What are the responsibilities and job description for the Executive Assistant to the Vice President of Instruction position at Wenatchee Valley College?
JOB
Through excellent customer service acumen, provide confidential administrative support and assistance to the office of instruction. Clearly and responsibly communicate the direction of the instruction division to the district based on the mission of the college. Develop and coordinate processes to assist the vice president and associated instructional administrators in planning, assessment, and governance activities and in personnel, enrollment, and budget management. Coordinate the development of standards of performance for all support staff in instruction; assist administrators in the evaluation of performance.Assure that the information, organizational, and communicative requests of the vice president are accomplished in a timely manner by efficient prioritization and implementation of such activities in concert with college administrative staff.
EXAMPLE OF DUTIES
GENERAL RESPONSIBILITIES: Provide excellent customer service for the office of the vice president of instruction and administrative offices.Contribute to the achievement of the instruction team’s goals by providing professional analytical, communication, and public relations skills that supplement their ability to respond to all the needs of the campus and the community.Contribute to the information requirements of the vice president’s office by completing research assignments and special projects as requested. Provide detailed information relative to full-time/part-time faculty teaching loads, full-time/part-time equivalent student information, student/faculty ratios, etc.Contribute to the effectiveness of the vice president by providing updated information, bringing topics of concern to the vice president, and independently responding to areas of need or commendations for the vice president.Establish an atmosphere of collaboration by creating a team environment that works together to develop training and professionalism of support staff relative to faculty contracts, class offerings, adhering to established policies and procedures as mandated by the State Board of Community and Technical Colleges.Provide coordination in the tenure review process by monitoring timelines and actions in compliance with the negotiated bargaining agreement between District #15 and the Association for Higher Education (AHE).Provide information and support in the faculty/student complaint process as outlined in the student handbookDevelop timelines for specific activities to assure deadlines are met in a timely manner.Provide back-up administrative/executive secretarial support to the president’s executive assistant, as required. Participate on college-wide committees as necessary. Take and transcript committee meeting notes as required.Ability to work well in a high volume, fast paced office environment with the upmost professionalism.Provide notary services to instruction and the collegeSPECIFIC RESPONSIBILITIES AND DUTIES: BudgetCoordinate the budget development process for instruction.Monitor budgets for Instruction in conjunction with support staff team according to established standards.Support Guided Pathways fiscal and reporting requirements.Provide backup college fiscal internal controls as needed.PersonnelAssist the vice president, deans and directors, with the development of position descriptions for all personnel in Instruction. Maintain files of current position descriptions of all personnel.Monitor the evaluation process for all personnel in Instruction.Ensure that evaluations are occurring as scheduled for classified and exempt staff by prompting administrators and supervisors with deadlines and aiding on processes.Monitor the probationary and post-tenure evaluation processes for faculty.Maintain cycle of exempt evaluations.Review faculty assignment plans to determine compliance with faculty contracts in tandem with the deans.Guide and assist administrators and support staff in the preparation of annual faculty assignment plans.Maintain assignment plans as changes occur through annualized faculty load tracking.Guide and assist administrative and support staff in faculty load determination.Provide leadership to the instruction division support staff team. Regularly brief all team members through effective communication.Communicate all information in an expedient and transparent manner to all team members. Provide support to the vice president for student affairs, executive director for culture, climate, diversity, and belonging, and other cabinet level personnel on an as-needed basis.Faculty Support Collect and manage syllabi submission on a quarterly basis.(Watermark) administrator – student and course evaluations.PlanningCoordinate planning processes for instruction related to college initiatives, grant development, and budget.Prepare materials to communicate the planning process and planning progress for distribution to faculty and staff.Maintain files related to planning.Develop a master calendar for instruction. Work with deans, directors, and support staff to ensure that the calendar anticipates all events and deadlines. Utilize the calendar to advise on the deployment of staff resources and planning of annual leave. Devise means of effectively communicating up-coming events and deadlines.Provide schedule, logistics, and planning for collegewide events including Launch Week, Dean’s Days, New Faculty Orientation, Instruction Team Retreats, commencement, and graduation ceremonies.Coordinate transition of administrative 3 positions to incorporate course/class build and scheduling with ctcLink (in cooperation with the director for instructional services).AssessmentSupport the instruction division as needed for assessment needs, accreditation preparations, etc. Aid the vice president of instruction in development, maintenance, and use of program review data in support of program improvement.FacilitiesResolve issues arising from academic room scheduling in tandem with the director of instructional services. Assist in assignment faculty office space; assist in assuring that faculty offices have standard equipment.Maintain files of requested facilities improvement; prepare work order requests.Develop and maintain files for capital