Administrative Assistant 3 - Student Services and College Advancement

Position Summary

The Opportunity: Skagit Valley College has an opening for an Administrative Assistant 3 at the Mount Vernon Campus in Mount Vernon, WA. This is a full-time, 40 hour a week classified position reporting to and providing confidential support for the Vice President of Student Services, as well as the Advancement & Marketing team. The Administrative Assistant 3 will work under general supervision and independently perform a variety of complex clerical projects and assignments such as preparing reports and fiscal documents, constructing and distributing meeting agendas, composing correspondence, completing contract paperwork, establishing manual and electronic recordkeeping/filing systems and database files, maintaining and tracking equipment and supply inventory for multiple offices, and supporting travel arrangements and budgeting for relevant administrators. The Administrative Assistant 3 will also coordinate, organize, and maintain the Strategic Enrollment Management (SEM) plan and Completion plan on behalf of the relevant SVC Councils, under the direction of the Vice President for Student Services.

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.

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.

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

Duties and Responsibilities

• Maintain budget logs for relevant Student Services and Marketing accounts, including invoicing, purchase requisitions, and purchase orders;
• Prepare regular budget snapshots to the VP of Student Services, VP of College Advancement, and Executive Director of Strategic Marketing and Communications;
• Develop budget estimates and monitor budget status and expenditures;
• Coordinates, organizes, and maintains the Strategic Enrollment Management (SEM) and Completion plans on behalf of the relevant SVC Councils;
• Maintains and coordinates revisions for operational policies and procedures (OPPMs) within the Student Services division;
• Receive, process, route, and/or file paper and electronic forms, documents, and correspondence according to department procedures;
• Transcribes minutes, screens calls and visitors;
• Make travel arrangements and process reimbursements under the direction of the VP of Student Services;
• Receive, sort, and distribute office mail;
• Maintain office supply inventory and equipment, and place orders as needed;
• Maintain an updated employee directory for all Student Services employees in the division;
• Maintain division and department listserv membership;
• Provide support on contract routing, processing, and tracking;
• Follow established procedures for archive tracking and record retention;
• Serve as a backup to maintain the appointment and meeting calendar of the Vice President for Student Services, including necessary room reservations and arrangements;
• Create travel authorization, process reimbursements and expenditure requests for Marketing and Advancement;
• Occasionally assist with arranging meetings for the VP of College Advancement;
• Create purchase requisitions for Marketing and Advancement expenditures, and Office of Student Services;
• Assist the Advancement Unit with office supply inventory, business cards, office station name updates, phone changes, and IT needs for new hires;
• Prepare Advancement unit(s) budget reports 1- 2x quarterly;
• Media Research and analysis for marketing plans, talking points, and other market research and analysis;
• Assist occasionally with College Advancement event support;
• Confidential scheduling for VP College Advancement and current/potential donors, community leaders, Cabinet, & President’s Office;
• Miscellaneous administrative tasks for the Advancement Unit (as time allows); and
• Other duties as assigned.

Knowledge or understanding of:

• Microsoft Office Suite;
• General office equipment;
• Phone systems and professional phone etiquette;
• Proper spelling, punctuation, sentence structure, and grammar;
• Alphabetized, categorized, and date order filing systems;
• The Guiding Principles of Skagit Valley College;
• Scheduling, planning, and project management processes.

Skill in:

• Excellent oral and written communication skills;
• Highly organized, detail-oriented, and self-motivated;
• Anticipating next steps, potential conflicts, and quick resolutions;
• Advanced proficiency in MS Office programs such as Word, Excel, and PowerPoint.

Ability to:

• Respect and maintain confidentiality and discretion around sensitive information;
• Proficiently use Microsoft Office Suite, databases, Outlook, Excel, and Internet Explorer;
• Provide excellent customer service by effectively addressing questions and concerns;
• Work with diverse groups of individuals;
• Identify, access, and apply appropriate policies, regulations, and procedures;
• Communicate information and ideas effectively, orally, and in writing;
• Effectively read, understand, and interpret information and ideas;
• Adapt to changing needs, processes, working conditions, and duties;
• Plan and manage time to effectively organize multiple assignments sometimes involving competing priorities to produce work products that are accurate, thorough, and on-time;
• Work effectively as a member of a team;
• Perform assigned duties in a manner consistent with applicable laws, regulations, and the goals of the institution;
• Operate a motorized vehicle;
• Demonstrate an understanding of and commitment to community college values, mission, equity, and a learning-centered climate;
• Ability to work occasional evenings and/or weekends and to travel within the service area;
Excellent interpersonal skills and the ability to work effectively as part of a team.

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Qualifications

Minimum Qualifications

• High school graduation or GED;

• Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

OR

• Formal education will substitute year-for-year for experience.

• Associate's degree;
• Experience in higher education;
• Experience working in and serving a diverse population.

Salary, Benefits, Conditions of Employment, Application Procedure

Salary and Benefits:

• Salary is based on Range 40, Step A, $3,477 per month with periodic increments to $4,517 per month. Starting salary may be dependent on education, qualifications, and experience. Salary and benefits are subject to change in accordance with legislative mandates and collective bargaining agreements.
• This position is eligible for overtime pay in accordance with the Fair Labor Standards Act and is dependent upon continued grant funding.
• This is a union-represented position subject to a collective bargaining agreement.
• Retirement, medical, and insurance benefits are provided in accordance with state regulations. Additional information on benefits can be found at https://fortress.wa.gov/hca/pebbhealthplan/compare.aspx.

• Meet the minimum qualifications and;
• Submit a complete application to the online recruitment system at www.skagit.eduthat includes the following:
  • The online application, which includes answers to all supplemental questions and contact information for at least three (3) professional references;
  • A current resume; (Attachment: Resume);
  • A letter of interest addressing the minimum, desired qualifications, and your education and experience as it supports the responsibilities of this position; (Attachment: Cover Letter).

• Prior to employment, 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.
  
  Additionally, pursuant to RCW 28B.112.080, applicants must declare whether they are the subject of any substantiated findings of sexual misconduct in any current or former employment or are currently being investigated for, or have left a position during an investigation into, a violation of any sexual misconduct policy at the applicant’s current or past employer. By law, post-secondary education institutions cannot hire an applicant who refuses to declare the existence or non-existence of an investigation or findings subject to this statute.

• 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 Skagit Valley College to maintain an alcohol and drug-free workplace for our employees and students.
• If hired you will be required 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.
• This classification is included in the classified staff bargaining unit, represented by the Washington Public Employees Association, WPEA.