Executive Assistant to VP of HR & Equity
Centralia College

Job Info

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Job Title: Executive Assistant to VP of HR & Equity
Location: Centralia College
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 14231
About Us

Centralia College is on a 30-acre campus of modern buildings set among walking paths, lawns, and native plantings just a few blocks from the heart of Centralia, Washington. The college has served students in the Lewis County region since 1925 and is the oldest continuously operating community college in Washington State. The city of Centralia is a historic railroad and river shipping hub with a vibrant downtown and railway station.

As a comprehensive community college, Centralia College offers academic transfer and workforce programs, as well as adult basic education, English as a Second Language (ESL), and personal enrichment classes. The college also offers five Bachelor of Applied Science degrees.

In addition to the main campus in Centralia, Centralia College East in Morton is a smaller site that serves the needs of students in east Lewis County. Centralia College is committed to the success of all students, and thus also provides educational programs at two corrections centers in southwest Washington and one juvenile facility. In total, the college serves more than 4,800 students annually. For nearly 100 years, several generations of Lewis County residents have looked to Centralia College for their education and training needs.

Centralia College is committed to student success, academic excellence, and enhancing and supporting our diverse community in an inclusive and equitable learning environment. We encourage applicants with demonstrated experience collaborating with, and serving, people from a wide range of backgrounds.

For more information on Centralia College and the Centralia area, call 360-736-9391 or visit www.centralia.edu.

Job Description

The Executive Assistant to the Vice President of Human Resources & Equity (VP HRE) will provide high-level administrative support, ensuring smooth departmental operations. The ideal candidate will have exceptional organizational skills, attention to detail, and the ability to multitask. This role demands professionalism, discretion, and integrity in handling sensitive information. Responsibilities include using independent judgment to plan, organize, and manage all administrative services for VP of Human Resources and Equity.

Duties and Responsibilities

Exercise initiative in problem solving with an ability to work under pressure and handle multiple tasks requiring a high degree of accuracy and attention to detail in an open office environment.

Staff Training and Development:

Maintain training records and prepare reports.
Provide administrative support for training programs, including research, scheduling, material preparation, and equipment needs.
Prepare and distribute training notices, contracts, and rosters; update the training database.
Plan and organize conferences, seminars, workshops, and training programs.
Assist in selecting speakers/trainers.
Monitor the training and development budget.
Coordinate the Exempt and Classified Employee Evaluation process.
Assist with recruitment, payroll, and other HR related duties for the HR Consultant and Director of Benefits and Compensation.

Employee Recognition and Awards:

Coordinate campus recognition and awards programs like the SPIRE Award, Making a Difference Award, Emeritus Status Award, Years of Service Awards, and the Assembly Social Media platform.

Project Management:

Assist in planning and executing departmental projects.
Track project progress, deadlines, and deliverables to ensure timely completion.
Supports organizational change efforts.

Employment Law, Regulations Compliance, and Labor Relations:

Assist with campus-wide investigations into employment law violations and policy breaches.
Schedule and assist investigatory meetings.
Prepare compliance-related documentation.
Coordinate the reasonable accommodation process for employees.
Coordinate employee I-9 retention.
Provide administrative support to the faculty contract negotiating team, including scheduling meetings and transcribing minutes.

Events:

Plan and execute conferences and meetings, including selecting facilitators, preparing materials, scheduling events, booking facilities, coordinating refreshments, and conducting post-event surveys.
Create and Coordinate campus surveys using survey software.

Public Records:

Coordinate the Public Record Request process under the direction of the VP HRE.
Serve as first point of contact for Public Records Requests.

Reasonable Accommodation & Special Leaves:

Coordinate the employee Reasonable Accommodation process and assist with the Accommodation Telework process.
Serve as the first point of contact for RA, FMLA, and other protected leaves.
Coordinate campus outreach for the Employee Assistance Program (EAP).

