Executive Assistant for HR and Communicaitons & Marketing

at  Shoreline Community College

JOB SUMMARY

Date of First Consideration: August 25, 2024*

Salary Range: $65,000 - $70,000 yearly, depending on qualifications and experience

• Applications received by the date of consideration will have priority in the review process. Please note, the position will remain open until filled.

Join our team of dedicated individuals focused on the difference that can be made with quality support and services to our College employees. As a core component of the College’s structure, the Human Resource (HR) office is responsible for the administration of recruitment/selection, compensation/benefits, performance management, employee/labor relations, training and development, and employment law compliance. This position serves as an integral component of the HR unit, with a focus on administrative support for employee engagement, and professional development activities and events across the academic year. In addition, this role provides operational support for the Communications & Marketing (C&M) unit creating a unique opportunity to gain experience in these partnered programs.

Primary responsibilities include the following:

• Provide support for the completion of administrative processes such as travel, supply ordering, invoice payments, and other operational tasks for HR and C&M units.
• Monitor, reconcile, and initiate corrections as needed for HR and C&M program area budgets.
• Coordinate/support (as part of a team) annual activities such as Day of Learning, Convocation, employee awards, anniversary acknowledgements, retirement celebration, etc.
• Support ongoing communication of HR and Communications/Marketing updates to the campus.
• Track/report and coordinate professional development data such as workshops offered, completion of required training topics, etc.
• Within assigned committees, distribute meeting agendas/notices, take meeting notes/develop minutes, maintain committee files, rosters and websites, and schedule meeting rooms, equipment and/or catering services and other resources as required.
• Provide confidential administrative support for labor contract negotiations; maintaining accurate records and monitoring activities related to collective bargaining agreements.
• Coordinate projects/ongoing functions with a variety of partners within competing deadlines.
• Exercise discretion and maintain confidentiality in carrying out responsibilities; take initiative in problem-solving; independently handle sensitive situations using tact and diplomacy; and work effectively in stressful situations meeting expected deadlines.
• Promote an environment supportive of the College mission, vision and strategic direction.
• Collaborate with the offices of other senior administrators; work as a team player, appropriately exhibiting a positive attitude and sense of humor.
• Perform other duties as assigned of a similar nature/level.

REQUIRED EDUCATION & EXPERIENCE:

• Bachelor’s degree from an accredited institution OR equivalent education/experience
• Four (4) years of progressive administrative support experience

Knowledge Of:

• Microsoft Office Access, Excel, Front Page, Outlook, PowerPoint, SharePoint, Visio, and Word.
• Omni Update or similar website maintenance application.

Skill In:

• Fostering a climate of equity & belonging through multicultural awareness and responsiveness.
• Establishing/maintaining effective relationships and communication at all organizational levels.
• Attention to detail, time management, ability to multitask and handle competing deadlines while working with multiple partners.
• Creating written documents and meeting summaries in a concise and accurate manner.
• Maintaining accuracy and consistency within established processes/procedures.
• Remaining calm and customer focused while adapting to changing needs.
• Staying on track in busy open office while maintaining a professional and helpful attitude.
• Interpreting applicable laws, regulations, and policies accurately.
• Handling sensitive situations using sound independent judgment within legal guidelines.
• Collaborating with or leading groups of people in various situations including open discussion, training sessions, workgroups, and committees.

• Provide support for the completion of administrative processes such as travel, supply ordering, invoice payments, and other operational tasks for HR and C&M units.
• Monitor, reconcile, and initiate corrections as needed for HR and C&M program area budgets.
• Coordinate/support (as part of a team) annual activities such as Day of Learning, Convocation, employee awards, anniversary acknowledgements, retirement celebration, etc.
• Support ongoing communication of HR and Communications/Marketing updates to the campus.
• Track/report and coordinate professional development data such as workshops offered, completion of required training topics, etc.
• Within assigned committees, distribute meeting agendas/notices, take meeting notes/develop minutes, maintain committee files, rosters and websites, and schedule meeting rooms, equipment and/or catering services and other resources as required.
• Provide confidential administrative support for labor contract negotiations; maintaining accurate records and monitoring activities related to collective bargaining agreements.
• Coordinate projects/ongoing functions with a variety of partners within competing deadlines.
• Exercise discretion and maintain confidentiality in carrying out responsibilities; take initiative in problem-solving; independently handle sensitive situations using tact and diplomacy; and work effectively in stressful situations meeting expected deadlines.
• Promote an environment supportive of the College mission, vision and strategic direction.
• Collaborate with the offices of other senior administrators; work as a team player, appropriately exhibiting a positive attitude and sense of humor.
• Perform other duties as assigned of a similar nature/level