Administrative Specialist en Skagit Valley College

About the Department

The Opportunity: Under the administrative direction of the Vice President of Human Resources, the Administrative Specialist provides support in three key areas: public records, event coordination, and administrative support to the Office of the President and the Vice President of Human Resources.  This is a full-time, confidential, administrative exempt, overtime eligible position.

Working closely with the Public Records Officer, this position ensures the timely processing of public records requests. Responsibilities include documenting receipt, identifying relevant departments with responsive records, and determining the necessary steps and timelines to proceed in accordance with applicable laws.

The Administrative Specialist also assists with the coordination of events sponsored by the President’s Office and Human Resources. Additional responsibilities include supporting policy and code revisions, processing travel reimbursements and invoices, reconciling expenses, departmental purchasing, and serving as a backup to the Executive Assistant to the President.

The public records component of this role is highly technical and requires excellent organizational, technical, and administrative skills to prioritize and complete multiple tasks efficiently. The variety of duties—including event coordination and administrative tasks—provides a balanced and engaging workweek.

This position may be called upon to provide backup support to the President’s Executive Assistant and must therefore demonstrate diplomacy, analytical thinking, integrity, sound judgment, and a sense of humor.

The successful candidates will possess:

• Exceptional analytical and problem-solving skills;
• Meticulous attention to detail;
• Strong organizational and time management abilities;
• Critical thinking aptitude;
• Demonstrated knowledge of public records procedures and practices;
• Excellent communication skills across all levels of the organization;
• A customer service–focused approach;
• The ability to handle confidential information with discretion.

About SVC: Established in 1926, Skagit Valley College is a comprehensive community college within the Washington State Board for Community and Technical Colleges(SBCTC) providing associates and bachelor’s degrees, as well as certificates, in high-quality academic transfer pathways, workforce training, basic education for adults, and lifelong learning opportunities. Our equity goals align with SBCTC’s Vision statement; “Leading with racial equity, our colleges maximize student potential and transform lives within a culture of belonging that advances racial, social, and economic justice in service to our diverse communities.”

SVC's commitment to equity and social justice drives our collective work to increase access to higher education, inspire student learning and achievement, and strengthen our diverse community. We embrace equity through our core themes of access, achievement, and community by pursuing the continuous examination and revision of norms, policies, and practices to foster the success of all.

SVC aspires to reflect the diverse racial, ethnic, and linguistic demographics in the district, particularly a growing Latinx population. As an emerging Hispanic Serving Institution (HSI) SVC seeks equity minded leadership, faculty, and staff that are committed to inclusive practices and to diverse environments where students from all backgrounds can thrive via multidisciplinary collaboration and the implementation of an array of services.  Candidates representing all aspects of diversity are encouraged to apply. 

Mission: Skagit Valley College cultivates student learning and achievement; contributes to the educational, personal, and economic success of students; and promotes equitable and thriving communities.

Vision: The primary focus of Skagit Valley College is student-centered teaching and learning. We are committed to:

• Equitable student outcomes in access, achievement, and community;
• Our Guiding Principles;
• Decisions based on strategy and evidence;
• The development of our employees;
• A diverse and inclusive college community where everyone belongs.

The Location: Skagit Valley College is on the traditional and unceded territories of the Coast Salish People’s, especially on Swinomish Indian Tribal Community, Upper Skagit Indian Tribe, Samish Indian Nation, Nooksack Indian Tribe and Sauk-Suiattle Indian Tribe. Located in a geographically diverse region between the dynamic metropolitan hubs of Seattle and Vancouver, BC, SVC is never far from world-class outdoor recreation, urban arts scenes, and local cultural events. SVC serves our local communities with a campus in Mount Vernon, Oak Harbor on Whidbey Island, and centers in Friday Harbor, a Marine Technology Center in Anacortes, and a Brewing Academy in Burlington.

Guiding Principles: Respect, Integrity, Open and Honest Communication, Collaboration, and Compassion.

Did You Know: Skagit Valley College is an innovative community college committed to offering inclusive access to educational opportunities, supporting student achievement, and engaging our community. SVC is nationally known for learning communities and support for high impact teaching practices that improve the lives of our students. We are committed to creating student learning experiences that foster equity and diversity to strengthen our local and global communities. We practice a high degree of collaboration among faculty, staff, and administrators to lead initiatives that advance student success and strengthen our increasingly diverse district. We value student and colleague engagement in creating an equitable, diverse, innovative, learning-centered environment.
 
