Description

Grays Harbor college is accepting applications for the Executive Assistant to the President and Special Projects. This position provides administrative support and performs confidential duties for the president and the Board of Trustees consistent with the policies and procedures of Grays Harbor College. The Executive Assistant is responsible for overseeing and coordinating major administrative processes, events, services, as well as using a variety of communication venues to help keep the campus informed. The Executive Assistant uses sound judgment to respond to a variety of situations that have high visibility and high accountability for a broad range of work that reflects upon the president and the Board of Trustees. The Executive Assistant must project a positive and professional attitude and image for the President's Office and Board of Trustees and act with confidence while maintaining a high level of confidentiality.

Grays Harbor College has an excellent benefits package to include medical, dental, vision, basic life insurance, primary and supplemental retirement programs and long-term disability insurance. Full-time employees will also receive 15.34 hours of vacation leave per month, 8 hours of sick leave per month and 3 personal leave days a year. Washington state also observes 11 paid holidays per year.

ABOUT THE COLLEGE: .
Grays Harbor College serves the communities of Grays Harbor and Pacific counties on the Pacific coast of Washington. Located in Aberdeen, Washington at the base of the beautiful Olympic Peninsula, the College is less than an hour away from scenic Pacific Ocean beaches and close to both the Olympic and Mount Rainier National Parks. Grays Harbor provides the perfect landscape to enjoy the abundance of excellent outdoor activities such as camping, hiking, biking, fishing, clam digging, surfing, boating, and various kayak/canoe paddling opportunities.

Grays Harbor College has a strong commitment to the achievement of equity and inclusion among its faculty, staff and students and values the rich diverse backgrounds that make up the campus community. To ensure the college provides an inclusive educational and employment environment focused on strategies for success and equitable outcomes for all, the incumbent in this position should understand, and experience with, successfully supporting individuals with varying backgrounds, including people with disabilities; people with various gender identities and sexual orientations; individuals from historically underrepresented communities; and other groups.

Essential Duties and Responsibilities

Board of Trustees

• Serves as Executive Assistant to the Board of Trustees and ensures the highest level of confidentiality regarding matters of the President and Board of Trustees.
• Coordinates monthly and special Board meetings. Responsibilities include but are not limited to: collecting, compiling and/or preparing the agenda and supporting documents; coordinating meeting notifications and logistics; and taking accurate minutes to be shared with the public.
• Maintains effective communication with the Board of Trustees, college relations, college foundation, the community, other agencies (e.g., WACTC, Washington ACT, SBCTC), and peers.
• Maintains an accurate record of all scheduled Board meetings as well as observes all legal requirements in assisting with public Board responsibilities.
• Maintains the integrity and implementation of the Open Public Meetings Act.
• Responds to requests by the Board for information.
• Arranges travel for Board members including registration, lodging, transportation and special needs.
• Maintains records of Board minutes, motions, agendas and background materials and postings on the Board webpage per the Washington State Records Retention Schedule.
• Keeps current on all Public Disclosure Commission requirements and deadlines for the President and Board of Trustees.
• Coordinates the onboarding of all new trustees.
• Updates and coordinates with appropriate areas of the Administrative and Board policies and coordinates related procedures following the Grays Harbor College Policies and Procedures Review Schedule.
• Maintains the Grays Harbor College specific WACs (Washington Administrative Code) rules in accordance with statute.
• Monitors and manages budget for the Trustees and other budgets related to the Board.
• Supports the senior leadership to prepare reports, materials and communications to the Board.
• Sends weekly updates to Trustee members regarding upcoming college events.