Administrative Support:

Coordinate the Vice President's calendar, schedule meetings and travel, and prepare documents.
Provide routine administrative support and maintain accurate files and records.
Guide staff, faculty, students, and the public to appropriate resources.
Provide backup for leave and timesheet processes.
Stay informed about campus affairs to facilitate effective communication.
Compose correspondence, reports, and documents.
Maintain the Human Resources and Equity SharePoint site.
Serve as a Clery Campus Security Authority, Title IX Mandatory Reporter, and assist with information gathering and investigations.
Maintain HR and Equity budgets, including monthly reconciliation of the HR Purchasing Card statement. Coordinate HR and Equity purchasing and supply needs.
Coordinate travel for the Vice President and HR & Equity staff.
Prepare and distribute the Annual Notice to Employees.
Coordinate campus position description process.
May direct student workers.

Recruitment:

Assist with applicant correspondence, email, and phone monitoring.
Provide backup for conducting criminal history background checks and recruitment responsibilities.
Assist with the online hiring process.
Archive past employee files.

Other duties as required.

Qualifications

Associate's degree plus two years' experience ORFour years administrative assistant experience at an executive level OREquivalent education and experience.Excellent written and oral communication skillsExceptional computer skills including Microsoft Office Suite.

Preferred Qualifications

• Proficiency in multiple languages is a plus, particularly Spanish.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to sit and use hands to finger, handle, or feel. The employee is required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Location:

This is an in-office position.

Additional Information

Essential Knowledge, Skills and Abilities:

Knowledge:

Comprehensive understanding of HR principles, including recruitment, employee relations, performance management, and training.
In-depth knowledge of diversity, equity, and inclusion strategies to support organizational initiatives.
Familiarity with local, state, and federal employment laws to ensure compliance.

Skills:

Exceptional written and oral communication skills, with experience preparing reports, presentations, and correspondence.
Proven ability to manage complex schedules, coordinate meetings, and organize travel arrangements for executives.
Proficiency in Microsoft Office Suite and experience with HRIS platforms.

Abilities:

Ability to handle multiple projects with competing deadlines while maintaining a high level of accuracy.
Strong problem-solving skills with a proactive approach to identifying and resolving issues.
High level of discretion and professionalism in handling confidential information.

Conditions of Employment

This is a twelve (12) month per year, full-time professional technical overtime eligible exempt position. The salary is $54,500 - 63,500 (DOQ/DOE) annually depending on the qualifications and experience of the successful candidate. The state of Washington provides a comprehensive benefits package for state employees. The position may participate in the TIAA/CREF retirement system.

DEADLINE: The screening committee will begin their first review on September 25, 2024. Position is open until filled.

Compensation

Annual Salary: $54,500 - 63,500 (DOQ/DOE)

Application Process

Interested candidates may apply by submitting the following items:

• Online Application

• Cover Letter that addresses your interest in the position and ability to perform the responsibilities described in this announcement.

• Detailed résumé of all educational and professional experience that demonstrates how you meet the qualifications.

• List of at least three professional references with contact information. References are typically contacted after interviews.

Eligibility to Work

If you are hired, you will need proof of identity, and documentation of U.S. citizenship or legal authorization to work.

Background Check

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.

EEO Statement

Centralia College has a strong institutional commitment to the principles of diversity in all areas. In that spirit, we strongly urge all qualified applicants, especially people of color, persons of disability, women, and disabled and Vietnam era veterans, to apply. Centralia College is an Equal Opportunity employer.

It is the policy of Centralia College to assure equal employment opportunity and non-discrimination on the basis of race or ethnicity, creed, color, national origin, sex, marital status, sexual orientation, age (over 40), religion, the presence of any sensory, mental, or physical disability, or status as a disabled or Vietnam-era veteran.

Centralia College does not discriminate in admission or access to, or treatment or employment in, its programs or activities. Designated Title II, VI, VII, IX, Section 504, ADA compliance officer: Vice President for Human Resources and Equity, Hanson Hall Room 101, Centralia College, 600 Centralia College Blvd, Centralia WA 98531-4099, (360)623-8943.

The Human Resources Office is accessible for persons with disabilities. Those who need disability accommodation in the application/employment process, please call (360)623-8943.

Jeanne Clery Statement

Notice of Availability of Annual Security Report-Centralia College's Annual Crime/Security Report is available here, containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related information. To obtain a paper copy of the report, please call 360-623-8947.

Title IX Statement

Centralia College is compliant with Title IX best practices. For more information visit, Title IX.

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