Executive Assistant to the Vice President for University Relations

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Job Summary

Central Washington University is recruiting an Executive Assistant to the Vice President for University Relations to join our University Relations team in Ellensburg, Washington. This role is an important member of our team as they provide executive-level support to the Vice President for University Relations at Central Washington University. The role is a campus-based position, which means you get to see the lives you are impacting. We're offering a salary, depending on experience, from$52,588 - $64,420annually plus the awesome CWU benefits.

Who we are:

We are a team of individuals committed to Changing Students' Lives. No matter what job, each of us plays a part in supporting and empowering our students to fulfill their dreams.

Working in higher education provides career growth and career choice. Think of a university campus like a mini city, operating across 380 acres. You'll find diverse academics, libraries, athletics and sporting events, full service and quick serve dining, conferences and events from small to large, recreation centers, housing, health services, police and public safety for the campus population of ~10,000 students.

Central Washington University has been named a Fulbright U.S. Scholar Program Top Producing Institution for the 2022-2025 academic year. In addition, for the seventh time in eight years, CWU is a recipient of the prestigious Higher Education Excellence in Diversity (HEED) Award from INSIGHT Into Diversity magazine. Come join us on our journey to encourage, inspire, and create spaces where all identities thrive on campus.

Tour our campus in Ellensburg here.

The CWU Division of University Relations is made up of marketing, communications, and creative professionals who are committed to promoting the university and elevating our brand. We collaborate with partners across campus and in the community to build awareness and support for CWU, while leading our marketing, communication, and brand strategy. Our experienced team of professionals helps faculty, staff, students, and alumni share their successes, opportunities, and discoveries to key audiences. We also facilitate crisis and emergency communications and work with local, state, and federal government agencies to help advance our legislative priorities. And we are proud partners in helping the university pursue its vision to be a model learning community of equity and belonging. At CWU, all employees are expected to support CWU's commitment to diversity and to bring and support inclusion into the university environment.

What we offer:

Our investment in you begins the day you join our team, a healthy and successful future for you is important to us. We offer medical, dental, life and disability insurance, retirement and optional savings plans, tuition assistance for you and your dependents, discounts across town, an employee assistance program for individualized counseling, and a wellness incentive program. Learn more: Benefits, Perks, and Leave.

The Role:

The executive assistant supports the daily office operations of the Vice President of University Relations and requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. As an executive-level assistant, the incumbent supports executive leaders through building networks and partnerships, proactively planning for future activities, and providing documents and resources necessary for leaders to complete their work. This position will embody and advance the vision, mission, and values of the university and operate at both a transactional level (completing regularized, day-to-day management tasks) and transformational level (providing leadership and thought partnership with executives and building collaborations across units). This position acts as the VP's primary point of contact, and as the main point of contact for the University Relations division, for students, faculty, staff, department chairs, deans, university leadership, president, board of trustees, state and local government agencies, and the public. This individual builds a close working relationships with a variety of institutional colleagues and b) a network of individuals and offices who are integral to the success of University Relations. All employees are expected to support CWU's commitment to diversity and to bring and support inclusion into the university environment.

Job Duties

• Provide exemplary customer service to office visitors and those who call or email the office.
• Ensure efficient and effective office management by applying time management to the vice president's calendar, making travel arrangements, composing letters, memoranda, presentations, collecting data, and completing reports for internal and external departments and agencies.
• In partnership with the department directors, assure the efficient, effective, and compliant processing of invoices, contracts, and budget reconciliations on behalf of the division of university relations.
• Coordinates with the vice president and department directors to ensure smooth and seamless operations of division human resources, travel, and space and asset/inventory management.
• Assist the vice president for university relations by planning, organizing, and implementing administrative processes and services in the division.
• Submit state and federal lobbying and contribution reports in partnership with the directors of government relations and the president's office to assure compliance with state and federal disclosure and reporting laws.

• Maintain a working knowledge of the university's vision, mission, values, and strategic plan goals, strategies, tactics, and key performance indicators, and participate in the division's organizational, operational, and strategic goals and performance indicators.
• Exercise excellent oral and written communication skills while ensuring confidentiality and compliance with the university's policies and procedures.
• Serve as the division of university relations record retention officer.
• Work with the vice president using a variety of communication methods to ensure prompt and accurate action that meets requested and/or mandated deadlines for the development of materials for the Board of Trustees, Council of Presidents, Washington Student Achievement Council, or other appropriate external agency activities.