President's Office

• Manages and oversee the daily operations of the President's Office, which includes managing the president's calendar, developing office procedures, and ensuring the delivery of high quality, customer-focused services that meet the needs of internal/external constituencies.
• Establishes and maintain effective communication and working relationships with faculty, staff, executive administrators, and students.
• Monitors and manages budgets for the President's Office.
• Screens, prioritizes, and responds to incoming calls, mail, e-mail and visitors to the President's Office.
• Schedules appointments as requested and meetings called by the president.
• Provides supporting information and materials to the president for appointments and meetings.
• Composes letters, memorandums, reports, speeches and other various correspondence at the direction of the president.
• Ensures the flow of relevant, timely, and clear communication and information to and from the President's Office.
• Provides service to the college as a whole by serving on college committees, attending college functions.
• Coordinates travel arrangements and expense reimbursement for the president
• Takes minutes at Executive Team, College Council, and GHC Foundation meetings.
• Exercises judgment when dealing with sensitive and confidential matters relative to college business and personnel matters.
• Participates in the statewide Professional Assistants for Community and Technical Colleges (PACTC group).
• Serves as the primary point of contact for the president on day-to-day issues and communicates on behalf of the president with various constituencies regarding planning, collaborative efforts, projects, and operational and strategic matters as assigned.
• Assists the President in developing and coordinating special events hosted by or for the college (e.g. President and Trustee meetings, State Board meetings, Commission meetings, receptions, social events and other campus events.)
• Leads monthly meetings of the assistants' team for collaboration, cross-functional communication, and coordination of critical assignments which are essential to the success of the Executive Team.
• Treats colleagues and staff with professional courtesy and maintains confidentiality.
• Performs other duties as deemed necessary and assigned by the president.
• Supports and advances the Grays Harbor College Vision, Mission, and Strategic Priorities.
• Collaborates with the communications team to develop content for the college website and social media platforms.

Special Projects

• Takes on projects as assigned by the president. Will be assigned several projects in addition to the routine work listed above.
• Lead and execute projects to ensure timely completion.
• Serves as a liaison with and provides operational support to executives, departments heads, and board members, to ensure that projects are completed and organizational goals are met.
• Drafts schedules for implementation of project plans and proposals.
• Monitors project progress, drafting and distributing periodic progress reports for leadership and stakeholders.
• Maintains compliance with applicable laws, regulations, policies, and best practices.
• Performs other related duties as assigned.

This is not intended to be an exclusive list of all duties and responsibilities. Related duties and responsibilities may be assigned by the President

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM QUALIFICATIONS:

• Associate degree in Education, Business or Public Administration or closely related field from an accredited college or university and three year's executive-level administrative experience in Administrative roles supporting executive level positions OR equivalent combination of education and experience.
• Excellent communication skills, both verbal and written, with internal and external audiences including effective inter-departmental communication skills.
• Ability to handle sensitive and/or complex situations with confidentiality and discretion.
• Ability to use sound judgment, possess superior political acumen and interpersonal skills to collaborate effectively and diplomatically with multiple constituencies.
• Advanced proficiency in the use of technology including but not limited to Microsoft Office Suite and other business operating systems such as CTCLink (PeopleSoft)
• Proficiency in recording meeting minutes.
• Experience developing and managing budgets and analyzing and interpreting complex materials.
• Demonstrated commitment to equity and inclusion and the ability to support a diverse workplace and educational environment.
• Demonstrated ability to organize, compile, and analyze information to prepare reports, speeches, presentations and other communications accurately and succinctly using information processing technology.
• Strong organizational skills and attention to detail.

PREFERRED QUALIFICATIONS:

• Bachelor degree in Education, Business or Public Administration or closely related field from an accredited college or university.
• Experience working in higher education.
• Prior experience working with boards or governing bodies and open public meetings requirements.
• Problem solving, conflict resolution and team building skills.
• Experience coordinating executive meetings, travel and retreats.

Supplemental Information

In addition to the GHC online Application you will need to submit the following materials. Incomplete applications will not be accepted or considered.

• 
  Letter of application addressing your qualifications for the position.
• Resume
• Contact information for 3 professional references.
• Transcripts of all college work completed. Unofficial copies are acceptable, official copies will be required at time of hire.

Background checks - 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. 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 employment and past employment. Disclosure is required under Washington State Law.

Grays Harbor College does not discriminate on the basis of race, color, national origin, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal, as required by Title VI of the Civil Rights Act of 1964, Title VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Sections 504 and 508 of the Rehabilitation Act of 1973, the Americans with Disabilities Act and ADA Amendment Act, the Age Discrimination Act of 1975, the Violence Against Women Reauthorization Act and Washington State’s Law Against Discrimination, Chapter 49.60 RCW and their implementing regulations. The following persons have been designated to handle inquiries regarding the non-discrimination policies:

Title II/Section 504 and Title IX Coordinator - Darin Jones, Chief Executive of Human Resources, 360-538-4234. Grays Harbor College, 1620 Edward P. Smith Drive, Aberdeen, WA 98520

For further information on notice of non-discrimination, visit https://ocrcas.ed.gov/contact-ocr for the address and phone number of the office that serves your area, or call 1-800-421-3481.