developments.GovernanceOn an annual basis, work with human resources to maintain policy and procedures files for instruction; draft new and update existing procedures as needed. Solicit input from affected parties, distribute drafts, as appropriate for review, and assist in preparation of draft documents for review by Instruction Council, cabinet, and the board of trustees. Support the instruction council through the development of agenda, minutes, and preparation of materials for distribution.Support the instructional administrator’s group through prompting the submission of agenda items, development of the agenda and minutes, and preparation of documents arising from discussion.Publications/WebAt the direction of director of instructional services, coordinate the process of catalog development, working with relevant support personnel in instruction, and public information.Coordinate the presence of instructional information on WVC’s web site. Work with support staff in Instruction to assure timely, accurate, and attractive presentation of information.Manage and submit Quality Assurance Reporting (QARS).Assistant to the Vice President of InstructionManage projects.Develop special projects to advance equitable student success in consultation with the vice president of instruction and instruction team.Development analyses and policy recommendations for consideration by instruction team.Preparation of draft documents and position papers.Preparation of correspondence.Preparation of PAFs, special assignments and expense reports.Maintain files.Prepare travel arrangements and related forms.Provide calendar maintenance.Central Washington Area Health Education Center (AHEC)Provide administrative and fiscal support for the Central Washington AHEC.Monitor AHEC workflow and deliverables in consultation with the director, fiscal analyst, and vice president of instruction.This is not intended to be an exclusive list of all duties and responsibilities. Related duties and responsibilities may be assigned.
SUPPLEMENTAL INFORMATION
Terms of Employment: This is a full-time professional exempt, overtime and benefit-eligible position contracted on an annual basis. The starting salary range for this position is $47,998 to $54,204 annually, depending on experience. The salary will be prorated to reflect the actual number of contract days worked in the remainder of the fiscal year.Your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance; life and long- term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided. For more information, please visit our benefits website at: https://www.wvc.edu/humanresources/benefits.html.Work Schedule & Environment: Normal work hours are 8 a.m. to 5 p.m. Monday through Friday, but occasional evening and weekend work may be required. Work in a busy office environment with frequent interruptions and distractions.Regular and consistent attendance required. Conditions of Employment: An offer of employment will not carry with it any responsibility or obligation on the part of the College to sponsor an H-1B visa. Wenatchee Valley College only employs U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show proof of identity, and eligibility verification as required by the U.S. Citizenship and Immigration Services.All offers of employment are subject to background checks. Prior to a new hire, 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.Finalists are required to complete the sexual misconduct disclosure form as required under RCW 288.112.080.A valid Washington state driver's license may be required.Application and Selection Procedure: Complete application packages must include the following: Complete Wenatchee Valley College online application.Upload a cover letter that specifically describes how your educational background and experience meet the minimum and preferred qualifications. (five pages max)Upload resume. (five pages max)Complete supplemental questions.It is your responsibility to submit all required application materials before the deadline. Please do not send reference letters or other unsolicited materials. They will not be shared with the screening committee and cannot be returned to you. Only finalists may be asked to send additional materials.Attachments from prior applications will not upload automatically to your new application. Should you have difficulties uploading your documents, please contact NeoGov Technical Support at 1-855-524-5627 for assistance.The closing date is 11:59 p.m. PST. February 20, 2025. The college reserves the right to extend the closing date if deemed necessary. A limited number of applicants who meet the needs of the position and the college will be interviewed.Reasonable Accommodation: Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the human resources office by calling 509-682-6440. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.Equal Opportunity Employer: Wenatchee Valley College is committed to a policy of equal opportunity in employment and student enrollment. All programs are free from discrimination and harassment against any person because of race, creed, color, national or ethnic origin, sex, sexual orientation, gender identity or expression, the presence of any sensory, mental, or physical disability, or the use of a service animal by a person with a disability, age, parental status or families with children, marital status, religion, genetic information, honorably discharged veteran or military status or any other prohibited basis per RCW 49.60.030, 040 and other federal and laws and regulations, or participation in the complaint process.Equity Statement: Research suggests that women, gender diverse, BIPOC individuals may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage anyone who believes they have the skills and the drive necessary to succeed here to apply for this role.The following persons have been designated to handle inquiries regarding the non-discrimination policies and Title IX compliance for both the Wenatchee and Omak campuses: To report discrimination or harassment: Title IX Coordinator, (509) 682-6445, title9@wvc.edu.To request disability accommodations: Student Access Manager, Wenatchi Hall 2133, (509) 682-6854, TTY/TTD: Dial 711, sas@wvc.edu.This recruitment announcement may not reflect the entire job description and can be changed or modified at any time.