• Provides accurate, proactive, and strategic calendar management and time planning support.
• Assist the vice president in the completion of complex and routine work required of the division such as the preparation of agendas, recording minutes, and preparing materials for meetings; in addition, the executive assistant will sense and anticipate the operational needs of the vice president for university relations and work as a supportive partner in delivering the mission-critical functions of the vice presidential role in a large and complex organization.
• Develops, creates, and prepares meeting material and content according to the preference and voice of the executive leader, such as agendas, hand-outs, PowerPoint presentations, etc.
• Takes notes and minutes as appropriate.
• Secures and prepares meeting space, both in-person and virtual, and provides meeting logistics (meeting time, location, travel time, etc.) based on knowledge of manager and business needs.
• Exercises a sense of priority and awareness for high-impact meetings, and urgent business needs, and ensures follow-up.
• Uses executive maturity and judgment with full knowledge of business context to identify and coordinate delegates, execute decisions around prioritization and maintain constant communication with manager and central staff.
• Leads and owns decision making processes in close partnership with peers and stakeholders (e.g., Chiefs of Staff, Business Managers, Human Resources) and external leaders/business support.
• Proactively engages with leader and key partners to make decisions and cascade information as needed. Manages ambiguity and remains calm in stressful situations.

• Partners with executive leaders, including SVP for Finance & Administration, on building and managing annual rhythm of business (ROB), including fiscal year calendar, executive meeting schedule, executive events (BOT), etc.
• Strategically communicates ROB cadence and helps to manage workloads, as needed.
• Identifies and advises on patterns across ROBs.
• Directs continual implementation and flexibility of the ROB in partnership with peers (e.g., other Administrative Assistants, Chief of Staff).
• Ensures team members follow ROB and map their planning to established cadences.

• Strengthens their network (internally and externally) across organizations to enable their team and leader's work.
• Proactively drives communication and liaises between executives, central teams, and other business partners to share information and best practices that drive efficiency.
• Uses executive maturity and independent judgment, discretion, insights, and perspectives to direct and prepare staff to distribute information to their teams and/or supported leader.
• Communicates with executive maturity to external partners/audiences and third parties.
• Represents and acts as extension of leaders' and university's brand core values.

• Leads by example and serves as a role model to colleagues by maintaining a professional attitude, demonstrating executive presence, influencing others, and encouraging self-reflection during challenging situations.
• Navigates with executive maturity and calmness in challenging situations.
• Uses executive maturity to escalate issues, proactively ensuring teams effectiveness and consistency.
• Engages with other units to keep a pulse on opportunities and challenges and escalates those appropriately to leaders.

• Owns expense management including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance.
• Understands policy and state law to ensure compliance; escalates issues as needed.
• Identifies and resolves expense and supply related issues (e.g., missing purchase orders [POs], account imbalances) by communicating with senior leaders and Finance as applicable.
• Coordinates travel arrangements (e.g., accommodations, transportation, meals).
• Manages all travel logistics and maximizes trip itineraries.
• Disseminates and enforces travel policies and expectations.

• Perform other duties as assigned.

Minimum Qualifications

• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Progressive executive level administrative/secretarial experience or any combination of education and experience that clearly demonstrates the abilities to perform the essential functions of the job.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Capable of acquiring a functional understanding of university computer systems and addressing problems, while having a familiarity with the university's IT support structure.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including board members, senior executives, staff, community leaders, donors, and students.
• Strong ability to make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Ability to swiftly change priorities and be sensitive to immediate needs as they arrive.
• Demonstrated willingness and/or experience working with students and/or co-workers from a wide range of abilities, backgrounds and experiences.
• OR applicable combination of education and/or experience which demonstrates the ability to perform the essential functions of the position.

Preferred Qualifications

• Experience with PeopleSoft, and/or similar financial management systems.
• Understanding of the higher education environment.
• Bachelor's and/or master's degree.

