Executive Assistant to the Provost Job Listing at Bellevue College in Bellevue, WA (Job ID 13714)

Description

Position Summary  

The Executive Assistant to the Provost is responsible for providing comprehensive executive administrative support to the Provost & Vice President of Academic Affairs and oversees the administrative, operational, budgetary, and project management/tracking functions for the Provost's Office. The position is responsible for day-to-day constituency services and administrative support activities, managing independent projects, establishing effective project reporting and tracking systems, acting as a point of contact for both internal and external constituencies, assisting the Provost in communicating with constituents, and handling multiple incoming issues and concerns as they arise.

Position requires frequent contact with clients, the public, and college faculty, staff, and students. Plans and carries out work independently and with minimum supervision while utilizing knowledge of laws, policies, and regulations. Responsible for prioritizing and managing issues as they arise. Maintains and ensures a confidential environment at all times. Works collaboratively, engaging both external and internal constituents with sensitivity and tact and proactively embracing and incorporating diverse perspectives, including those related to ability, gender, sexual orientation, religion, race, national origin, and cultural background.

Pay, Benefits & Work Schedule  

Position Salary Range: $67,669/year - $94,737/year

The salary information shown above is a general guideline only. The salary will be determined based on candidate's qualifications and related experience, as well as market and business considerations. Typically, new hires start no higher than $74,436/year based on Bellevue College Exempt salary schedule.

We offer comprehensive compensation package with salary and benefits as the main components. Generous benefits package is offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents; choices of retirement and deferred compensation plans; paid holidays, sick, and vacation plans; transit program, reduced tuition, employee discounts and memberships, etc.

The employee is scheduled to work 40 hours per workweek. This position may be eligible for the overtime provisions of the Fair Labor Standards Act; salaries below the WA State Salary Threshold is eligible for overtime pay.

About The College  

Bellevue College is a diverse student-centered, comprehensive and innovative college, committed to teaching excellence that advances the life-long educational development of its students while strengthening the economic, social and cultural life of its diverse community. Bellevue College is located just 10 miles east of Seattle where we serve a student population of over 54% students of color and over 1,300 international students. The college promotes student success by providing high-quality, flexible, accessible educational programs and services; advancing pluralism, inclusion and global awareness; and acting as a catalyst and collaborator for a vibrant region.

We strive to create a vibrant and inclusive campus community that supports a diverse student body, faculty and staff. As an essential part of our mission and goals, diversity, equity and pluralism are promoted and fostered in all aspects of college life. By enriching student life through leadership opportunities, personal learning and cultural experiences, we are committed to building an inclusive and diverse campus community that fosters creativity, innovation and student success.

For more information, visit BC Facts at a Glance @ Bellevue College.

About the Department  

The Provost's Office oversees the Academic Affairs division at Bellevue College, which includes Arts and Humanities, College in the High School, Connected Learning, Faculty Commons, Health Sciences, Education and Wellness, School of Business and Technology, Social Sciences, and the Science division, as well as the Effectiveness, Research and Analytics and Grants offices.

Essential Functions  

Executive Support

• Complete a broad variety of administrative tasks for the Provost and Division of Academic Affairs including: managing an active calendar of appointments; composing and preparing correspondence including confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Maximize the Provost's time through strategic scheduling of their appointment calendar, commitments, and deadlines.
• Prepare extensive daily briefing reports to prepare the Provost including: soliciting materials from meeting participants; gathering details on speaking engagements; writing talking points; developing document management systems; and compiling information for ease of use by the Provost.  
• Relieve the Provost of routine operational and administrative details and perform administrative functions that require a thorough knowledge of College policies, procedures, and operations and an understanding of the College's role within the campus community.
• Facilitate efficient and cost-effective official travel for the Provost and others by making travel arrangements and preparing associated approval forms and expense reports for travelers.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Provost, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• Safeguard the confidentiality of College matters by exercising discretion in communicating information to faculty, students, staff, and the various public constituencies served by the College and in handling administrative records, legal files, contracts and similar confidential items.
• Participate in and provide resource information for problem solving, project planning and management, and the development and execution of goals and objectives.
• Serve as key research resource for the Provost's Office on operational procedures, organizational structure, office goals and objectives, and College regulations, policies, and procedures before implementation.
• Plan and coordinate Provost's Office events, meetings, and retreats, including selecting, reserving, and arranging rooms and outside venues, inviting guest speakers, and placing all catering requests collaborating with in-house food services as well as outside vendors. Collaborate as needed in planning and organizing college-wide events.
• Schedule meetings, ensure appropriate coordination with interested individuals, locate conference rooms, coordinate necessary equipment and technical support, handle documents generated by these meetings, and schedule follow-up meetings when appropriate for the Provost.

