Clark College is currently accepting applications for a full-time, 12-month, exempt Executive Assistant (EA) to the Vice President in the Student Affairs department.
Leading with racial equity, the Executive Assistant (EA) to the Vice President of Student Affairs (VPSA) supports and assists the division by providing a wide range of complex administrative, secretarial support services, and budget tracking for the division. This position is responsible for coordinating and supporting meetings, activities, evaluation and reporting for accreditation and strategic planning. The EA requires the ability to work with minimal direction. The position also requires a high degree of confidentiality, knowledge, and expertise in a variety of institutional interactions. The EA should demonstrate, establish, and maintain highly effective interpersonal relationships with coworkers, students, faculty, outside agencies, and the public; work in a team environment with diverse populations; proactively problem solve; communicate effectively and respectfully at all levels; cope effectively with conflict; and represent the college and its programs professionally. The EA may be responsible for training, supervising, and reviewing the work of student workers. T he current hybrid work schedule is four days on campus and one day remote. The hybrid schedule and hours are subject to change based on the needs of the college.
At Clark, we value equity, diversity, and inclusion. We are committed to growing, learning, and supporting our employees. JOB DUTIES AND RESPONSIBILITIES: Serve as the Executive Assistant to the Vice President of Student Affairs and provide the comprehensive clerical needs of the division with a high level of performance and confidentiality. Act as liaison for the Vice President of Student Affairs with the College community, SBCTC, the Office of the Attorney General, other state agencies, businesses, educational organizations, local school districts, and other colleges and universities. Initiate and coordinate meetings and materials for the Student Affairs Council (SAC) and Student Affairs All Staff Meetings. Serve as the Vice President of Student Affairs' delegate on the Academic Standards Committee (ASC). Coordinate the Vice President's annual administrators' evaluation process. Support the development of communication sent on behalf of the Vice President of Student Affairs. Coordinate and schedule management meetings, committee meetings, and retreats. Prepare agendas, attend meetings and compose minutes, arrange appointments, and make travel arrangements as needed for Vice President, as well as the Dean of Student Engagement. Develop and maintain current knowledge of all operations within Student Affairs, the College, the Board of Trustees, and the State. Assist in the development of procedures to facilitate adherence to policies. Serve as liaison between the appointed Assistant Attorney General and the Committee on Student Conduct Chair. Provide logistical support for the student appeal hearing. Oversee maintenance of complete files and index of Vice President's correspondence and information relating to administrative responsibilities following the current guidelines for records management. Serve as Project Manager for Student Affairs departmental operational needs as assigned. Establish necessary codification of certain Clark College policies and procedures. Assist in developing and provide accountability of the Vice President of Student Affairs budget—monitor and control expenditures throughout the fiscal year/biennium. Assist the Vice President in the development of the division budget and represent the department in the College budget process. Serve as contact for division deans, directors and managers in matters involving department budgets and processes. Specifically, gathering data pertaining to expenditures, revenue for fee accounts, forecasting, payroll, tracking, compiling, and projecting. Triage and respond to inquiries, questions, concerns, and complaints sent to the VPSA. Interpret college administrative policies and procedures to staff, students, and the public requesting information. Research and provide responses to various internal and external requests for information. Oversee procurement of office supplies and equipment; process and authorize purchases orders and budget transfers as needed. Monitor department budget monthly. Prepare division-spending reports for the vice president on a regular basis, reflecting annual budget expenditures. Support labor and other contract negotiations with appropriate levels of confidentiality. Perform related duties as assigned. MINIMUM QUALIFICATIONS: Associate degree AND four (4) years of experience providing high-level executive support, including budgeting, project management, office management, and report writing OR Bachelor degree in business, public administration, office management, paralegal, or related field AND three (3) years of experience providing high-level executive support, including budgeting, project management, office management, and report writing. Experience using Microsoft Office Suite, specifically Outlook, Word, Excel, Power Point, as well as Teams, Zoom, SharePoint, and OneDrive. Clear and effective written and verbal communication skills, including proofreading, preparing and making presentations, sharing information with small and large groups, building collaborative relationships with internal and external partners. Ability to plan, organize, prioritize, and execute assignments in a timely manner with minimal direction in a fast- paced environment, coordinate activities and meetings, manage multiple projects simultaneously, and learn and implement appropriate college policies and procedures and state laws, codes and regulations. Ability to work well with people of all ages from academically, culturally, and socioeconomically diverse backgrounds. About Clark College
Clark College inspires learners to excel, transforms lives, and strengthens our increasingly diverse community. Clark College, in service to the community, guides individuals to achieve their educational and professional goals.
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