Administrative and Project Specialist

Skagit Valley College • Mount Vernon, WA

28d • $60,000 - $75,000

About The Position

The Opportunity: Skagit Valley College has an opening for an Administrative and Project Specialist at the Mount Vernon campus in Mount Vernon, WA. This position reports to the Vice President of Institutional Effectiveness, Planning, and Marketing. This is a full-time, administrative exempt, overtime-eligible position. The Administrative and Project Specialist provides direct support to the Offices of Institutional Effectiveness and Planning and Marketing and Communications. This position will be responsible for the effective day-to-day operations of the division, coordinating projects across departments, and assisting with research, surveys, and data collection to support institutional goals. The role requires strong organizational skills, attention to detail, project management skills, and the ability to manage multiple priorities while maintaining confidentiality and professionalism. About SVC: Established in 1926, Skagit Valley College is a comprehensive community college within the Washington State Board for Community and Technical Colleges(SBCTC) providing associates and bachelor's degrees, as well as certificates, in high-quality academic transfer pathways, workforce training, basic education for adults, and lifelong learning opportunities. Our equity goals align with SBCTC's Vision statement; "Leading with racial equity, our colleges maximize student potential and transform lives within a culture of belonging that advances racial, social, and economic justice in service to our diverse communities." SVC's commitment to equity and social justice drives our collective work to increase access to higher education, inspire student learning and achievement, and strengthen our diverse community. We embrace equity through our core themes of access, achievement, and community by pursuing the continuous examination and revision of norms, policies, and practices to foster the success of all. SVC aspires to reflect the diverse racial, ethnic, and linguistic demographics in the district, particularly a growing Latinx population. As an emerging Hispanic Serving Institution (HSI) SVC seeks equity minded leadership, faculty, and staff that are committed to inclusive practices and to diverse environments where students from all backgrounds can thrive via multidisciplinary collaboration and the implementation of an array of services.  Candidates representing all aspects of diversity are encouraged to apply.  Mission: Skagit Valley College cultivates student learning and achievement; contributes to the educational, personal, and economic success of students; and promotes equitable and thriving communities. Vision: The primary focus of Skagit Valley College is student-centered teaching and learning. We are committed to: Equitable student outcomes in access, achievement, and community; Our Guiding Principles; Decisions based on strategy and evidence; The development of our employees; A diverse and inclusive college community where everyone belongs. The Location: Skagit Valley College is on the traditional and unceded territories of the Coast Salish People's, especially on Swinomish Indian Tribal Community, Upper Skagit Indian Tribe, Samish Indian Nation, Nooksack Indian Tribe and Sauk-Suiattle Indian Tribe. Located in a geographically diverse region between the dynamic metropolitan hubs of Seattle and Vancouver, BC, SVC is never far from world-class outdoor recreation, urban arts scenes, and local cultural events. SVC serves our local communities with a campus in Mount Vernon, Oak Harbor on Whidbey Island, and centers in Friday Harbor, a Marine Technology Center in Anacortes, and a Brewing Academy in Burlington. Guiding Principles: Respect, Integrity, Open and Honest Communication, Collaboration, and Compassion. Did You Know: Skagit Valley College is an innovative community college committed to offering inclusive access to educational opportunities, supporting student achievement, and engaging our community. SVC is nationally known for learning communities and support for high impact teaching practices that improve the lives of our students. We are committed to creating student learning experiences that foster equity and diversity to strengthen our local and global communities. We practice a high degree of collaboration among faculty, staff, and administrators to lead initiatives that advance student success and strengthen our increasingly diverse district. We value student and colleague engagement in creating an equitable, diverse, innovative, learning-centered environment.   Skagit Valley College offers: An unrelenting focus on our mission to improve the lives of our students and to strengthen our diverse community. Support for innovative teaching, learning, and scholarship. Exciting opportunities for personal and career growth. Diverse cultural and environmental benefits of rural, suburban and urban lifestyles. Friendly, supportive, and diverse work environments. Excellent benefits including competitive leave packages and an array of health, dental, vision, and retirement plans to meet your current and future needs.

