DESCRIPTION

Starting salary for this position is: $54,699 (Annually).

The salary range represents the earning potential for this position, through training, evaluations and years spent working in this position with CCS.

Community Colleges of Spokane (CCS) District Equity Statement

CCS believes that access to high-quality education in a safe and inclusive environment is the right of all individuals and imperative for the continued advancement of a strong democracy and workforce. We also believe higher education institutions have an obligation to work toward and demonstrate progress in ensuring equity amongst their students, faculty, and staff. Equity is grounded in the principle of fairness. In higher education, equity refers to ensuring that each student receives what they need to be successful through the intentional design of the college experience.

Please be aware that this recruitment closes at 4:00 p.m. PST. The application process will not be available after this time. To ensure consideration make sure your application is completed and submitted as soon as possible. Applications will only be accepted prior to 4:00 p.m. on the closing date.

The Community Colleges of Spokane is seeking a highly motivated and qualified individual for the position of Executive Assistant to CGSO in the DIST Facilities Division.

JOB SUMMARY

Reporting directly to the Chief General Services Officer, this position is responsible for performing administrative support and staff functions, consistent with the administrative policies, guidelines, and procedures of the Community Colleges of Spokane.
The Executive Assistant provides reception to visitors of the office and acts with a high level of independent judgment and discretion. This position manages assigned general services projects and supports the chief officer in preparation for meetings and discussion. The Executive Assistant prepares and provides reports and drafts of correspondence.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

• Provides administrative support to the Chief General Services Officer to include assembling background material, reports, and data for scheduled meetings and discussions. Establishes calendar priorities, screens requests and schedules appointments for the chief officer, providing appropriate information for each appointment. *
• Answers calls and greets visitors, screens inquiries to determine which should be handled personally by the chief officer and which should be referred to other staff/offices. Takes messages and disseminates information to staff as appropriate. Sends notices for periodic staff and task force meetings, schedules rooms, prepares meeting agendas and backup material as needed. *
• Manages day-to-day office activities and functions to include devising and implementing office procedures, including filing systems, processing mail, answering phones and email inquiries, and procedures that lead to efficiency and effectiveness. *
• Composes letters, email, and memos (signing when appropriate) after clearing any technical or policy content with the chief officer. Organizes mail for the chief officer so that priority is assigned, and correspondence is given proper attention. *
• Assist with division budget planning and development to include monitoring budgets and tracking all expenditures. Processes purchase requests for the chief officer and advises division administrators with processing questions. Makes travel arrangements, processes registration, and prepares expense reports for the chief officer. *
• Attends regular and special council, task force, and leadership meetings for the purpose of taking minutes and recording decisions. Prepares agendas by calling for items, developing draft agenda for chief officer review/approval, and issuing final drafts. Processes minutes and routes according to deadlines and revises as necessary for documentation and retention. *
• Develops and maintains efficient record files to ensure information and data is secured, easily accessible, retained and destroyed according to retention schedules, rules and procedures. *
• Enter, maintain, and extract data in the computer maintenance management system pertaining to facilities repairs, preventive maintenance, and equipment inventory. *
• Coach and mentor division administrators in their assigned tasks. *
• Enforce key control policies and procedures. *
• Oversee the on-boarding and off-boarding of employees within the division. *
• Collect, collate, and analyze division performance data. *
• Assists in special projects as assigned and performs related duties.
• Develops and maintains working relationships with other executive assistants both internal and external to CCS. *
• Model professional decorum and mutual respect in all personal interactions. *
• Comply with district policies, procedures and directives, state and federal regulations, orders and statutes and collective bargaining agreements. *
• Support and advance the CCS strategic plan, and perform other duties as assigned. *

• Indicates this is an essential duty.

COMPETENCIES & OTHER REQUIREMENTS

COMPETENCIES

• 
  Manages Complexity: Experience making sense of complex, high-quantity, and sometimes contradictory information to effectively solve problems.
• Decision Quality: Ability to make good and timely decisions that keep the organization moving forward.
• Action Oriented: Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
• Plans & Aligns: Plan and prioritize work to meet commitments aligned with organizational goals.
• Ensures Accountability: Ability to hold self and others accountable to meet commitments.
• Drives Results: Consistently achieves results, even under tough circumstances.
• Collaborates: Builds partnerships and works collaboratively with others to meet shared objectives.
• Instills Trust: Gains the confidence and trust of others through honesty, integrity, and authenticity.
• Demonstrates Self-Awareness: Uses a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses.
• Self-Development: Actively seeks new ways to grow and be challenged using both formal and informal development channels.
• Nimble Learning: Actively learns through experimentation when tackling new problems, using both successes and failures as learning fodder.
• Situational Adaptability: Adapts approach and demeanor in real time to match the shifting demands of different situations.