Competencies

• Critical Thinking: Able to develop creative solutions, evaluate and develop strategies for answering questions and completing tasks. Has the ability to analyze the current situation and respond appropriately.
• Accountability/Dependability: Accepts responsibility for quality of own work; acknowledges and corrects mistakes. Shows up on time, meets standards, deadlines, and work schedules.
• Emotional Intelligence: Has the ability to recognize and understand their own emotions and the emotions of others. Uses this awareness to manage themselves and strengthen relationships. Builds relationships in a way that support the vision, mission and values of CWU.
• Judgement: Makes timely, informed decisions. Analyzes options and determines appropriate course of action.
• Teamwork: Promotes cooperation and mutual support to achieve goals. Encourages participation and mutual support.
• Adaptability/Flexibility: Responds positively to changing business needs and responsibilities. Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.
• Commitment to Diversity: Recognizes the value of diversity and helps create environment that supports and embraces diversity.

Don't meet every single requirement? At CWU we're dedicated to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but your experience doesn't align perfectly with every requirement, we encourage you to apply anyway. This may be the job for you!

Pay, Benefits, & Work Schedule

Salary : This position has a minimum annual salary of $52,588 and maximum annual salary of $76,253. The Hiring Department's expected hiring range is $52,588 to $64,420. In accordance with RCW 49.58.110, the above salary reflects the full salary range for this position. Individual placement within the hiring range is based on the candidate's current experience, education, skills, and abilities related to the position.

Schedule/Appointment : Monday - Friday, 8:00am-5:00pm (1 hour lunch)

Working Conditions : Work is performed in an indoor office setting with frequent in-person interactions. It is essential to be able to remain at a desk/computer workstation for prolonged periods of time, perform extensive data entry and other computer-related tasks and create/maintain filing systems for departmental records. Some evening or weekend work and/or occasional travel may be required.

Benefits : CWU offers a comprehensive benefits package including medical and dental insurance, retirement and optional savings plans, life and disability insurance, along with vacation and sick leave plans depending on employment classification. For additional information please visit Benefits, Perks, and Leave .

An employee of CWU may be eligible for the Public Service Loan Forgiveness Program if the employee has student loans. To learn more, visit: .

How To Apply

To apply for this position, you must complete the on-line application and attach:

• A detailed cover letter clearly demonstrating how your education and experience: (a) meet the required (and, as applicable, preferred) qualifications, and (b) demonstrate the ability to perform the responsibilities as described by the posting;
• Resume including work history, education, training; and
• Contact information for three professional references.

Screening Begins: February 15, 2024

**Priority will be given to applications received by the screening date. Incomplete applications may not be considered.

Contact Information

Name: David Leder Title: Associate Director, Strategic Communications Email: View email address on us.fitly.work Phone: View phone number on us.fitly.work Website:

Please contact Human Resources at View email address on us.fitly.work or View phone number on us.fitly.work if you require technical assistance with the on-line application process.

Conditions of Employment

Background Check/Reference Check Process:

Prior to employment, final candidate(s) will be required to sign a Sexual Misconduct disclosure in pursuant to RCW 28B.112.080 and submit to a background check. All information obtained through background investigations will be strictly confidential and revealed only to those required to have access.

Notice to Prospective Employees:

Affirmative Action/Equal Opportunity Statement

Central Washington University is an EEO/AA/Title IX Institution. Central Washington University's policies and practices affirm and actively promote the rights of all individuals to equal opportunity in education and employment. Discrimination on the basis of race, color, creed, religion, national origin, sex, sexual orientation, gender identity and gender expression, age, marital status, disability, or status as a protected veteran is prohibited. The university provides an internal procedure for reporting discrimination and affords protection against retaliation for participating in the complaint process. Central Washington University complies with all applicable federal, state, and local laws, regulations, and executive orders including when soliciting bids and in the fulfillment of all contracts with governmental agencies. Direct related inquiries to Civil Rights Compliance, 202 Barge Hall, Ellensburg, WA 98926-7501; Telephone View phone number on us.fitly.work; or email View email address on us.fitly.work.

DEI Statement

Justice, equity, diversity, and inclusion are all core to CWU's mission, vision and values to increase access to higher education for everyone regardless of identity. At CWU we work to ensure everyone's voice is not only heard but recognized and valued. We consistently strive to provide a safe, welcoming, and forward-thinking institution for all employees, students, and community members.

Reasonable Accommodations

Central Washington University provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact Human Resources at View email address on us.fitly.work or call View phone number on us.fitly.work. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Annual Security and Fire Safety Report (Clery Act)

For the Central Washington University Annual Security and Fire Safety Report (i.e. Clery Report) which includes statistics about reported crimes and information about campus security policies, available online here or call CWU Police and Parking Services at View phone number on us.fitly.work for a paper copy.