the ability to track and manage large amounts of digital and paper documents.
• Bilingual is an asset but not a requirement.

Nice-to-haves

• Experience in a higher education environment.
• Knowledge of student conduct processes and legal implications.

Benefits

• Disability insurance
• Dental insurance
• Retirement plan
• Paid sick time
• 24 vacation days per year
• 11 paid holidays per year
• 12 days of paid sick leave per year
• One paid personal holiday
• Tuition-waiver program
• On-campus fitness center
• Medical, dental, life and long-term disability insurance benefits.