MINIMUM QUALIFICATIONS

• Associate degree in Human Resources, Office Administration, Business Administration, Accounting or a related field. Or an equivalent mix of education and experience that demonstrates the candidate meets all competency requirements for this position.
• Three years of experience in a support position to an administrator or executive supporting a dynamic, client-centered workplace.
• Ability to use discretion, exercise sound judgment and maintain confidentiality.
• Experience with office management principles and practices to include staff supervision.
• Ability to compose drafts and final responses to inquiries, letters, and questionnaires.
• Ability to effectively organize multiple work assignments, involving competing priorities, to produce accurate work products, of high quality and that meet deadlines in an executive setting.
• Excellent editing and grammatical skills.
• Possess excellent communication and human relations skills and ability to successfully interact with diverse populations.
• Ability to take accurate and timely meeting minutes.
• Ability to understand, track, monitor and reconcile multiple department budgets, follow purchasing guidelines, and track invoices and expenses.
• Proficient skill level using Microsoft Office applications including word processing, spreadsheet, presentation, virtual meeting technology, email, and cloud-based software.
• Knowledge of how to conduct research, compile and analyze data.
• Ability to prepare brief and concise reports.

DESIRED QUALIFICATIONS

• Bachelors degree or higher in Human Resources, Office Administration, Business Administration, Education, Public Administration or a related field.
• Experience within a large organizations executive support structure.
• Experience in a compliance, regulatory or legal office work setting.
• Knowledge of higher education regulatory requirements e.g., Title IX, Americans with Disabilities Act, Section 504 of The Rehabilitation Act, Clery Act etc.
• Knowledge of business processes.
• Knowledge of the computer maintenance management system, Directline.
• Experience with account or project management.
• Ability to effectively use student information systems, customer relationship management software, and/or learning management systems.
• Skills in de-escalation of emotional reactions among staff, students, and external constituents.

CONDITIONS/TERMS OF EMPLOYMENT

TOTAL COMPENSATION WITH BENEFITS: $75,052 - $83,287.

Total compensation is an estimate based upon adding the following amounts together:

• Base compensation of $54,699 - $61,730, plus
• Current employer-paid health and related benefit contribution rates, plus
  • Click here for a full list of benefits.
• Median retirement fund contributions.

The actual total will vary depending upon each employee's enrollment choices.

Person hired must be able to provide acceptable documentation of U.S. Citizenship or lawful authorization to work in the United States. This is an absolute condition of employment. An offer of employment will not carry with it any responsibility or obligation on the part of the district to sponsor an H1-B visa. In addition, the Community Colleges of Spokane maintains a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment.

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 applicants suitability and competence to perform in the position. Once an applicant is chosen for a position, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

PHYSICAL REQUIREMENTS

• Work is performed in an office environment with frequent interruptions.
• Work is sedentary.
• Frequent use of computers.

CONDITIONS OF EMPLOYMENT

• Contract 12-month position.
• This position is overtime eligible.
• May require local or regional travel.
• Criminal background check is required.

REQUIRED APPLICATION MATERIALS

To qualify for consideration, applicants must meet required competencies and submit a complete application packet, which includes the following:

• CCS online application. *
• Cover letter addressing your qualifications relevant to the responsibilities of this position. *
• Resume. *
• References – the names, addresses, and phone numbers of three professional references. *
• College transcript(s) if applicable - unofficial/copies of transcripts are acceptable for initial application, official copies must be submitted upon acceptance of job offer.

NOTE: All of the above are required to ensure your consideration for this position. The item(s) marked with an asterisk are required attachments to your application prior to submission.

If you require an accommodation during the application or interview process, please contact HR at CCS.recruiter@ccs.spokane.edu

Community Colleges of Spokane does not discriminate in its programs, activities and employment on the basis of race, creed, color, religion, national or ethnic origin, age, sex, marital status, pregnancy, pregnancy related conditions, parental status or families with children, status as a mother breastfeeding her child, AIDS/HIV or hepatitis C, honorably discharged veteran status, sexual orientation, gender identity or expression, disability, use of trained guide dog or service animal by a person with disability, genetic information or any other legally protected category.

Direct all inquiries or grievances regarding access and Title IX or ADA to:

Amy McCoy | Chief Compliance Officer
Title IX and ADA Coordinator
Community Colleges of Spokane
2917 W. Whistalks Way, MS 3027
Spokane, WA. 99224-5288
ccs.titleix@ccs.spokane.edu
509-279-6012

Direct all inquiries regarding equal opportunity compliance and/or grievances to:

Greg Stevens | Chief Strategy and Administration Officer
Community Colleges of Spokane
P.O. Box 6000, MS1004
Spokane, WA. 99217-6000
509-434-5040

Native Land Acknowledgement

We are honored to acknowledge that the Community Colleges of Spokane, and our main campuses for Spokane Falls and Spokane Community College, are located on the traditional and sacred homelands of the Spokane Tribe. We also provide services in a region that includes the traditional and sacred homelands of the Coeur dAlene Tribe, Confederated Tribes of the Colville Reservation, Kalispel Tribe and Nez Perce Tribe.

We pay our respect to tribal elders both past and present as well as to all Indigenous people today. This land holds their cultural DNA, and we are honored and grateful to be here on their traditional lands. We give thanks to the legacy of the original people and their descendants and pledge to honor their stewardship and values.