Executive Assistant to the Vice President for Instruction

The Executive Assistant to the Vice President for Instruction (VPI) serves as a critical partner in ensuring the smooth operation of the Office of Instruction and supporting the College’s core mission of teaching and learning. This position provides high-level administrative, organizational, and technical support to the VPI and acts as a central point of coordination for communication, scheduling, projects, and initiatives impacting Deans, Directors, faculty, and students.

In addition, the Executive Assistant manages a wide range of complex and confidential tasks, assists in the planning and execution of collegewide initiatives, and ensures timely progress on strategic priorities. This position requires a proactive, detail-oriented, and collaborative professional committed to fostering efficiency, clear communication, and student-centered decision-making. 

This position reports directly to the Vice President for Instruction.

• Maintain VPI's calendar; establish priorities and agendas, arrange appointments, itineraries and travel as assigned; arrange and coordinate meetings; keep appropriate individuals informed of itineraries and appointments;
• Utilize current technology applications in carrying out responsibilities: assemble, prepare and distribute meeting agendas, minutes and supplemental materials (attend meetings as appropriate); maintain personal and departmental electronic files; maintain committee and department websites; and update College website as applicable;
• Exercise discretion and maintain confidentiality in carrying out responsibilities; take initiative in problem-solving; independently handle sensitive situations using tact and diplomacy; and use initiative to ensure matters requiring attention are handled appropriately; and work effectively in stressful situations meeting expected deadlines;
• Compose letters, emails, and reports from brief instructions, notes or on own initiative using extensive knowledge of grammatical composition; determine most appropriate layout, format, arrangement and other related details;
• Screen incoming calls, mail, personal inquiries and other relevant matters; receive and respond to public inquiries tactfully and constructively, evaluating relative importance of each; research and assemble required information for response; answer routine matters and refer others to appropriate persons;
• Compile data from a variety of sources and prepare summary reports as directed; utilize computer software to effectively obtain and calculate data as well as create and develop reports; calculate and tabulate data in accordance with established formulas; post and balance accounts as required;
• Co-facilitate coordination, planning and execution of annual collegewide Welcome Week programming; and
• Assist the VPI in monitoring progress on organizational priorities, budgets, grants and managing projects, encouraging cross-departmental collaboration;
• Act as the ombudsperson for the Grade Appeal and Student Complaint Processes; track steps and timelines in each process; keep accurate records of both processes; 
• Perform related duties as assigned.

• Bachelor's degree from an institutionally accredited college or university;
• Two (2) years of progressive administrative/secretarial experience;
• Experience working in position(s) demonstrating high-level administrative support skills, including the ability to take responsibility, display initiative, and make independent decisions; and
• In-depth computer proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); proficiency in the use of other office equipment and software.

• Master's degree from an institutionally accredited college or university; and
• Experience working in a higher education setting.

COMPETENCIES:

Support for Diversity, Equity and Inclusion: 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;

CBC Shared Commitments: Demonstrates a willingness to work with and support others in completing assignments, accepts constructive feedback, and cooperates with coworkers and supervisors.  Shows alignment with CBC Shared Commitments by treating others with respect, communicating and collaborating effectively, pursuing growth and learning, valuing and celebrating contributions, prioritizing wellness, and holding self and others accountable

Problem Solving: Identify and resolve problems in a timely manner; gather and analyze information skillfully; develop alternative solutions; work well in group problem solving situations; use reason even when dealing with emotional topics;

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; and

Administrative Skills: Promptly respond to requests for service and assistance. Keep others in the loop as needed. Maintain orderly physical and electronic records. Present a professional image to students/public. Follow policies and procedures; and

Columbia Basin College is unable to sponsor or assume sponsorship of employment visas (e.g., H-1B) at this time. Applicants must be authorized to work in the United States for any employer without sponsorship.

This is a full-time, overtime-eligible, professional staff position. The typical work hours for this position are 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.

CBC offers excellent medical/dental insurance, life insurance, long-term disability, paid leave, retirement plans, and a variety of benefit options. Please view the “Benefits” tab for comprehensive benefits information.

CBC is an equal opportunity employer and complies with the letter and spirit of all federal and state laws. CBC encourages applications from qualified candidates regardless of race, color, religion, sex, national origin, age, disability, or other legal protected characteristics. Candidates who need any accommodation in the application process or in employment should contact the Office of Human Resources.

Successful candidates must meet the following requirements:

• Provide proof of lawful permanent residency or other appropriate work authorization as required by the Immigration Reform Control Act of 1986.
• Disclose any substantiated findings or any ongoing investigations related to sexual misconduct as required by RCW28B.112.080.
• Pass a criminal background check. Note: information learned during the criminal background check will not necessarily preclude employment but may be a factor in eligibility for the position.
• Verify education at the time of hire. 
• Maintain an alcohol-free and drug-free workplace during employment.

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 having the ability to move materials on a regular basis such as files, books, office equipment, etc. and travel between buildings on campus. Manual dexterity and coordination are required to operate equipment such as computer keyboard, calculator, and standard office equipment. 

Work environment includes office and other settings as appropriate.  The position operates in a fast-paced service-oriented environment with frequent interaction and competing priorities.  The noise level is typical of an office environment with telephones, personal interruptions, and background noise.  Occasional travel may be required.