Requirements

• Exceptional analytical and problem-solving skills
• Meticulous attention to detail
• Strong organizational and time management abilities
• Critical thinking aptitude
• Strong project management skills
• Excellent communication skills across all levels of the organization
• A customer service-focused approach
• The ability to handle confidential information with discretion
• Knowledge and/or understanding of: Business and office technology.
• Skilled in: Organization, accuracy, and attention to detail
• Problem solving and conflict resolution
• Interpersonal partnerships
• Record keeping
• Computer use for communication, data entry, spreadsheets, correspondence, and report creation
• Microsoft Excel, and be able to create, maintain, track, calculate, and analyze information; and utilize formulas
• Microsoft Word, and be able to create, revise, and maintain correspondence, forms, templates, and documentation, and use mail merge functionality
• Microsoft Outlook, and be able to compose and send emails, and manage calendars
• Project management
• Technological skills necessary for coordinating, redacting, preserving metadata.
• Ability to: Organize and work independently on multiple assigned tasks/projects, complete assignments within specified deadlines
• Anticipate and mitigate the risk associated with public records and use of judgment in effective problem-solving
• Maintain current knowledge of privacy and public records laws; continuously monitoring legal changes
• Pay close attention to detail for sustained periods of time
• Adapt easily to changing business needs, conditions, and work responsibilities
• Balance competing demands of long-term projects and emergent needs
• Demonstrate ownership of the work while taking responsibility for resolving errors
• Maintain confidentiality
• Establish and maintain cooperative and effective working relationships with staff and the public
• Communicate clearly and concisely, both orally and in writing, with tact and courtesy
• Maintain a professional, positive service attitude under sometimes stressful situations
• Develop positive relationships and effectively interact within all levels of the organization and with external customers by being highly responsive, non-judgmental, and supportive
• Apply analytic and problem-solving capabilities to accomplish work tasks and perform detailed work with accuracy including use of proper spelling, punctuation, sentence structure and grammar
• Work productively in a team environment
• Demonstrate a good sense of humor
• Arrive to work at the scheduled time and be reliable in attendance
• Bachelor's degree from an institutionally accredited college or university OR an equivalent combination of education and experience that demonstrates the candidate meets all competency requirements for this position
• Three (3) years of progressively responsible experience in office/clerical, project management, research/data, or general administrative work OR a combination of education, training and practical experience which provides an equivalent background required to perform the work of this position
• Prior experience providing administrative experience in support of an executive level administrator.

Nice To Haves

• Demonstrated ability to manage complex schedules, budgets, and departmental initiatives
• Experience working in position(s) demonstrating high-level administrative support skills, including the ability to take responsibility, display initiative, and make independent decisions
• In-depth computer proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); proficiency in the use of other office equipment and software
• Experience working in a diverse population
• Excellent writing skills and organizational skills

Responsibilities

• Provide general office support for the offices of Institutional Effectiveness and Planning and Marketing and Communications
• Arrange travel for conference attendance, including flights, rental cars, lodging, and related reimbursements, in accordance with college policies and procedures
• Create and process purchase requisitions, process invoices, and order office supplies
• Manage projects as assigned by the Vice President of Institutional Effectiveness, Planning, and Marketing (VPIEPM) and support compliance-related activities, including accreditation
• Assist with monitoring and tracking department budgets
• Coordinate room reservations and arrangements for meetings and events
• Reconcile credit card transactions in compliance with college and state requirements
• Manage and coordinate the college's mascot schedule and requests
• Provide excellent customer service and establish effective working relationships with college employees, departments, guests, and external agencies
• Communicate professionally and effectively, both orally and in writing
• Establishing manual and electronic recordkeeping/filing systems and database files
• Maintaining and tracking equipment and supply inventory for multiple offices
• Assisting staff with various administrative tasks
• Maintain and update the college's media links and various archival information
• Assist with document preparation, proofreading, and editing for reports, presentations, and communications
• Perform other duties as assigned
• Work with staff project leads to track project timelines, deliverables, and tasks across both offices
• Monitor progress on key initiatives and provide regular status updates
• Develop or maintain web, project, or data reports
• Support collaboration between cross-functional teams to ensure timely completion of projects
• Maintain an annual calendar of routine tasks and provide reminders to staff
• Perform other related duties as assigned
• Assist with the design, distribution, and analysis of surveys and focus groups
• Compile and organize data for reports, dashboards, and presentations
• Conduct background research to support planning, marketing, and communications initiatives
• Maintain accurate and accessible records of data projects, ensuring compliance with institutional policies and data privacy standards

Benefits

• Excellent benefits including competitive leave packages and an array of health, dental, vision, and retirement plans to meet your current and future needs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Religious, Grantmaking, Civic, Professional, and Similar Organizations