Confidential Administrative Assistant to the VPAS

Our Mission Statement: As a federally designated Hispanic-serving Institution residing on the traditional homelands of the 14 Confederated Tribes and Bands of the Yakama Nation, Yakima Valley College cultivates equity and a culture of innovative and inclusive teaching and learning. Yakima Valley College serves all students holistically, supports all students learning goals, and fosters achievement within career and educational pathways.

We strengthen our communities by providing opportunities for personal enrichment, economic mobility, and sociocultural engagement.

SALARY: $68,602.00 - $70,406.00 Annually LOCATION: Yakima Campus The Administrative Assistant to the Vice President for Administrative Services provides confidential administrative support and assistance to the vice president, including but not limited to budget reconciliation, meeting scheduling, facilities related coordination, maintenance of administrative policies and procedures, and composition of correspondence and notices.

The position requires contact with all areas of the college organization, as well as with Washington state educational and regulatory agencies, community college counterparts across the state, and the communities of the Yakima Valley. The Administrative Assistant clearly and responsibly communicates the position of the vice president to internal and external constituencies.

Under the direction of the vice president, the administrative assistant exercises delegated decision-making authority and utilizes judgment to solve unusual administrative problems consistent with the objectives and policies of the college. The administrative assistant helps to establish and maintain a positive environment and image for the college by serving as the primary point of contact for the many people who make contact with the vice president's office, screening phone calls and visitors, addressing needs as appropriate, and prioritizing follow-up activities.

The administrative assistant assists in developing, planning, and implementing special projects, as assigned by the vice president. This is a 12-month, exempt position.

Develop agendas for meetings and conferences that include topics to be covered, order of speakers and length of presentations Coordination of facility leases and billings; prepare / renew rental agreements; and property acquisition coordination Assist in the development and monitoring of the Vice President's departmental and capital budgets Maintain a desktop budget and coordinate with other Administrative Services staff to correct any discrepancies that may occur Monitor Winery Tasting room budgets and provide assistance as needed Maintain Vice President's online calendar and establish priorities at own discretion and ensure VP's attendance at scheduled meetings Communicate essential information clearly and tactfully to staff and other dignitaries Compose letters, acknowledgements, notifications, forms, and other general correspondence.

After clearing technical content with the Vice President, respond to incoming correspondence within 48 hours On own initiative, observe the need for administrative notices, procedural notices, and/or instructions for staff, and prepare the necessary correspondence and present for Vice President's signature Interact with other Administrative Services staff; gather information, provide feedback to staff, and exercise decision-making abilities in the absence of the Vice President Edit all outgoing correspondence and reports to ensure accuracy in grammar, spelling and typing of numerical data Maintain an up-to-date complex filing system for contracts, capital projects, correspondence, and other pertinent data Process incoming mail, screen and determine priorities, and forward with appropriate notations to the proper person for response; prioritize materials for the Vice President's action Record meeting minutes and distribute to appropriate staff within five days after meetings Develop a thorough understanding of all YVC policies and procedures that affect the Administrative Services unit, and recognize the need for revising and developing administrative policies and procedures Serve as the keeper of all policies and procedures of the college Facilitate the annual coordination of revision to YVC's policies and procedures among Administrative Services administrators Promote public relations for the Administrative Services unit and represent the Vice President in situations requiring a high level of tact and diplomacy Represent the Vice President in meetings on and off campus.

Exercise delegated authority to commit a course of action without prior supervisory approval to facilitate project progress. Plan, develop, and coordinate special projects of major importance. Coordinate details with appropriate individuals to ensure deadlines are met. Ensure that administrative services staff are meeting deadlines and requirements; communicate concerns and solve problems Maintain schedule of reporting deadlines and coordinate with administrative services staff to ensure deadlines are met and copies of reports are maintained Coordinate travel arrangements and complete travel documents Maintain a close working relationship with the vice president's assistants and Executive Assistant to the President Serve as a backup support to the Executive Assistant of the President with Board of Trustees meetings, as needed.

