Executive Assistant – Office of yehaw / Office of Planning & Institutional Effectiveness (E)

Shoreline Community College•Shoreline College, WA

8d•Hybrid

About The Position

The Office of yehaw provides leadership and support for equity, diversity, and inclusion education and implementation for Shoreline College. Through our yehaw Center for Student Empowerment & our Benefits Hub, the Office of yehaw provides direct student support and services that intentionally address student retention and institutional transformation. As a division we develop strategies and address systematic barriers that prevent students from achieving their educational goals while creating a campus that is open and supportive to all staff, faculty, and students through care, compassion, and advocacy. In addition, this position supports The Office of Planning & Institutional Effectiveness (PIE) which furthers the College’s mission and commitment to student success by providing accurate, timely, and actionable information to facilitate evidence-based planning and decision-making to improve institutional effectiveness and support continuous improvement. PIE does compliance reporting (federal and state government, accrediting agencies, etc.), business intelligence reporting, and institutional research. The Executive Assistant will support both Vice President of Diversity, Equity, and Inclusion & the Associate Vice President of Planning and Institutional Effectiveness.

Requirements

Bachelor’s degree from an accredited institution OR equivalent education/experience.
Four (4) years of progressive administrative support experience
Microsoft Office (Outlook, Word, Excel, PowerPoint), Microsoft 365, and Adobe Acrobat
Equal Employment Opportunity (EEO) law, the Americans with Disabilities Act (ADA) and other related state or federal regulations.
Omni Update or similar website maintenance application
Effective budgeting principles/practices, including fund reconciliation.
ctclink (PeopleSoft) or similar enterprise resource planning software
Diversity, equity, and inclusion activities/resources within a higher educational environment.
Contributing to equity, diversity, and inclusion work by fostering a climate of multicultural appreciation and awareness.
Effectively working within diverse environments at all levels inside and outside the College.
Effective written communication, including conducting research; producing and editing content; proofreading; and presenting data in an accurate, clear, and concise manner.
Ability to maintain accuracy and consistency within established processes/procedures
Attention to detail, time management, multi-tasking, and handling competing deadlines while working with multiple partners.
Remaining calm and adapting to changing needs due to emergent situations.
Handling sensitive situations, using independent judgment within legal guidelines.
Exhibiting professionalism, tact, diplomacy, discretion and integrity with diverse internal and/or external groups or constituencies

Responsibilities

Provide confidential and executive-level administrative support to VP-DEI and AVP-PIE.
Coordinate daily administrative support operations of assigned areas, including but not limited to purchasing, print services, travel arrangements, budget reconciliation, etc.
Determine appropriate action steps on projects; monitor project status and document flow; draft and prepare correspondence and other written materials as assigned.
Relay messages/instructions; and inform VP-DEI and ED-PIE on matters as appropriate.
Manage/maintain the VP-DEI and AVP-PIE’s calendar, plan and schedule meetings
Receive DEI Office visitors, phone calls, emails, mail and determine appropriate next action.
Draft and prepare correspondence and other written material as assigned.
Independently write, proofread and/or edit all forms of written communication including but not limited to emails, letters, memorandums, reports, faxes, agendas, and minutes.
Provide support to assigned councils, committees or events including the distribution of meeting agendas/notices, taking/developing meeting notes/ minutes; maintaining committee files and rosters; reserving meeting space, equipment and/or catering services; running audio equipment to allow for hybrid meetings, and other resources as required.
Monitor, reconcile, and initiate corrections as needed for the Office of yehaw and PIE budgets.
Maintain The Office of yehaw and PIE Office web/intranet presence ensuring accurate and timely information.
Manages the research, curation, organization and determination of posted content relative to assigned projects and areas of responsibilities with compliance and other legal requirements.
Manage the coordination of employee/student attendance at various Office of yehaw conferences (FSOCC, NCORE, etc) annually.
Manage campus communication regarding application procedures/timelines, review processes, selection notices, and the coordination of pre/post-conference work.
Coordinate projects/ongoing functions with a variety of partners within competing deadlines.
Support policy/procedure updates, including communication to the campus as needed.
Keep current with laws, regulations, and technology that affect area of responsibility.
Exercise discretion and maintain confidentiality in carrying out responsibilities; take initiative in problem-solving; independently handle sensitive situations using tact and diplomacy; and work effectively in stressful situations meeting expected deadlines.
Promote an environment supportive of the College mission, vision and strategic direction.
Collaborate with the offices of other senior administrators; work as a team player, appropriately exhibiting a positive attitude and sense of humor.
Coordinate all major division events including but not limited to workshops, keynotes, and all community-based events sponsored by the Office of yehaw .
Represent the College in a professional and proficient manner.
Perform other duties as assigned (of a similar nature or level).