Remote Executive Assistant

Position Summary

Under the supervision of the Vice Chancellor of Human Resources, the Executive Assistant will serve as an intermediary between the Vice Chancellor and the many departments and committees that require support and guidance from the Human Resources department. The Executive Assistant provides confidential and comprehensive administrative support to the Vice Chancellor. Additionally, this position supports the Faculty Professional Development Coordinator.

At Seattle Colleges, equity, diversity, inclusion, and community are central to the education of our students and essential to the thriving of all members of our faculty, staff, and the larger community. We aspire to be an actively anti-biased and anti-racist learning institution. This aspiration is ongoing and institution-wide, and requires deep personal and collective commitment and accountability. We welcome candidates who will actively collaborate in creating new options for learning, work, and growth for our students and employees. We encourage all interested individuals meeting the criteria of the described position to apply and join us as we work together to become the anti-racist community to which we aspire.

Seattle Colleges seeks to accommodate all people with varying abilities. If you receive a request for an interview and require auxiliary aids, services, or other accommodations for the interview, please contact the Human Resources Department.

Application Procedures:

  • Attached current Resume
  • Attached cover letter addressing how you meet the duties, responsibilities, and requirements for the position
  • Contact information for three professional references
  • Required application materials must be completed and submitted online

Notice to Applicants:
Please note that Seattle Colleges has moved to remote operations, pending public health guidance. Per CDC and WA Public Health directions, at this time we will be practicing social distancing and holding interviews virtually using video conference or teleconference options. As such, if you are selected for interview, please be prepared to hold your interview virtually.

Seattle Colleges are committed to recruiting dedicated faculty and staff who together create a welcoming academic climate that reflects the diverse backgrounds of our community, including ethnicity, national origin, religion, race, gender, gender identity, age, status as a veteran or disabled veteran, disability, political status, and sexual orientation.

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. In addition to the background check, candidates will be required to complete the Sexual Misconduct Disclosure Form as required WA HB 2327.

This is a non-represented, civil service exempt position.

Essential Functions

  • Assist with identifying HR needs and priorities.
  • Using sound judgment, respond verbally and/or in writing to requests regarding HR policies, guidelines, and procedures to effectively & confidentially resolve such inquiries.
  • Create and maintain HR documents and templates; provide materials and guidance to in-person and telephone inquiries.
  • Manage the Vice Chancellor's calendar, including appointments, conferences, meetings, and retreats.
  • Manage the course evaluation process for the district—both paper and online evaluations. Serve as primary contact and troubleshooter for faculty members needing assistance with the online evaluation process. Oversee a student employee hired to scan all paper evaluations. Maintain inventory of Scantron forms and fulfill orders received from campuses.
  • Provide direct confidential and administrative support to the Vice Chancellor, including, but not limited to written correspondence, recording minutes, transcriptions, editing, etc.; prepare correspondence to employees.
  • Prepare and assist in the preparation, compilation, and coordination of reports regarding hiring, employee morale, diversity, and evaluations.
  • Monitor and maintain budgets and expenditures; evaluate costs for expenditures; complete all travel related documents for the Vice Chancellor; approve eForms and timesheets in the Vice Chancellor’s absence.
  • Track requests for stipends and salary re-evaluations. Reconcile purchase-card statements, re-allocate expenses to proper budgets.
  • Submit updates to the web team for the HR content on the Seattle Colleges web site.
  • Manage the payment and re-allocation of costs for professional development classes.
  • Facilitate, support and coordinate committee and district-wide communications.
  • Coordinate weekly HR meetings, quarterly meetings with the union agreement management teams for AFT, AFT-SPS, and WFSE, as well as quarterly meetings with the deans and VPIs.
  • Coordinate and participate on the Inclusion Advocate Committee.
  • Serve as backup to the district office HR Associate Director. Post new positions, release applicants to committees, notify applicants who have not been selected for interview.
  • Assist with background checks and HRIS data as needed.
  • Take initiative to troubleshoot and resolves concerns on behalf of the Vice Chancellor.
  • Chair and participate on search committees and serve as an Inclusion Advocate for searches as needed. Duties of an Inclusion Advocate include reviewing & editing job announcements, training search committee members, participating in all committee meetings, assisting with, or creating criteria matrices, assisting with the selection of interview questions.
  • Serve as Coordinator for the annual Combined Fund Drive.
  • Coordinate the annual Service Awards Ceremony & Reception at the district office. Run reports in HR database to identify employees to be recognized (districtwide), consult with each president’s office to verify lists, print out certificates and order lapel pins for each campus.
  • Post job openings in specialized publications, as needed.
  • Archive tenure notebooks and ensure that payroll office receives list of newly tenured faculty.
  • Work on special projects and perform related duties as assigned.
  • Supports the Faculty Development Program Coordinator by performing a variety of complex clerical assignments such as preparing reports, correspondence, updating faculty development web content and files, establishing record keeping systems and database files, monitoring financial records, and responding to inquiries per the AFT Section 14.2.

Required Education, Experience, Abilities

  • Excellent communication skills, both written and verbal.
  • Demonstrated project management experience.
  • Demonstrated experience offering culturally responsive service within a diverse community.
  • Strong organizational and problem-solving skills.
  • Demonstrated ability to exercise independent judgment and take initiative.
  • Demonstrated ability to manage multiple tasks, set priorities and coordinate activities with complex components with minimum supervision.
  • Verifiable ability to exercise a high degree of judgement when working in sensitive and highly confidential environments.
  • Demonstrated ability to take initiative and proactively add value to a team.
  • Proven experience working with technology and ability to adapt to new systems.
  • Strong computer skills, including Word, Excel, PowerPoint, Outlook, Adobe Acrobat.

Salary$56,000 – $75,000 a year

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