Executive Assistant to the Vice President for Student Services

Our Opportunity ------------------- \This position has a closing date of July 31, 2026, at 11:59 pm.\ South Puget Sound Community College (SPSCC) seeks a highly motivated and qualified individual for the Executive Assistant position to the VP of Student Services. The Executive Assistant provides confidential administrative support to the Vice President for Student Services. This role involves coordinating and assisting with various complex, confidential personnel and administrative activities, including collective bargaining. The Executive Assistant prepares sensitive information for both the Vice President for Student Services and the President, aligning with the college’s mission and strategic plan. Additionally, the position coordinates office workflow and performs a range of advanced administrative tasks. Duties require minimal supervision and may include overseeing other staff members. This is an exempt, professional\-technical position. South Puget Sound Community College is committed to increasing its cultural diversity with an emphasis on equity and inclusion among its professional staff. A firm understanding of anti\-racist policy development, coupled with the skills to eliminate barriers that harm underrepresented people, is a college requirement. The students that we serve come from a variety of backgrounds. On average, 43% of SPSCC students are people of color. We strongly encourage members of the underrepresented groups, veterans, and bi\- or multilingual individuals to apply for this position to help meet the needs of our diverse students and service district. And if that isn't enough? We also offer: A healthy work/life balance for our employees, with the opportunity for flexible work schedules and remote work, depending on position and college needs The Clipper Coffee Corner serves Batdorf \& Bronson coffee and a selection of delicious food A brand new Health \& Wellness Center FREE Bus service every 15 minutes to downtown Olympia and beyond FREE parking on our campuses ¿ permits are not required On\-campus child care Many walking paths that are marked and on nicely paved sidewalks SPSCC promotes wellness with a variety of workshops and events on campus Lots of activities with our Artist \& Lecture series, which are FREE for staff and faculty Many community events in the Kenneth J. Minnaert Center for the Arts Employee Resource Groups (ERGs) that offer an opportunity for SPSCC employees to gather and connect around issues that define them personally and affect their work at the College and their professional development. Current Employee Resource Groups include: + Staff and Faculty of Color (SFOC) ERG \- an employee network that strives to create an intentional and relational foundation for community and trust\-building across different groups through shared values. + The LGBTQIA\+ ERG creates a space for LGBTQIA\+ staff and faculty at the college to share resources, build support and community, and work towards greater equity and accessibility. What You'll Do ------------------ As an Executive Assistant, you must be knowledgeable in advanced administrative support practices and be able to exercise considerable independent judgment and take action. They possess a comprehensive understanding of their specialized functional area. Many tasks can be performed independently with minimal supervision or approval from their supervisor. In the absence of the Vice President for Student Services, they may be responsible for making decisions on matters where procedures and policies are not well defined. Individuals in this role are expected to proficiently perform essential functions and related tasks in accordance with generally accepted procedures and established policies. Responsibilities and duties of the Executive Assistant to the Vice President for Student Services include, but are not limited to, the following: Duties: Provides clerical support, establishes procedures, and interprets administrative policies relevant to the Office of the Vice President for Student Services. Coordinates the workflow to ensure efficient and effective operation of the office. Maintains the appointment calendar for the Vice President for Student Services and establishes priorities. Prepares all necessary information and provides support for the Vice President for Student Services' professional commitments. Screens, prioritizes, and distributes all mail and correspondence for the office. Prepares, coordinates, and/or reviews purchasing requisitions, travel, payroll, budget and event documents for the Vice President’s office and Student Services staff. Serves as the liaison for the Vice President for Student Services to students, faculty, staff, and the community. Prepares reports and the monthly reconciliation of various Student Services division budgets, including budget revisions and expense transfers. Coordinates the development of the annual budget for the student services division. Prepares correspondence, agenda, minutes, acknowledgments, and notifications, including student academic honors and sex offender notifications. Responds in a professional manner to all sensitive and confidential matters. Coordinates, tabulates, and/or responds to surveys and studies as required. Prepares for distribution brochures, position announcements, and other documents and/or information as required. Serves as a recorder for designated college committees, councils, and task forces, such as the Student Services manager’s meetings and all division meetings. Develops and coordinates a Student Services Orientation for new employees to the division. Develops and maintains an office and/or digital filing system(s), including the student discipline file, and maintains office records in accordance with the records retention policy. Support labor and other contract negotiations with the appropriate level of confidentiality. Monitors the Student Services department budget and apprise the Vice President of the status. Coordinates, edits, and proofs Student Services sections of the catalog, quarterly schedule, or other college publications. Composes letters and reports from brief instructions, notes, or own