Administrative Assistant to the Vice President of Instruction

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Whatcom Community College welcomes applications for an Administrative Assistant to the Vice President of Instruction. The Administrative Assistant role provides executive-level administrative support to the Vice President for Instruction and instructional leadership team while managing the daily operations and front-line services of the Instruction Office. Reporting to the Vice President of Instruction, this position requires exceptional multitasking abilities and strategic thinking to balance complex administrative duties with public-facing responsibilities.

Responsibilities Administrative Support & Project Management:

• Serves as confidential administrative support to the Vice President for Instruction and instructional leadership team, managing sensitive information and confidential communication.
• Represents the Vice President within the campus community regarding Instruction Office procedures and requirements, serving as key liaison between the campus and the VPI's office.
• Coordinates and manages high-priority projects from inception to completion, demonstrating exceptional initiative and resourcefulness.
• Supports critical operational planning and action in collaboration with deans.
• Develops and maintains standard operating procedures for the Instruction Office and ensures compliance with institutional policies and procedures.
• Collaborates with faculty and administration on process improvement initiatives.
• Provides administrative support, including comprehensive meeting minutes, for key governance committees including Instructional Council, Contract Administration Committee, and Professional Advisory Committee.
• Manages tenure document permissions and access systems.
• Manages the VPI approval system for high-level institutional documents and oversees the complete approval workflow. Provides guidance on approval requirements and processes.
• Plans and executes events that originate in the Office of Instruction including managing stage presence and speaker introductions.
• Develops project timelines and implementation strategies while coordinating across department to ensure successful execution within budget and appropriate resources allocations.
• Provides administrative support with budget development, preparation, and monitoring; manages travel arrangements and accommodations for the Vice President.
• Creates and maintains event documentation and procedures including coordination of faculty and staff regalia orders for institutional ceremonies.
• Other duties of a similar nature and skill set as assigned.

Communications & Documentation Management:

• Coordinates the production of executive-level communications, reports, and presentations including the Instruction Newsletter and Teams communication to ensure effective engagement with faculty and staff.
• Develops agendas and provides technical support for various meeting formats including virtual and hybrid and ensure maintenance of digital resource repositories.

Confidential Information Management & Student Relations:

• Serves as primary point of contact for Formal Student Complaints, exercising high-level judgment to assess and route cases to appropriate parties (department chairs, deans, etc.) based on comprehensive understanding of institutional structure and relationships.

QualificationsRequired Qualifications:

• Associate degree in business administration, office management, or related field.
• Minimum of three years of progressive administrative experience in higher education or similar environment.

OR

• Equivalent combination of education and experience.

And

• Demonstrated experience managing multiple competing priorities while maintaining attention to detail.
• Advanced proficiency in Microsoft Office Suite and digital collaboration tools
• Strong project management skills with ability to lead initiatives independently.
• Excellent written and verbal communication skills

Preferred Qualifications:

• Bachelor's degree in related field.
• Project Management Professional (PMP) certification or willingness to obtain.
• Experience with higher education systems and processes.
• Demonstrated success in process improvement initiatives.
• Experience supervising support staff.
• Knowledge of academic policies and procedures.

Salary:

• This is a 12-month, full-time, non-represented position with an annual salary based upon a range of $60,000.00-63,000.00 depending on experience.

Benefit Package:

• The position comes with a full benefit package, including health, dental, life, long-term disability insurance and a retirement plan.
• Accrues 8 hours per month of sick leave and 14.67 hours per month vacation leave.

*Additionally, as a Washington State, public higher education institution, WCC offers the following:

• Whatcom Community College is a qualified employer for the Public Service Loan Forgiveness program (PSLF). If you work for the College full time, have had Direct Loans and are on an eligible repayment plan, you are eligible to apply.
• Full-time employees are eligible to apply and participate in the Whatcom Community College Employee Tuition Program, which provides a tuition waiver for available and eligible WCC courses.
• Full-time employees may qualify for Washington State Paid Family Medical Leave (PFML) benefit.

Start Date:

• As soon as can be arranged with successful candidate.

Application Due Date:

• For guaranteed consideration, application packets should be received by Tuesday, May 20th, 2025 at 5:00 pm. Position open until filled.

How To Apply

A completed application consists of an online application and:

• Cover letter which includes a diversity statement that addresses how you have committed to equity and inclusion in the past and how you might support a diverse workplace and educational environment through this position.
• Current resume.
• Official transcripts of any degrees listed as part of the minimum requirements will be required upon hire, but not as part of the application process.
• List of 5 professional references with contact information.

Job Type: Full-time

Pay: $60,000.00 - $63,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person