Through excellent customer service acumen, provide confidential administrative support and assistance to the office of instruction. Clearly and responsibly communicate the direction of the instruction division to the district based on the mission of the college. Develop and coordinate processes to assist the vice president and associated instructional administrators in planning, assessment, and governance activities and in personnel, enrollment, and budget management. Coordinate the development of standards of performance for all support staff in instruction; assist administrators in the evaluation of performance.Assure that the information, organizational, and communicative requests of the vice president are accomplished in a timely manner by efficient prioritization and implementation of such activities in concert with college administrative staff.
EXAMPLE OF DUTIES
GENERAL RESPONSIBILITIES: Provide excellent customer service for the office of the vice president of instruction and administrative offices.Contribute to the achievement of the instruction team’s goals by providing professional analytical, communication, and public relations skills that supplement their ability to respond to all the needs of the campus and the community.Contribute to the information requirements of the vice president’s office by completing research assignments and special projects as requested. Provide detailed information relative to full-time/part-time faculty teaching loads, full-time/part-time equivalent student information, student/faculty ratios, etc.Contribute to the effectiveness of the vice president by providing updated information, bringing topics of concern to the vice president, and independently responding to areas of need or commendations for the vice president.Establish an atmosphere of collaboration by creating a team environment that works together to develop training and professionalism of support staff relative to faculty contracts, class offerings, adhering to established policies and procedures as mandated by the State Board of Community and Technical Colleges.Provide coordination in the tenure review process by monitoring timelines and actions in compliance with the negotiated bargaining agreement between District #15 and the Association for Higher Education (AHE).Provide information and support in the faculty/student complaint process as outlined in the student handbookDevelop timelines for specific activities to assure deadlines are met in a timely manner.Provide back-up administrative/executive secretarial support to the president’s executive assistant, as required. Participate on college-wide committees as necessary. Take and transcript committee meeting notes as required.Ability to work well in a high volume, fast paced office environment with the upmost professionalism.Provide notary services to instruction and the collegeSPECIFIC RESPONSIBILITIES AND DUTIES: BudgetCoordinate the budget development process for instruction.Monitor budgets for Instruction in conjunction with support staff team according to established standards.Support Guided Pathways fiscal and reporting requirements.Provide backup college fiscal internal controls as needed.PersonnelAssist the vice president, deans and directors, with the development of position descriptions for all personnel in Instruction. Maintain files of current position descriptions of all personnel.Monitor the evaluation process for all personnel in Instruction.Ensure that evaluations are occurring as scheduled for classified and exempt staff by prompting administrators and supervisors with deadlines and aiding on processes.Monitor the probationary and post-tenure evaluation processes for faculty.Maintain cycle of exempt evaluations.Review faculty assignment plans to determine compliance with faculty contracts in tandem with the deans.Guide and assist administrators and support staff in the preparation of annual faculty assignment plans.Maintain assignment plans as changes occur through annualized faculty load tracking.Guide and assist administrative and support staff in faculty load determination.Provide leadership to the instruction division support staff team. Regularly brief all team members through effective communication.Communicate all information in an expedient and transparent manner to all team members. Provide support to the vice president for student affairs, executive director for culture, climate, diversity, and belonging, and other cabinet level personnel on an as-needed basis.Faculty Support Collect and manage syllabi submission on a quarterly basis.(Watermark) administrator – student and course evaluations.PlanningCoordinate planning processes for instruction related to college initiatives, grant development, and budget.Prepare materials to communicate the planning process and planning progress for distribution to faculty and staff.Maintain files related to planning.Develop a master calendar for instruction. Work with deans, directors, and support staff to ensure that the calendar anticipates all events and deadlines. Utilize the calendar to advise on the deployment of staff resources and planning of annual leave. Devise means of effectively communicating up-coming events and deadlines.Provide schedule, logistics, and planning for collegewide events including Launch Week, Dean’s Days, New Faculty Orientation, Instruction Team Retreats, commencement, and graduation ceremonies.Coordinate transition of administrative 3 positions to incorporate course/class build and scheduling with ctcLink (in cooperation with the director for instructional services).AssessmentSupport the instruction division as needed for assessment needs, accreditation preparations, etc. Aid the vice president of instruction in development, maintenance, and use of program review data in support of program improvement.FacilitiesResolve issues arising from academic room scheduling in tandem with the director of instructional services. Assist in assignment faculty office space; assist in assuring that faculty offices have standard equipment.Maintain files of requested facilities improvement; prepare work order requests.Develop and maintain files for capital developments.GovernanceOn an annual basis, work with human resources to maintain policy and procedures