initiative using extensive knowledge of grammatical composition, spelling, and punctuation; determines appropriate layout, format, or arrangement. Monitors progress, communications and documentation of activities for Student Services’ grants. Interprets and applies internal Student Services policies consistent with goals, objectives, and policies of the college. Reviews, updates, and improves Student Services information and policies published on the college website to ensure accuracy, clarity, and alignment with institutional standards. Coordinates and maintains Student Services’ storage, workroom, and break room spaces. Acts as advisor to Phi Theta Kappa International Honor Society and assumes duties related to that area of responsibility. Coordinates and purchases goods and supplies for the Student Services division and reconciles expenses to the monthly PCard statement. Assumes responsibility for other duties as assigned by the Vice President for Student Services. Qualifications You Possess ------------------------------ Minimum Qualifications: Completion of high school or equivalent Six years of progressively responsible administrative experience, including two years of executive\-level experience involving substantial public contact, information gathering, and writing experience, OR an equivalent combination of training and experience that provides the required knowledge, skills, and abilities. A degree may substitute for all but two years of executive\-level experience. Demonstrated experience or participation with persons from diverse backgrounds such as sexual orientation, racial, ethnic, religious, linguistic, gender, age, socio\-economic, physical and learning abilities, and a commitment to an inclusive and equitable working/learning environment. Critical Thinking \- The ability to use inductive and deductive reasoning to understand diverse perspectives. Flexibility \- The ability to respond and adapt to new and changing situations. Empathy \- The ability and willingness to attempt to understand another person's culture or perspective through listening and inquiry. Preferred Qualifications: Demonstrated proficiency utilizing various software applications including Microsoft Word, Excel, PowerPoint, Outlook, Smartsheet, Zoom and others. Strong organizational skills, ability to work under pressure, and maintain efficiency and composure. Ability to manage conflicting priorities Ability to work independently and/or as a member of a team Strong time management skills Strong interpersonal and communication skills Ability to establish and maintain cooperative and harmonious working relationships with a highly diverse population Ability to keep related business transactions and all correspondence confidential To Apply ------------ \\\Due to our transition to a new system, please apply for this position using the following link: Apply Here\\\ Applications must be completed online and include the following attachments: Cover letter addressed to the Screening Committee highlighting your ability to perform the responsibilities and competencies described in the job posting. Current resume/CV showing all educational and professional experience, which demonstrates how you meet the minimum and any preferred qualifications. Copies of unofficial transcripts from institutions of higher education. Top candidates will be notified directly to interview for this position. Selection will be based on the applicant's knowledge, skills, and abilities to perform the duties listed in this job posting as identified in the materials requested above. Applications with comments directing the reader to see attachments will be considered incomplete. Background Check Condition of Employment Employment with the college is contingent upon the successful completion of a comprehensive background check. Any adverse information will be considered on a case\-by\-case basis and does not automatically preclude a candidate from employment. Veterans Preference Applicants who meet the minimum qualifications and wish to claim Veterans Preference must submit a copy of their United States Department of Veterans Affairs honorable discharge documentation. All personally identifiable information must be redacted prior to submission. The redacted documentation should be emailed to sbutler\-hill@spscc.edu, with the job number for which the applicant is applying clearly indicated in the subject line. Benefit Information A generous benefits package including medical, dental, vision, life insurance, long\-term disability, retirement, and optional deferred compensation programs. The position is eligible to participate in the State Board Retirement Plan (SBRP) and the Department of Retirement Systems (DRS). Employees have the option to participate in two tax\-deferred retirement investment programs. For health benefit information, go to the Washington Health Care Authority. Compensation Your paycheck is just part of your total compensation package, with an employee benefits package worth about 30% of your salary. Vacation and Sick Leave Annual leave includes 24 days of vacation, 11 paid holidays, and 12 days of sick leave For more benefits information, please visit our Employee Benefits website. South Puget Sound Community College values diversity and is an Equal Opportunity Employer and Educator SPSCC provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or veteran status. Prohibited sex discrimination includes sexual harassment, defined as unwelcome sexual conduct of various types. In accordance with the Americans with Disabilities Act (ADA) and the Rehabilitation Act, SPSCC provides reasonable accommodations for qualified students, employees, and applicants with disabilities. Inquiries regarding non\-discrimination policies, Title II, and Title IX may be directed to: Lacy Neal / Executive Human Resources Director/Title IX Coordinator Phone: 360\-596\-5433 Email: lneal1@spscc.edu Building 25, Room 220 2011 Mottman Rd SW Olympia, WA 98512 South Puget Sound Community College is a smoke\-free and drug\-free environment. Applicants who require accommodations in the application process or need materials in an alternative format may contact the Human Resources Office at (360\) 596\-5500.