Office Leadership & Management

• Oversee and manage the day-to-day operations and administrative functions of the Provost's Office operational needs; operational coordination of the general flow of work within the office; track activities and prioritize incoming paperwork/correspondence for review and action and draft letters of response; and other office support.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Provost, including those of a sensitive or confidential nature. Apply knowledge of college policies and procedures to resolve complaints, or refer individuals. Determine appropriate course of action, referral, or response. Manage a protocol for handling complaints and referrals directed to the Provost's Office. Track complaints and referrals to determine when thematic issues arise.
• Provide and/or direct support activities such as answering telephones, assisting and resolving problems and inquiries, reviewing and screening incoming and outgoing correspondence and/or visitors, coordinating action to be taken such as drafting letters, delegating and tracking responses, maintaining deadlines; and following up on operational commitments.
• Order office supplies and equipment for the Provost's Office. Maintain and organize office supply inventory.
• Supervise student employees (when applicable) in accordance with Human Resources practices, which includes recruiting and selecting staff, providing training and development, planning and assigning work, evaluating performance, resolving grievances, and taking corrective action.
• Responsible for the overall budget management of the Provost's Office. Assists in the preparation of annual and biennial budgets. Prepares and monitors all budget projections. Provides data and advice when preparing budget requests. Prepares quarterly budget reports.
• Process requisitions and invoices; prepare and submit contracts; manage, prepare and process purchasing.
• Manage systems to organize and store data; Keep, update, organize and retain records in hard copy and in shared content management systems.
• Serve as the SharePoint administrator for the Provost's Office and other sites and sub-sites. Manage and maintain documents and other information on these SharePoint sites.
• Manage the Provost's Office and other related Bellevue College public websites.
• Manage the Academic Affairs organizational chart, including soliciting monthly updates.

College-Wide Support

• Participate as a contributing member of the President's Cabinet Assistants group (PCAs), including planning and developing strategic goals for the PCAs and assisting in onboarding new PCAs. Assist others in the group with special events or time-sensitive material.
• Represent the Academic Affairs division on the Commencement Committee.
• Actively promote and maintain an environment that is respectful and inclusive of all ages, cultures, economic backgrounds, ethnicities, and lifestyles through participation in College governance, service on committees, and attendance at events and trainings related to pluralism efforts. Work in close collaboration with others to advance and support the organizational mission, philosophy, values, and goals of Bellevue College.

Other

• Perform other duties as assigned.

Minimum Qualifications  

• Bachelor's degree from an accredited institution in Education, Communication, Business Administration, Public Administration, Business Office Technology, or a related field (an associate's degree and two years of additional administrative support experience may be considered in lieu of a bachelor's degree). Relevant work experience may be substituted on a year-for-year basis.
• Minimum Two (2) years of work experience providing administrative support.
• Demonstrated ability to incorporate diverse perspectives and to work effectively with people of varying ages, abilities, and ethnicities from diverse cultural, educational and economic backgrounds.
• Demonstrated organization and time management skills.
• Demonstrated ability to work independently, be self-directed, and successfully complete multiple projects under deadlines.
• Demonstrated ability to function effectively in a high-paced environment and maintain composure under stressful conditions.
• Demonstrated ability to maintain discretion and confidentiality.
• Demonstrated effective written and verbal communication skills.
• Intermediate knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and other Office 365 products.

Preferred Qualifications  

• Prior experience providing executive level administrative support (e.g., for a president, vice president, etc.).
• Prior experience working in a community or technical college in the state of Washington.
• Prior experience working in a higher education environment.
• Advanced knowledge of Microsoft Word, Excel, PowerPoint, SharePoint, OneNote, Outlook, and other Office 365 products.

Conditions of Employment  

Bellevue College intends to provide a drug-free, healthy, safe, and secure work and educational environment. Each employee is expected to report to work in an appropriate mental and physical condition to perform her/his/their assigned duties.

Bellevue College employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services. 

Sexual Misconduct and Background Check:

Prior to start of employment, finalists(s) for this position will be subject to a pre-employment background check as a condition of employment. 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.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington State Law.

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Reference Check:

Reference checks may include, but are not limited to, contacting references and verification of work experience, and/or past job duties. 

Other Information  

• This position is NOT eligible for relocation allowance.
• This position is NOT eligible for sponsorship for employment-based visa.

How To Apply  

Applications received by 04/22/2024 will be given full consideration. Applications received after that date may be considered until the position is filled.

All individuals interested in this position are encouraged to apply. Your application must include a complete online application and all of the required documents below to be considered complete. Any application that does not provide all requested information will not be considered for the position (only submit required documents with the application, additional documents will not be reviewed.) Please review Application Tips before applying. Current Bellevue College employees should apply the position through Employee Self Service.

Required application materials:   

• Attach a Cover Letter (min 1 pg., max 2 pgs.)
• Attach a Resume
• Attach a Diversity Statement (min 1 pg., max 2 pgs.) that addresses the following: Describe and provide specific examples of how your educational and/or professional experiences, background or philosophy demonstrate your commitment to diversity and equity, and how these prepare you to contribute to Bellevue College
• Complete Job Questionnaires if applicable

Contact: 

If you have questions with regards to the application or the hiring process, please contact Office of Human Resources at 425-564-2274 or email to jobs@bellevuecollege.edu.

EEO Statement  

Bellevue College does not discriminate on the basis of race, color, national origin, language, ethnicity, religion, veteran status, sex, sexual orientation, including gender identity or expression, disability, or age in its programs and activities. Please see policy 4150 at www.bellevuecollege.edu/policies/. The following people have been designated to handle inquiries regarding non-discrimination policies: Title IX Coordinator, 425-564-2641, Office C227, and EEOC/504 Compliance Officer, 425-564-2178, Office B126. 

Applicants with disabilities who require assistance with the recruitment process may contact hraccommodations@bellevuecollege.edu .

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