Executive Assistant to the CIO - Executive Director of IT

Green River College • Full-time • Hybrid in Auburn, Washington, United States • 1w ago

Fast Facts

Green River College is seeking an Executive Assistant to the CIO/Executive Director of IT who will provide confidential administrative support in a dynamic environment while assisting in achieving IT goals aligned with the college's strategic plan.

Responsibilities: Assist in managing executive communications, scheduling, budget development, and supporting IT-related projects and contracts while maintaining confidentiality.

Skills: Advanced skills in Microsoft Office Suite, effective communication, time management, problem-solving, and confidentiality.

Qualifications: An associate degree with at least 3 years of experience is required; a bachelor's degree and 5 years of experience are preferred, along with familiarity in an IT environment.

Location: Located in Auburn, Washington, with multiple campuses, this role supports a diverse community of students and staff.

Compensation: Not provided by employer. Typical compensation ranges for this position are between $55,000 - $75,000.

Green River College Executive Assistants work in a highly collaborative work environment with fellow executive assistants, President's Staff members, and the college at large. Under general supervision, executive assistants independently provide executive assistant expertise/support (administrative and operational) by performing a variety of complex assignments and confidential projects.

Primary responsibilities are to assist and represent Executive Level leadership, serve as liaisons, and work towards the achievement of Green River College's goals and interests. This position serves as a confidential personal assistant and requires projecting a positive and professional attitude and image while maintaining a high level of confidentiality. Primary responsibilities include assisting and representing the CIO/Executive Director of Information Technology, working towards the achievement of Information Technology goals and interests that align with the college's strategic plan.

Duties include confidential executive support, including both legal and investigative processes, record and budget development and management, multiple campus committees' coordination, campus-wide technology purchasing, IT contract management, travel preparation, policy development, and overall department support. The incumbent in this position should possess advanced technology skills in Microsoft Office Suite and be comfortable adapting to and learning new technology to improve office processes. This position is frequently the first point of contact for many technology-related requests and concerns both GRC internal and community-wide, operating with a high degree of confidentiality.

ABOUT THE COLLEGE:

Green River College's student body is made up of approximately 41% Academic Transfer students, 34% Professional-Technical students, 15% Adult Basic Education student, and 3% Applied Bachelor degrees. Green River College has four campuses, including the main campus in Auburn, Washington, with satellite campuses in Kent, downtown Auburn, and Enumclaw. Green River programs serve high school graduates, Running Start students (dual enrollment in local high schools and the college), those seeking retraining for the workforce, international students, students learning English, and Continuing Education students. Green River's service areas are increasingly ethnically diverse, comprising African Americans, African immigrants, Asian Americans, Asians, Latinx, Native Americans, Pacific Islanders, and Middle Eastern Americans, among other communities.

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION:

We commit to be an anti-racist institution where all students, faculty, and staff receive the access, resources, and services needed to achieve their educational, career, and personal goals. Green River College makes social and economic justice, equity, and inclusion our highest priorities.

The Green River College definition of equity encompasses all identities, including but not limited to race, ethnicity, economic status, gender identity, sexual identity, disability, religion/spirituality, immigration status, age, and culture. We understand individual needs vary widely, and the effects of discrimination and historical oppression must be taken into account while aiming for equitable opportunities and outcomes for all.

Administrative Support:

Provide direct confidential executive support to the CIO/Executive Director of IT; including communications, correspondence, calendar management, meeting and room schedule coordination, travel arrangements, as well as preparation of background information for professional commitments.
Manage workload to meet Executive Director's needs.
Assists Executive Director with department policy development and standards.
Assists Executive Director with department hiring processes, scheduling interviews, communicating with candidates, communicating with hiring committees, and following HR procedures for hiring committee paperwork.
Responsible for fiscal accountability; developing, maintaining and monitoring department budget, processing related purchasing transactions and coordinating elements for annual budget review.
Facilitates campus committee needs for Executive Director. Including scheduling meetings and room, communications, fill in as committee lead when Exec. Director is not available, preparation and distribution of minutes, maintaining committee files and committee relations.
Prepares personal service contracts and supportive documentation.
Coordinates, reviews and facilitates technology-related contracts for closure.
Organizes data related to legal and investigative matters, maintaining confidentiality of subject matter and integrity of files.
Respond to inquiries and requests for information; represent the IT Office and provide interpretation or explanation of technology goals and priorities.

Operations Support:

Provides administrative support to the entire department, including travel arrangements and reimbursements.
Manages purchasing functions for campus technology needs. Includes processing and tracking orders, approval and distribution process, procurement card responsibility, payment authorization, research and year-end reconciliation.
Manages purchasing software and software renewals for IT Department and college departments. Processes requests for Cyber-Security and Accessibility checks before approval.
Approves technology purchases for the campus in ctcLink
Manages workload to meet department needs.
Responsible for development, maintenance, and archival storage of centralized department records; includes digital file management.
Represents the IT Department in the College-wide New Employee Orientation training. Update the presentation and present it at monthly NEO sessions.
Takes initiative to independently research and problem-solve.
Collaborates with campus content experts to seek solutions and outcomes.
Assists the management team and department staff.
Serves as an area resource for the campus community.
Serves as advocate for campus processes; ensures accountability, ethics and integrity.
Serves as liaison between management team, department staff and external clients.
Serves as liaison with other community and technical colleges, government agencies and other organizations.
Point of contact for outside vendors; maintains public relations.
Point of contact for the IT Department for the GRC HR Off-Boarding process.
Prepare and submit the annual Washington State Technology Contract Report.
Participate in campus committees, including Copier Committee, Technology Fee Committee, Instructional Technology Committee, Budget Operational Efficiency Task Force.
Back-up to the Executive Assistant for the President's Office in meetings and for purchase card submissions.

Minimum Qualifications:

Associate degree or combination of education and 3-years work experience.
Advanced expertise in MS Office Suite; including Word, Excel, Outlook and PowerPoint; Access highly desired.
Previous experience, or demonstrated competency, in the areas of problem solving, effective time management, multi-tasking and achieving deadlines, while remaining flexible to a dynamic work environment subject to constant change.
Demonstrated competencies in effective written and verbal communications.
Attention to detail; an absolute requirement.
Demonstrated competency in approachability, process management, planning, organizing, and building effective working relationships.
Exhibit ethics, integrity, confidentiality and sound professional judgment.
Ability to discern what is needed; to have an innate intuition.
Ability to remain calm under pressure.
Be at ease with technology and the constant change it requires.
Ability to be self-directed as well as a collaborative team player.
Ability to multi-task numerous projects with demonstrated time management, organizational skills and accuracy.
Ability to retrieve historical data with no prior notice; within a ten-year span.
Effectively convey ideas and information (both verbally and in writing) using language that is appropriate to both the complexity of the topic, as well as the knowledge and understanding of the reader.
Ability to work and interact effectively with colleagues, staff, students, administrators and others of various racial, ethnic and socio-economic backgrounds as well as those with disabilities.
Contribute to the College's commitment to diversity by fostering a climate of multicultural understanding and appreciation.

Preferred Qualifications: