Executive Assistant to the Vice President for Human Resources & Legal Affairs
Columbia Basin College
Location: Pasco, Washington
Preferred Education: Bachelor’s
Higher Education Institution
Columbia Basin College ("CBC" or the "College") seeks an Executive Assistant to the Vice President for Human Resources & Legal Affairs who will exercise independent judgment on a wide variety of complex administrative tasks while providing administrative assistance to the Vice President for Human Resources (HR) & Legal Affairs. This position requires excellent organizational, technical and administrative abilities in providing confidential support to the Vice President for HR & Legal Affairs and the Legal Affairs team. The position requires a commitment to the College’s mission, a keen mind, attention to detail, and the ability to prioritize and complete multiple tasks in a skillful and timely fashion. The Executive Assistant reports directly to the Vice President for Human Resources & Legal Affairs.
This position is open until filled. Priority consideration will be given to applicants whose complete application has been received by October 10, 2021 at 11:59 PM PDT.
Per Governor Inslee’s Proclamation 21-14.1 (Download PDF reader), state employees and employees of educational institutions must be fully vaccinated no later than October 18, 2021. If hired, your vaccine status will be verified during onboarding unless you apply and qualify for a religious or medical exemption and can be accommodated to perform the essential functions of the position. Need more information? Please contact firstname.lastname@example.org.
Perform a wide variety of complex and responsible legal, administrative and clerical support duties for the Vice President of HR & Legal Affairs and the Legal Affairs team;
Exercise discretion and maintain confidentiality in carrying out responsibilities; take initiative in problem-solving; independently handle sensitive situations using tact and diplomacy; use initiative to ensure matters requiring attention are handled appropriately; work effectively in stressful situations meeting expected deadlines;
Assist in preparations for collective bargaining negotiations, legal hearings, personnel hearings and other preparatory work;
Draft and proofread a wide variety of reports, letters, memoranda, correspondence, contracts and statistical charts; type from rough draft, verbal instruction, or independently compose correspondence and reports related to assigned area of responsibility;
Maintain calendar for the Vice President for HR & Legal Affairs; establish priorities and agendas, arrange and coordinate appointments, meetings, itineraries and travel as assigned;
Research, compile, and edit data and material for reports and documents; prepare reports as required; organize and maintain paper and electronic files;
Assist with the coordination and processing of grievances, complaints and appeals through applicable collective bargaining agreements, personnel procedures or other;
Prepare and process professional service contracts with investigators or other outside agencies; coordinate travel and other investigation or event details;
Create and monitor a system of controls, procedures, and forms for newly acquired and fixed assets in the HR/Legal Affairs Division;
Provide clerical support to the Tenure Review Oversight Committee, Peer Review Committee Chairs and Promotion Advisory Committee; monitor files and tracking of applicable due dates, form and processes;
Maintain and update various Human Resources, Labor Relations and Legal Affairs webpages on the College’s website;
Participate in College committees as needed;
Participate in quarterly Executive Assistant team meetings;
Assist other vice presidents and administrators as needed; and
Perform other related duties as assigned.
Bachelor's degree from an institutionally accredited college or university;
Two (2) years of progressive executive secretarial or administrative assistant work for an attorney or senior-level manager; and
Computer proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); proficiency in the use of other office equipment and software.
Experience working in a higher education setting.
