Under the general direction of the Vice President of Economic and Workforce Development, the Administrative Assistant provides administrative support and confidential duties for the Vice President. The Administrative Assistant is responsible for providing support in the following areas: develop budget reports and monitor budgets, review budget requests from divisions, provide advice and information to divisions on workforce matters; maintain VP's calendar and provide email support; schedule and arrange meetings; and make travel arrangements.
In addition, responsibilities include institutional records management; coordinating departmental purchasing and contract administration; assistance with grant proposals, tracking and reporting of grants and external funding; maintaining workforce portals; handling of sensitive confidential materials and issues; facilitating the timely dissemination of information for the VP; and work cohesively as a member of the units leadership team; taking a proactive role ensuring the smooth and efficient operation of the unit; and representing the VP as assigned.
Essential Functions/Typical Duties:
Budgets, Grants, Reports, and Records Retention:
Maintain and monitor large complicated budgets and grants; assist with budget development and analysis
Assist with grant and workforce presentations and site reviews
Monitor program advisory committee requirements
Serve as division records management officer
Serve as liaison to Budget Office and Finance
Review and/or prepare budget requests and provide advice and information; ensure accuracy and compliance with policies and procedures
Ensure appropriate signature authority on expenditures; process requisitions and invoices
Maintain the VP's calendar and make appointments; schedule and arrange meetings; and make room and catering reservations. Prepare and distribute agendas for meetings, attend meetings, prepare minutes and circulate minutes as assigned
Make travel arrangements; complete and process travel requisitions and expense vouchers
Screen, prioritize and distribute incoming mail
Maintain workforce portals
Act as liaison communicating on the VP's behalf with administrators, faculty, staff, SBCTC staff, and colleagues at other institutions
Assist the VP in composing, preparing and transmitting confidential and sensitive information
Research and prepare draft reports, policies, procedures, etc.
Work with students, faculty, staff, and visitors to the campus; represent the college and the VP when interacting with visitors to the campus
Bachelor's degree OR equivalent education/work experience (experience may substitute for education on a one-to-one year basis) AND two years of progressively responsible experience in executive level office support, program coordination, or administrative work
Intermediate to advanced level knowledge and experience in Microsoft Office Suite (Word, Excel, PowerPoint, Access, and Outlook) using complex formats and applications; intermediate/advanced level spreadsheet applications, including graphics
Ability to work effectively with diverse groups and maintain an environment committed to cultural pluralism.
Effective communication skills, both written and verbal
Organizational and time management skills to manage multiple projects with deadlines
Experience and proficiency with supporting executive-level administrators
Experience maintaining and monitoring numerous budgets
Experience in problem solving
Experience in higher education or state government
Experience or training in: records retention, database management systems, coordinating grant proposals
Ability to take meeting minutes
HOW TO APPLY
Follow the APPLY NOW button on this page to Bellevue College's Job Opportunities page. Click on the word apply located above and to the right of the Job Summary section.
Application must include the below to be considered complete. Any application that does not provide all requested information will be considered incomplete and will not be screened for the position.
Complete an online Application (note that stating "See Resume" on any section of the online Application will be deemed incomplete)
Complete the Supplemental Questionnaire
Attach a Cover Letter that addresses how you meet or exceed the qualifications (2 pgs max)
Attach a Resume
Attach a Diversity Statement that addresses the following: Please provide specific examples of how your educational and/or professional experiences demonstrate your commitment to diversity and equity (1 pg max).
Located in Bellevue, Washington, Bellevue College is a community based public institution. Bellevue College is a student-centered, comprehensive and innovative college, committed to teaching excellence, that advances the life-long educational development of its students while strengthening the economic, social and cultural life of its diverse community. The college serves 37,000 students every ye...ar, and is represented by 65 different countries. Bellevue College has a variety of distance learning options for the students such as online learning. Students have the opportunity to receive a variety degrees and certificates that range from a GED to a Baccalaureate degree. The Northwest Commission on Colleges and Universities accredits Bellevue College as a baccalaureate degree-granting institution.