Provide backup support for the coordination and processing of Public Records Requests Provide general support to the Administrative Services Division, including all operating departments and units Purchase office supplies and ensure office, telephone, and mail coverage Perform other duties (not specified herein but related to the job), as needed

Knowledge of: Word processing and spreadsheet software (Word, Excel) and email/calendar software (Outlook) Office administrative practices, procedures, and equipment Business English, grammar, spelling, and correspondence formatting Records and filing management for contracts, capital projects, and correspondence Meeting and travel coordination procedures Ability To: Maintain a high level of confidentiality and exercise discretion with sensitive information Communicate clearly and tactfully, both orally and in writing, with staff and dignitaries Be flexible and effective in a multi-tasking environment Coordinate projects and special assignments to ensure timely delivery Exercise delegated decision-making authority and sound judgment on administrative problems Establish and maintain a positive environment and image for the Administrative Services Division and the College Represent the Vice President with a high level of tact and diplomacy Develop, edit, and maintain accurate correspondence, reports, and complex filing systems Prioritize incoming mail, correspondence, and materials for appropriate follow-up Be effective in organizational and interpersonal communication skills Maintain an organized, uncluttered workspace

Associate of Arts Degree in Business or related field Two years of administrative experience as a secretary or administrative assistant Proficiency in Microsoft Office Suites (e.g., Excel, Word, PPT, etc.) Proficiency in advanced-level word processing, developing and maintaining spreadsheets with formulas and linked information, and networked scheduling and communication software Experience developing forms and creating workflows with other cloud-based software (e.

g., Smartsheet, Cognito Forms, Qualtrics, etc.) An equivalent combination of education and experience may be taken into consideration

Bachelor's degree in business or a related field Experience as a secretary or administrative assistant to an executive- level manager or administrator Experience working in an educational environment, including higher education (i.e., community college) Experience in contributing to and managing budgets (e.g., budget development, monitoring, & reconciliation) Experience contributing to or managing policies and procedures (e.

g., policy and procedure development, review, and database management)

Application Instructions To apply for this position you MUST submit a complete YVC Online Employment Application and include the following REQUIRED attachments: A cover letter describing how you meet the qualifications of this position (a generic cover letter will not be accepted). A current resume (a resume will not substitute for the "work experience" section of the online application).

Three (3) professional references (personal references do not count as professional). Unofficial transcripts for confirmation of degree (if minimum qualifications require a degree). The successful candidate will be required to submit official transcripts at time of hire. Certifications/credentials as required for fulfillment of the minimum qualifications.

Please note: Failure to follow the above application instructions will lead to disqualification. Please do not include any attachments other than those requested above. Emailed documents will not be accepted after the closing of the recruitment or in lieu of attaching documents to the online application. Supplemental Information Candidates invited for interviews may be required to complete a skills test.

Candidates will be subject to a Criminal History Background Check as a condition for consideration of employment. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Yakima Valley College does not discriminate against any person based on race, color, creed, religion, national origin, sex, sexual orientation and/or gender identity, age, marital status, the presence of any sensory, mental, or physical disability, the use of a trained dog guide or service animal by a person with a disability, honorably discharged veteran or military status, genetic information, or any other prohibited basis in admission, treatment, or participation in its programs, services and activities, or in employment.

All inquiries regarding compliance should be directed to: Angie Foster, Interim Executive Director of Human Resources Yakima Valley College | 1015 South 16th Avenue, Yakima, WA 98902 Email: afoster@yvcc.edu | Phone: 509.574.4671 Yakima Valley College's Annual Safety and Fire Report is available online at www.yvcc.edu/services/safety-security , containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related information for the past three calendar years.

To obtain a paper copy, please call 509-574-4687. Applicants with disabilities who require assistance with the recruitment process will be accommodated to the extent reasonably possible. All positions are subject to funding.

Yakima Valley College offers a selection of health and retirement plans allowing you to take advantage of the plans that work for you. We also offer paid leave, development and career opportunities, and other compensation benefits. Benefit packages are a key component of our Total Compensation Model. Insurance Benefits Yakima Valley College offers medical (including vision), and dental.

There are several medical plans with affordable monthly premiums that offer coverage throughout the state. Employees are also covered by basic life and long term disability insurance, with the option to purchase additional coverage amounts. To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website .

Retirement and Deferred Compensation State Employees can elect to become members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site. Employees can elect to participate in the Washington State Board Retirement Plan instead, check out www.

tiaa-cref.org for more information. Employees also have the ability to participate in the Deferred Compensation Program (DCP), a supplemental retirement savings program that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options. Please refer to the Washington State Board for more detailed information.

Paid Leave and Other Incentives In addition to the benefits above, full time exempt/admin employees accrue up to 24 days of vacation, 12 sick days, and 2 personal days each year. Full time employees are also able to take advantage of waived tuition, scholarships and other professional development opportunities. Contact our Human Resources team with any additional questions you may.

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