Executive Assistant to the Vice President of Finance and Administration

Job DescriptionPosition Purpose:Under direction of the Vice President of Finance & Administration (VPFA), this position provides executive level administrative support to the VPFA and the overall unit.

The Executive Assistant to the VP of Finance and Administration (EA) performs a wide range of complex and confidential administrative support duties requiring discretion and independent judgment in matters of significance in order to support the unit goals and interests.

The EAVP is responsible for managing the VPFA’s daily and scheduled appointments ensuring the VPFA is well-prepared, well-informed and well-equipped for meetings and various multifaceted projects.

The EA is expected to anticipate the VPFA and unit’s needs and proactively solve problems and/or independently handle issues.Nature and Scope:The EA is responsible for management of the office including coordinating multiple functions/activities, developing appropriate processes and procedures, and providing support and coordination between college employees, the community, and other state agencies.

Responsibilities include contract analysis and management, administer risk management claims, administer college insurance policies, real estate and personal services contract preparation, special event support and reporting, coordinating departmental calendars and project timelines, web content management, records management, and/or report preparation for outside agencies.

This position also serves as the primary support in coordinating and assisting specific committee efforts, i.e., Administrative Cabinet, Budget Review and Planning Committee, and requires monitoring/coordinating of various committees to ensure progress consistent with the institutional mission and strategic objectives.

Due to the sensitivity of issues and transactions handled by the office, maintaining confidentiality is an expected behavior.Duties and ResponsibilitiesCommunication:First point of contact for Administration and Finance division visitors, guests, and callers.

Maintain emergency contact information for Administrative Services.Open, sort, screen, prioritize, and distribute mail. Contract Administration:Review all contracts for necessary compliance with Department of Enterprise Services and other state agency requirements.

Bring exceptions to VPFA for direction, and develop alternative language between college and contractors.Maintain a record system for all current and expired contracts.

Include renewal and expiration dates for action.

Assist with audit process to provide contractual commitments to auditors as needed.Assists with tracking Food Service contract with current vendors; ensure requirements are being met. Risk Management and Risk Assessment:Be the first point of contact for external and internal parties, be knowledgeable about the processes needed to handle situations, answer questions, and submitting/monitoring claims.Serve as the college contact with the State Risk Management Office for claims.Serve on the Facilities and Safety committee for injury/risk avoidance/safety issues.Provide support for VPFA and VP of Human Resources on claims that involve the tort process.Identify areas of college requiring risk assessment and internal control reviewAssists with the implementation of risk assessment procedures and identify issues to be addressed.

Assist with completing risk assessment reporting requirements.Receive/monitor reports and maintain records. Insurance:Serve as the campus contact for Department of Enterprise Services insurance policies, i.e.

property, casualty, etc.Provide insurance documentation for college departments/operations.Oversee additional/rider policies for college properties/operations.Review submitted proof of insurance provided by external parties for on campus activities.Maintain insurance files. Administration Web Content:Oversee internal and external web content for VPFA for current information, requirements, and modifications to ensure an effective use as a communication tool. Policy and Procedure:Coordinate information with a variety of state and private agencies such as the State Board of Community & Technical Colleges (SBCTC), Attorney General (AG), architects, and the public and among the departments or the campus to resolve problems as they occur interpreting and applying policies and procedures.Provide guidance to other employees as to recommend procedure or course of action in accordance with the VPFA’s policies and wishes.Explain unit policies, procedures, and viewpoints, and coordinate activities and functions to management representatives from on and off campus. Budget Management:Prepare and maintain up-to-date budget records and monitor expenditures on formatted spreadsheets for VPFA, Theatre Rental Account, and TAC Revenue Account by encumbering purchase orders and balancing to business office reports initiating corrective actions when necessary.Coordinate information for various college-wide reports such as Preliminary Budget and the Annual Budget which may include typing, obtaining copies, and distribution.Maintain other budget monitoring spreadsheets as necessary.Obtain and provide pertinent information to make purchasing decisions and prepare purchase requests for VPFA budget accounts. Property Acquisition Management:Make appropriate arrangements for purchase of properties:Order appraisals and create Personal Services Contract;Draft Purchase and Sales Agreement;Order hazardous material studies and create Personal Services Contract;Order DAHP study and create Personal Services Contract;Obtain approvals from Dept.

of General Administration (GA) and the State Board (SBCTC);Work with title company to order preliminary escrow papers and closing statements;Prepare Quitclaim forms and file with county treasurer and auditor offices;Create POs and A-19 vouchers for vendors;Maintain files;Work directly with property owner, vendors, and VPFA to answer questions to ensure a smooth purchase transaction. Standing Committees:Schedule, coordinate, and arrange for all committee meeting activity for the VPFA, ensuring all requirements are met.Compose agendas, attend meetings, record minutes, and distribute electronically campus wide.Schedule, coordinate, and support meetings regarding facilities and campus master planning between neighbors, city officials, architects, state agencies, and college staff. Administration Office Operations:Maintain security files on risky individuals and update information on internal web page with alert announcements as necessary.Establish internal office procedures and standards, priorities and deadlines and policy guidelines for the administration staff, campus staff, and outside agencies, as well as monitoring projects assigned by the VPFA to other administrative and major department heads.Maintain a project timeline for departments under and including the VPFA with report deadlines, events, due dates, meetings, etc.

Complete all travel arrangements for VPFA.Initiate, compose, and format necessary correspondence.Provide support at all levels required for presentations, including review and acquisition of information, formatting PowerPoint presentations, ordering visual aids, room and meeting logistics, and related pertinent information.Analyze unit equipment needs, maintenance, schedule and supplies.

Develop and maintain spreadsheets in format necessary to provide the VPFA with accurate, current data as requested.Maintain and oversee comprehensive filing system for all files.Supervise part-time hourly and student workers in the office of the VPFA.Perform other duties as required.QualificationsAssociate Degree from an accredited institution -AND
– Two (2) years’ experience in a progressively responsible administrative support position.Demonstrated ability to work in a spirit of cooperative teamwork with others.Extensive knowledge of office practices and management.Demonstrated cross-cultural skills and ability to interact effectively with people of different cultures.Preferred QualificationsA Bachelor’s from an accredited institution.Knowledge of PeopleSoft software.Experience working at a community college.Experience working on large projects affecting college operations.Conditions of EmploymentCONDITIONS OF EMPLOYMENT:This is a twelve (12) month per year, full-time administrative professional exempt position.

The salary is $55,000 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 review on March 31, 2021.

Position is open until filled. COMPENSATION:Salary: $48,869
– $55,620 annually Application ProcessInterested candidates may apply by submitting the following items:Online ApplicationCover 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.EEO StatementCentralia College has a strong institutional commitment to the principles of diversity in all areas.

In that spirit, we strongly urge all qualified applicants, including 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 ensure 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 o