Confidential Admin Assistant to the VP of Student Services & Enrollment Management bei Yakima Valley College, WA
Yakima Valley College, WA · Yakima, Vereinigte Staaten Von Amerika · Onsite
- Professional
- Optionales Büro in Yakima
About the Department
Our Mission Statement:
As a federally designated Hispanic-serving Institution residing on the traditional homelands of the 14 Confederated Tribes and Bands of the Yakama Nation, Yakima Valley College cultivates equity and a culture of innovative and inclusive teaching and learning.Yakima Valley College serves all students holistically, supports all students’ learning goals, and fosters achievement within career and educational pathways.
We strengthen our communities by providing opportunities for personal enrichment, economic mobility, and sociocultural engagement.
Yakima Valley College (YVC) is committed to student success, innovation, and community engagement. As a federally designated Hispanic-Serving Institution (HSI), we celebrate and support the diverse cultures of our students, staff, and community partners. At YVC, you’ll find a collaborative environment where your contributions make a real difference in the lives of learners from all backgrounds.
Step into a dynamic and rewarding role where your organizational expertise and positive energy will ensure the Office of Student Services & Enrollment Management runs smoothly. As the Confidential Administrative Assistant, you will be the cornerstone of support for the Vice President, anticipating needs, fostering strong relationships, and ensuring critical projects remain on track. In this uplifting position, you’ll engage with students, staff, community partners, and alums to help shape an inclusive and thriving campus experience.
Position Duties
Manage VP’s complex calendar: schedule meetings, appointments, and travel arrangements; prepare materials and ensure readiness. Draft, edit, and finalize correspondence, reports, presentations, agendas, minutes, and memos with confidentiality and professionalism. Screen, prioritize, and respond to incoming communications (phone, email, mail), directing inquiries appropriately and maintaining discretion.
Develop, monitor, and reconcile budgets for Student Services divisions, grants, contracts, and special projects. Assist with grant proposals, continuations, and budget narratives aligned with enrollment and student success initiatives. Maintain organized filing systems and confidential records in compliance with policies and retention schedules.
Coordinate logistics for student events, workshops, outreach activities, and alumni engagement initiatives.
Collaborate with Student Services Directors to streamline service delivery and strengthen college–community ties.
Gather and compile data for program reviews, accreditation reports, and institutional planning.
Schedule classes for faculty counselors, as needed.
Compliance, Reporting & Governance:
- Prepare and submit state and federal reports (e.g., SBCTC, IPEDS); support accreditation (NWCCU) and compliance (FERPA, Clery Act, ADA, Title?IX).
- Organize materials, agendas, and minutes for committees, councils, and Board of Trustees meetings; track action items and follow up on governance decisions.
- Serve as subject matter expert or liaison for campus systems (e.g., ctcLink, CRM, Yakconnect/EAB, Canvas): pull reports, troubleshoot, and train staff.
- Develop and maintain dashboards, mail-merge communications, and tracking databases for key metrics (enrollment, retention, demographics).
- Support high school and community outreach (e.g., Running Start, college fairs) and maintain articulation agreements with K–12 partners.
- Facilitate intake, referral, and documentation for student emergencies, conduct issues, and accommodation needs in collaboration with Counseling, Disability Services, and Campus Safety, in the absence and/or support of the Assistant Dean of Conduct & Student Engagement.
- Maintain resource guides and contact rosters to ensure timely response and support.
- Oversee large-scale division events such as commencement support and VPSSEM listening tours.
- Ensure travel authorization, per diem compliance, and accurate expense reporting for the SSEM division, VPSSEM, and direct reports to the VPSSEM.
- Regularly analyze key metrics to inform strategic planning and VPSSEM decision-making.
- Identify workflow bottlenecks, propose improvements, and implement solutions to enhance office efficiency.
- Lead or support strategic planning studies, space utilization projects, and other special initiatives.
- Represent the VPSSEM at committees, community events, and research assignments as delegated.
- Develop and refine office procedures, standards, and filing systems to ensure operational excellence.
- Train, coordinate, and supervise student workers or administrative support staff as needed.
- Perform other duties as assigned to the position.
Knowledge, Skills & Abilities:
- Executive-level administrative support practices, office management, and recordkeeping.
- Strong business communication: grammar, composition, proofreading, and presentation.
- Confidentiality protocols and discretion in handling sensitive information.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and project tracking tools.
- Familiarity with higher education policies, student services practices, and public sector regulations.
- Sound judgment, adaptability, and a solution-oriented mindset.
- Ability to interact effectively with diverse stakeholders and maintain a welcoming, inclusive environment.
Minimum Qualifications
Associate’s degree in business administration, higher education administration, or a related field. Two years of administrative support experience (executive-level preferred). OR Bachelor’s degree in business administration, public administration, education, or related field (may substitute for related experience).
- Bilingual proficiency in English and Spanish with excellent verbal and written skills
- Experience in a community college or higher education student services environment.
- Knowledge of budget development, grant administration, and data reporting platforms (e.g., ctcLink/PeopleSoft, CRM systems).
- Demonstrated cultural humility and ability to work with a diverse student population.
Other Qualifications
To apply for this position, you MUST submit a complete YVC Online Employment Application, and include the following REQUIRED attachments:
- A cover letter describing your interest and alignment with YVC's mission.
- A current resume (a resume will not substitute for the "work experience" section of the online application)
- Three (3) professional references(personal references do not count as professional)
- Unofficial transcripts for confirmation of degree (if minimum qualifications require a degree). The successful candidate will be required to submit official transcripts at time of hire.
- Certifications/Credentials as required for fulfillment of the minimum qualifications.
Please note: Failure to follow the above application instructions will lead to disqualification. Please do not include any attachments other than the ones requested above. E-mailed documents will not be accepted after the closing of the recruitment or in lieu of attaching your documents to the online application.
SUPPLEMENTAL INFORMATION:
Candidates invited for interviews may be required to complete a skills test.
Candidates may be subject to a Criminal History Background Check as a condition for consideration of employment.
"In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire."
Yakima Valley College does not discriminate against any person based on their race, color, creed, religion, national origin, sex, sexual orientation and/or gender identity, age, marital status, the presence of any sensory, mental or physical disability, the use of a trained dog guide or service animal by a person with a disability, honorably discharged veteran or military status, genetic information, or any other prohibited basis in admission, treatment, or participation in its programs, services and activities, or in employment. All inquiries regarding compliance should be directed to Alma Ramirez, Chief Human Resources Officer, Yakima Valley College, 1015 South 16th Avenue, Yakima, Washington, 98902; email[email protected]; telephone 509.574.4671.
Yakima Valley College's Annual Safety and Fire Report is available online at https://www.yvcc.edu/services/safety-security, containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related information for the past three calendar years. To obtain a paper copy of the report, please call 509.574.4610.
Applicants with disabilities who require assistance with the recruitment process will be accommodated to the extent reasonably possible.
All positions are subject to funding. Jetzt bewerben