files for instruction; draft new and update existing procedures as needed. Solicit input from affected parties, distribute drafts, as appropriate for review, and assist in preparation of draft documents for review by Instruction Council, cabinet, and the board of trustees. Support the instruction council through the development of agenda, minutes, and preparation of materials for distribution.Support the instructional administrator’s group through prompting the submission of agenda items, development of the agenda and minutes, and preparation of documents arising from discussion.Publications/WebAt the direction of director of instructional services, coordinate the process of catalog development, working with relevant support personnel in instruction, and public information.Coordinate the presence of instructional information on WVC’s web site. Work with support staff in Instruction to assure timely, accurate, and attractive presentation of information.Manage and submit Quality Assurance Reporting (QARS).Assistant to the Vice President of InstructionManage projects.Develop special projects to advance equitable student success in consultation with the vice president of instruction and instruction team.Development analyses and policy recommendations for consideration by instruction team.Preparation of draft documents and position papers.Preparation of correspondence.Preparation of PAFs, special assignments and expense reports.Maintain files.Prepare travel arrangements and related forms.Provide calendar maintenance.Central Washington Area Health Education Center (AHEC)Provide administrative and fiscal support for the Central Washington AHEC.Monitor AHEC workflow and deliverables in consultation with the director, fiscal analyst, and vice president of instruction.This is not intended to be an exclusive list of all duties and responsibilities. Related duties and responsibilities may be assigned.
SUPPLEMENTAL INFORMATION
Terms of Employment: This is a full-time professional exempt, overtime and benefit-eligible position contracted on an annual basis. The starting salary range for this position is $47,998 to $54,204 annually, depending on experience. The salary will be prorated to reflect the actual number of contract days worked in the remainder of the fiscal year.Your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance; life and long- term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided. For more information, please visit our benefits website at: https://www.wvc.edu/humanresources/benefits.html.Work Schedule & Environment: Normal work hours are 8 a.m. to 5 p.m. Monday through Friday, but occasional evening and weekend work may be required. Work in a busy office environment with frequent interruptions and distractions.Regular and consistent attendance required. Conditions of Employment: An offer of employment will not carry with it any responsibility or obligation on the part of the College to sponsor an H-1B visa. Wenatchee Valley College only employs U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show proof of identity, and eligibility verification as required by the U.S. Citizenship and Immigration Services.All offers of employment are subject to background checks. Prior to a new hire, 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.Finalists are required to complete the sexual misconduct disclosure form as required under RCW 288.112.080.A valid Washington state driver's license may be required.Application and Selection Procedure: Complete application packages must include the following: Complete Wenatchee Valley College online application.Upload a cover letter that specifically describes how your educational background and experience meet the minimum and preferred qualifications. (five pages max)Upload resume. (five pages max)Complete supplemental questions.It is your responsibility to submit all required application materials before the deadline. Please do not send reference letters or other unsolicited materials. They will not be shared with the screening committee and cannot be returned to you. Only finalists may be asked to send additional materials.Attachments from prior applications will not upload automatically to your new application. Should you have difficulties uploading your documents, please contact NeoGov Technical Support at 1-855-524-5627 for assistance.The closing date is 11:59 p.m. PST. February 20, 2025. The college reserves the right to extend the closing date if deemed necessary. A limited number of applicants who meet the needs of the position and the college will be interviewed.Reasonable Accommodation: Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the human resources office by calling 509-682-6440. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.Equal Opportunity Employer: Wenatchee Valley College is committed to a policy of equal opportunity in employment and student enrollment. All programs are free from discrimination and harassment against any person because of race, creed, color, national or ethnic origin, sex, sexual orientation, gender identity or expression, the presence of any sensory, mental, or physical disability, or the use of a service animal by a person with a disability, age, parental status or families with children, marital status, religion, genetic information, honorably discharged veteran or military status or any other prohibited basis per RCW 49.60.030, 040 and other federal and laws and regulations, or participation in the complaint process.Equity Statement: Research suggests that women, gender diverse, BIPOC individuals may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage anyone who believes they have the skills and the drive necessary to succeed here to apply for this role.The following persons have been designated to handle inquiries regarding the non-discrimination policies and Title IX compliance for both the Wenatchee and Omak campuses: To report discrimination or harassment: Title IX Coordinator, (509) 682-6445, title9@wvc.edu.To request disability accommodations: Student Access Manager, Wenatchi Hall 2133, (509) 682-6854, TTY/TTD: Dial 711, sas@wvc.edu.This recruitment announcement may not reflect the entire job description and can be changed or modified at any time.
Salary : $47,998 - $54,204
