Executive Assistant – HR / Business & Admin Svcs (E)

Position Summary

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Date of First Consideration: April 12, 2026\*

Applications received by the date of consideration will have priority in the review process, noting the position will remain open until a final hire is made in the event a return for review of late applications is needed.*

Salary Range: $85,000 \- $95,000 yearly, depending on qualifications and experience

This position provides confidential administrative support through the performance of delegated technical and administrative tasks for the executive leadership within the Human Resources and Business \& Administrative Services divisions. This position also serves as a certified notary for the College.

Primary responsibilities include the following:

• Support the daily operations of Business \& Admin Services division, serving as the first point of contact for visitors, colleagues, and students.
• Provide support for the completion of administrative processes such as travel authorizations and reimbursements, supply ordering, invoice payments, p\-card authorizations, and other operational tasks for HR and BAS units.
• Manage the application, coordination, noticing, and tracking requirements of the Family Medical Leave (FML), Paid Family Medical Leave (PFML), shared leave, and other state/federally protected leave programs.
• Monitor, reconcile, and initiate corrections as needed for HR and BAS program area budgets.
• Coordinate/support (as part of a team) annual activities such as Day of Learning, Convocation, employee awards, anniversary acknowledgements, retirement celebration, etc.
• Create and Maintain BAS and HR staff procedural/desk manuals, including process mapping.
• Coordinate new employee orientation scheduling, providing support for activities.
• Support ongoing communication of HR and BAS updates to the campus.
• Track/report and coordinate professional development data such as workshops offered, completion of required training topics, etc.
• Provide administrative support to various HR and BAS Division Administrators, the Professional Development Workgroup, Employee Engagement Committee, and other assigned groups or taskforces.
• Within assigned committees and councils, distribute meeting agendas/notices, take meeting notes/develop minutes, maintain committee files, rosters and websites, and schedule meeting rooms, equipment and/or catering services and other resources as required.
• Appropriately use technology to carry out responsibilities; assemble, prepare and distribute meeting agendas, minutes and supplemental materials (attend meetings as appropriate).
• Provide support for maintenance and update of delegated portions of HR and BAS public\-facing websites and Intranet SharePoint.
• Maintain electronic files and associated records, ensuring the ongoing security of current info.
• Provide confidential administrative support for legal matters including pending or threatened litigation, labor contract negotiations; maintaining accurate records and monitoring activities related to collective bargaining agreements.
• Coordinate projects/ongoing functions with a variety of partners within competing deadlines.
• Exercise discretion and maintain confidentiality in carrying out responsibilities; take initiative in problem\-solving; independently handle sensitive situations using tact and diplomacy; and work effectively in stressful situations meeting expected deadlines.
• Promote an environment supportive of the College mission, vision and strategic direction.
• Collaborate with the offices of other senior administrators; work as a team player, appropriately exhibiting a positive attitude and sense of humor.
• Represent the College in a professional and proficient manner.
• Perform other duties as assigned of a similar nature/level.

Qualifications

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Required Education \& Experience:

• Bachelor’s degree from an accredited institution OR equivalent education/experience.
• Four (4\) years of progressive administrative support experience.

Knowledge Of:

• MS Office 365 including Excel, Outlook, PowerPoint, SharePoint, Teams Visio, and Word.
• Omni Update or similar website maintenance application.
• Zoom Workplace or other video collaboration platforms
• Peoplesoft, Ellucian Banner, Workday or similar systems.

Skill In:

• Contributing to diversity by fostering a climate of multicultural appreciation and awareness.
• Attention to detail, time management, ability to multitask and handle competing deadlines while working with multiple partners.
• Ability to create written documents and meeting summaries in a concise and accurate manner.
• Ability to maintain accuracy and consistency within established processes/procedures.
• Ability to remain calm and customer focused while adapting to changing needs.
• Ability to stay on track in busy open office while maintaining a professional and helpful attitude.
• Handling sensitive situations, using independent judgment within legal guidelines.
• Effectively communicating (oral and written) including active listening.

*You can’t check off every listed “Knowledge of” and “Skill in?” Please apply anyway!

• Studies have shown that some candidates are less likely to apply to jobs unless they meet every single qualification – even if they might be a great fit for the role!

Conditions of Employment

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Physical Work Environment:

Administrators are assigned to work on campus, noting there may be some opportunities to work remotely based on program or area needs. If authorized for limited remote work, employees will need to provide their own workspace and internet access, noting the College will provide technical equipment and support for online work needs. When working on campus, this position will perform work in a standard office setting, use standard office and computer equipment and physically attend meetings both on and off campus, using the ability to clearly communicate in person or through appropriate means, and occasional lifting of up to 50 pounds. This position also works weekends and evenings when appropriate or needed as required.

Terms Of Employment/Salary:

• This is a full\-time administrative/exempt position.
• Initial salary placement determined by the College dependent upon education/experience.

Hiring of this position is contingent upon available funding as determined by the College President.

Required Materials

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To be considered for this position, please submit the following:

• NEOGOV online application and supplemental question.
• Cover letter describing relevant knowledge, skills, and characteristics that align with the needs of the position.
• Current resume.
• Unofficial transcript for highest related degree (official due upon hire).

Please Note:

• Once application materials have been submitted, you may not modify the application.

* If you are chosen to move forward in this recruitment, you will be notified via email to the address listed in your application (make sure to check spam/junk folders).

*Other Conditions:*

Shoreline College is committed to providing equal opportunity in education and employment for all students, employees, and applicants, and does not allow discrimination or harassment on the basis of race or ethnicity, color, national origin, age, sex, sexual orientation, gender identity, marital status, creed, religion, status as an honorably discharged veteran or military status, political affiliation or belief, citizenship/status as a lawfully admitted immigrant authorized to work in the United States, or presence of any physical, sensory, or mental disability. For our full non\-discrimination statement and contact information, visit: *https://www.shoreline.edu/about\-shoreline/non\-discrimination.aspx.*

Persons with disabilities have the right to reasonable accommodation in all aspects of employment with the College. This includes, but is not limited to recruitment, application, hiring, training, termination, conditions of employment, and any other employer\-supported activities. Applicants requesting accommodation should contact the Office of Human Resources at *hr@shoreline.edu.*

In accordance with RCW 28B.112\.080, 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 or past places of employment.

In compliance with the Immigration and Nationality Act, proof of authorization to work in the United States will be required at the time of hire.

Shoreline College does not currently sponsor HB\-1 visas. Other conditions that may apply will be detailed upon the offer of employment.

Applicants considered for positions at the College may be required to submit to a background check as a condition of employment. Adverse information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability for the position.

Faculty positions are represented by the American Federation of Teachers Local \#1950\.

Classified positions are represented by the Washington Federation of State Employees.