Act as executive assistant to the vice president of administrative services providing comprehensive administrative, project and clerical support with a high level of performance.
Provide administrative support to the Director Operations of Risk Management.
At the direction of the vice president, serve as a liaison with the College community, the State Board for Community and Technical Colleges, the Office of the Attorney General, Department of Enterprise Services, and other state and local agencies, businesses and organizations.
Develop and maintain current knowledge of general operations within Administrative Services as well as policies and procedures of the college, the Board of Trustees, and the State community college system (as they pertain to assigned duties).
Assist in the maintenance and update of the college's administrative policies and procedures manual. Assist in the development, implementation and maintenance of the college's comprehensive records management and preservation system.
At the direction of the vice president, assist with and/or coordinate the preparation of responses to public records requests in accordance with college procedure and state law.
At the direction of the vice president, assist with and/or coordinate the collection of records and files pertaining to legal matters, including investigations, subpoenas, and tort claims.
Assist in the negotiation and renewal of property lease and rental agreements, as well as other matters requiring collaboration with Washington State's Division of Real Estate Services.
Coordinate payment of insurance premiums/tort liability claims, gather information as requested and respond to questions regarding insurance-related issues, maintain complete and accurate insurance files and assist in matters requiring collaboration with Washington State's Risk Management Division.
Assist and or/coordinate the preparation and completion of contracts and clinical affiliation agreements for the college.
Assist with updating and maintaining the college's driver's requirement program.
Maintain complete and accurate art inventory, art selection, and art placement files and assist in matters requiring collaboration with Washington State's Art Commission.
At the direction of the vice president, assist in planning and coordinating committee meetings, including taking meeting minutes and maintaining files of committee activities.
Oversee maintenance of complete files and index of vice president's correspondence and information relating to administrative responsibilities, following current college and state guidelines for records management.
Assist in coordinating, preparing and filing of new, amended, emergency, or proposed institutional rules to be codified in the Washington Administrative Code.
Support labor and other contract negotiations with appropriate levels of confidentiality.
Assist in developing and monitoring various Administrative Services budgets as assigned by vice president.
Assist in developing and implementing operational plans for the office of the vice president of administrative services.
Serve as Records Coordinator for Office of Vice President of Administrative Services and lead quarterly meetings for college records coordinators.
Maintain SharePoint sites related to this position.
Complete training as required or assigned by vice president.
Perform related duties as assigned.
High school diploma or equivalent AND six years' experience providing high level executive support, including budgeting, project management, office management, contract management, and report writing.
Ability to work well with people of all ages from academically, culturally, and socioeconomically diverse backgrounds.
Education: Associate and four years' experience providing high level executive support, including budgeting, project management, office management, contract management, and report writing OR Bachelor's degree in business, public administration, office management, paralegal, or related field and three years' experience providing high level executive support, including budgeting, project management, office management, contract management, and report writing.
Computer Skills: experience using Microsoft Office Suite, including Word, Excel, Outlook, Power Point, and Access as well as SharePoint and OneDrive.
Communication Skills: clear and effective written and verbal communication skills, including proofreading, preparing and making presentations, sharing information with small and large groups, building collaborative relationships with internal and external partners, and the ability to work with faculty, staff and students from a wide range of backgrounds.
Organizational Skills: ability to plan, organize, prioritize, and execute assignments in a timely manner with minimal direction in a fast-paced environment, coordinate activities and meetings, manage multiple projects simultaneously, and learn and implement appropriate college policies and procedures and state laws, codes and regulations.
Internal Number: 2557805
About Clark College
Clark College inspires learners to excel, transforms lives, and strengthens our increasingly diverse community. Clark College, in service to the community, guides individuals to achieve their educational and professional goals.