Accuracy: Monitor accuracy of own work; recognize and corrects errors; maintain accurate records; accomplish tasks thoroughly through concern for all the areas involved, no matter how small;
Analytical Skills: Synthesize complex or diverse information; collect and research data; identify data relationships and dependencies; design workflows and procedures;
Resourceful & Entrepreneurial: Consistently focus on end results and find most effective way to achieve goals and objectives; act on opportunities; take calculated risks; generate non-routine, non-traditional actions to overcome obstacles and achieve results;
Attitude Toward Progress and Change: Cooperate and support change and new processes; acceptance and quality performance throughout change;
Willingness to Learn: Open to learning new methods, obtaining certifications, attending training; participate in cross-training opportunities when assigned; suggest and/or research new methods; proactively look for training opportunities that would better the position and/or department;
Oral & Written Communication: Speak clearly and persuasively in positive and negative situations; listen and get clarification; respond well to questions; demonstrate group presentation skills; participate in meetings; structure and convey information clearly and effectively through both formal and informal documents; review and edit written work constructively; ability to tailor to audience in mind;
Student Centered: Attention, interest, activities and efforts are centered upon the best interest of students; create and support an environment that enables learners to achieve their personal, academic, and professional goals; provide courteous and helpful responses to all customers, whether they be students, general public or employees from another department;
Support for Diversity: Reflecting CBC's mission, vision and values, support initiatives that expand the human qualities that differentiate our workplace and educational setting; demonstrate and advocate an understanding of differences, open mindedness, compassion, sensitivity and interest in differing viewpoints given the diverse population and show a deep commitment to the involvement of colleagues, students and community members to student experience and success honoring freedom of expression as fundamental to personal, professional and organizational growth;
Accountability: Accountable for own actions, decisions, errors, mistakes and/or failures to act when appropriate; accept responsibility when given, understand what duties employee is responsible for and can be counted upon to carry out those responsibilities; and
Teamwork: Demonstrate a willingness to work with, and help others in completing job assignments, the ability to accept constructive criticism, and to cooperate with fellow employees and supervisors; demonstrate alignment with the "Yes And" culture, (e.g., being present and listening, making each other look good, embracing change and failure and choosing positivity).
TERMS OF EMPLOYMENT: This is a twelve (12) month per year, full-time exempt position. The standard work hours will be Monday through Thursday 7:00 a.m. to 4:30 p.m., and Friday 7:00 a.m. to 12:00 p.m.; however, work hours may vary due to work demands and some evening and weekend work may be required. This position is overtime exempt.
PROCESS NOTE: Prior to a new 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 applicant's suitability and competence to perform in the position.
Please note that selected interview candidates may be subject to supplemental tests that will measure skills and abilities in the following areas: Excel, Word, PowerPoint, Proofreading, Business Writing, Office Grammar & Spelling and Office Management Skills.
CONDITIONS OF EMPLOYMENT:
In the interest of providing a healthy, safe and secure educational and work environment, and in order to meet the requirements of federal legislation, it is the policy of Columbia Basin College to maintain an alcohol and drug-free workplace for our employees and students. This position is directly engages in the performance of work on a federal contract or grant which requires compliance with the College's Drug-Free Workplace Policy, as well as reporting requirements, as a condition of employment.
If you are hired, you will need to provide proof of identity and documentation of U.S. citizenship or appropriate authorization to work in this position as required by the Immigration Reform Control Act of 1986.
Columbia Basin College operates under an approved affirmative action plan and encourages applications from persons of color, women, veterans and persons of disability. The Human Resources Office is accessible to those with disabilities. If you need accommodation in application or employment, contact the Human Resources Office at (509) 542-4740.
Other Job Elements
The physical demands listed below represent those that must be met by an incumbent to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.
PHYSICAL DEMANDS OF POSITION: While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility including the ability to move materials weighing up to 5 pounds on a regular basis such as files, books, office equipment, etc., and may infrequently require moving materials weighing up to 25 pounds. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, calculator, standard office equipment, and automobiles.
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Most of work period occurs under usual office working conditions where the noise level is typical of most office environments. Telephones, personal interruptions, and background noise are common. Some nights and weekends may be required.
Columbia Basin College (CBC) serves the citizens of Benton and Franklin counties in Washington state with two-year associate degrees for transfer to a four-year university, and applied degrees for workforce employment. CBC also provides one-year certificates and basic skills for those pursuing a GED or high school diploma. CBC serves approximately 7,000-8,000 students each quarter.Columbia Basin College now offers bachelor degrees in Nursing, Project Management, Applied Management, Cyber Security, Information Technology, and Dental Hygiene. These bachelor degrees are in direct response to the needs of our community. As a result of community needs, Columbia Basin College has recently opened our new state of the art Social Sciences and World Languages Center at the Pasco campus.In July 2017, CBC will open its second, four-story Health Science Center in Richland. In addition to training CBC healthcare professionals, the Wortman Medical Science Center will also be a functional medical clinic as part of Kadlec Regional Medical Center’s family medicine residency program.CBC will open a student housing facility in September. This first phase will house 125 students.Columbia Basin Co...llege continues its rich tradition of meeting our community's needs with a dynamic faculty, state-of-the-art facilities, and a diverse student body from all walks of life.