Executive Assistant to the Vice President of Student Affairs

Clark College•Vancouver, WA

4d•Onsite

About The Position

Clark College is currently accepting applications for a full-time, 12-month, administrative, overtime-eligible Executive Assistant to the Vice President of Student Affairs. This position is responsible for providing high-level administrative, operational, project coordination, and communication support to the Vice President of Student Affairs and the Student Affairs Division. Serving as a key member of the Vice President's Office, this position helps advance divisional priorities by ensuring effective coordination of executive operations, communications, projects, meetings, and financial processes. The Executive Assistant serves as a central point of coordination for divisional initiative and activities, facilitating communication and collaboration among students, faculty, staff, administrators, and external partners. The position requires the ability to manage multiple priorities, coordinate complex workflows, exercise independent judgment, maintain confidentiality, and provide exceptional customer service in a dynamic environment. At Clark, we value equity, diversity, and inclusion. We are committed to growing, learning, and supporting our employees.

Requirements

Associate degree AND four (4) years of progressively responsible administrative experience, including experience providing high-level support to executives or senior leaders; OR Bachelor's degree AND three (3) years of progressively responsible administrative experience, including experience providing high-level support to executives or senior leaders; OR an equivalent combination of education and experience that demonstrates the ability to perform the essential functions of the position.
Demonstrated ability to manage multiple priorities, anticipate needs, meet deadlines, and follow through on commitments with a high degree of accuracy and attention to detail.
Strong written and verbal communication skills, including preparing and proofreading professional correspondence, reports, presentations, and other executive-level communications.
Demonstrated ability to exercise sound independent judgment, determine priorities, solve problems, and recognize when issues require escalation or executive attention.
Ability to work well with people of all ages from academically, culturally, and socioeconomically diverse backgrounds.
Background check including criminal record history will be conducted which includes a sexual misconduct background check as required under RCW 28B.112.080.

Responsibilities

Coordinate logistics for internal and external meetings, including the Student Affairs Council, Leadership Team, All-Staff meetings, and other divisional gatherings.
Maintain accurate meeting agendas, minutes, records, and other organizational documentation.
Provide and/or direct support activities such as answering phone calls, assisting with and resolving inquiries, reviewing and screening incoming and outgoing correspondence, and welcoming visitors.
Coordinate and arrange travel logistics, including travel requests, authorizations, reimbursements, and related documentation.
Provide accurate and timely expense reports.
Draft, edit, proofread, and distribute written communications with a high level of professionalism and accuracy.
Support internal and external communications that advance divisional priorities and initiatives.
Serve as a liaison between the Vice President, faculty, staff, administrators, students, and external partners, maintaining professionalism, cultural awareness, and effective working relationships in all interactions.
Maintain discretion and professionalism when handling sensitive and confidential information.
Serve as a central coordination point for divisional initiatives, communications, projects, and operational activities within Student Affairs.
Effectively manage complex workflows, timelines, and cross-functional initiatives, coordinating multi-step projects with attention to detail and successful completion.
Assist in planning and executing department-wide projects, events, and engagement activities.
Ensure events reflect the College's values of inclusion, accessibility, and community.
Facilitate timely requisitions, budget tracking, reimbursement requests, and financial transactions.
Assist in the preparation, monitoring, reconciliation, and reporting of divisional budgets, expenditures, projections, and financial activities.
Accurately prepare and process requisitions, invoices, purchase requests, contracts, and purchasing transactions in accordance with College policies and procedures.
Understand and apply Family Educational Rights and Privacy Act (FERPA), public records requirements, records retention standards, purchasing requirements, and other applicable regulations.
Monitor and support compliance with institutional policies, state and federal regulations, and best practices.
Promote the consistent and equitable application of policies through effective communication and administrative processes.
Model inclusive behavior and demonstrate a commitment to equity, diversity, inclusion, accessibility, and student success.
Foster a welcoming, respectful, and student-centered environment through professional interactions and administrative practices.
Serve as a member of designated College committees, councils, and teams.
Provide leadership in accordance with the Mission and Vision established by the College, furthering Core Themes and College Objectives.
Ensure areas of responsibility operate effectively within the policies and procedures of the College and applicable governing agencies.
Develop and implement policies and procedures for operating unit(s).
Exercise effective stewardship over college resources.
Prepare reports and analytical materials to illustrate objectives, activities, and accomplishments of areas of responsibility.
Create a safe, bias-free working environment, which engenders respect for differences.
Work to achieve the core theme of fostering a diverse college community as established by the College.
Engage in and promote shared governance.
Perform other related duties as assigned.