Skagit Valley College offers:

• An unrelenting focus on our mission to improve the lives of our students and to strengthen our diverse community.
• Support for innovative teaching, learning, and scholarship.
• Exciting opportunities for personal and career growth.
• Diverse cultural and environmental benefits of rural, suburban and urban lifestyles.
• Friendly, supportive, and diverse work environments.
• Excellent benefits including competitive leave packages and an array of health, dental, vision, and retirement plans to meet your current and future needs.

Position Duties

Public Records Custodian and Compliance Support

• Serve as the primary point of contact for public records requests in accordance with the Washington State Public Records Act (Chapter 42.56 RCW);
• Receive, process, and track public records requests; identify relevant departments with responsive records and determine necessary steps and timelines to ensure legal compliance;
• Respond to all public records requests within five business days of receipt;
• Coordinate with college staff to compile responsive records;
• Provide the Office of Information Technology (IT) with search terms for electronic records and coordinate the collection of responsive data;
• Assist with responses to subpoenas, litigation holds, lawsuits, warrants, and other legal records requests outside of public records;
• Maintain the confidentiality of data and records involved in public records requests;
• Develop and implement strategies to ensure records are accurate, secure, and accessible;
• Regularly assess internal controls, resolve deficiencies, and identify areas for improvement;
• Independently advise employees, supervisors, and administrators on the interpretation of local, state, and federal laws and regulations related to public records;
• Analyze legislation, administrative rules, and directives; provide consultation to the Vice President of Human Resources (VPHR) and Office of the President on policy and procedural updates;
• Consult with Assistant Attorneys General (AAGs) as requested by the VPHR or Office of the President;
• Oversee electronic and paper recordkeeping for the President’s Office and HR Department, ensuring compliance with state retention requirements;
• Manage public records archiving processes;
• Respond to requests for employment data and compensation surveys from SBCTC, OFM, and other organizations;
• Conduct audits of employment records and resolve discrepancies;
• Assist with the distribution of required and annual notices;
• Coordinate with the VPHR on precedent-setting or high-impact issues, including potential liabilities;
• Maintain a tracking system for public records requests to monitor timely departmental responses;
• Review responsive records for exempt information and apply redactions as needed;
• Prepare and maintain redaction and exemption logs;
• Review email archives for communications responsive to requests;
• Ensure compliance with public records retention schedules (RCW 40.14 and Title 434 WAC);
• Stay current on changes in case law and legislation related to records management; update staff accordingly;
• Attend annual Washington Association of Public Records Officers (WAPRO) training and other relevant sessions;
• Manage efforts to organize, store, retrieve, and retain records supporting agency operations;
• Lead agency-wide initiatives to improve records management processes;
• Provide analysis, coordination, and oversight for records inventory, retention, and disposition activities;
• Continuously research and develop systems, policies, and procedures to enhance records management;
• Collaborate with diverse teams to implement organizational changes, improve legal compliance, reduce data duplication, and preserve records;
• Develop and deliver records management training and materials;
• Assist the Director of Compliance with updating district rules, policies, and procedures, including support for the WAC process (e.g., Title IX, records management, filing forms, tracking schedules);
• Manage recordkeeping for policies and procedures, including tracking revisions.

Event Coordination

• Facilitate the success of events hosted by the President's Office and Human Resources by:
  • Supporting all logistical aspects of events, including venue setup, seating arrangements, and event breakdown;
  • Collaborating with internal event planners and organizers to gather information on specific event needs and goals;
  • Advising and contacting participants or invited guests;
  • Preparing agendas and programs;
  • Arranging audiovisual and support equipment;
  • Exercising independent judgment regarding event alternatives, modifications, or last-minute changes;
  • Coordinating or providing on-site support during events to ensure smooth operations, addressing attendee needs, and resolving on-site issues;
  • Maintaining positive working relationships with multiple campus entities to support successful events;
  • Assisting with securing catering services and supplies; negotiate and manage contracts with vendors (e.g., catering, décor, entertainment), and act as the primary liaison with external partners.

• Participate in planning committees for large campus-wide events and serve as logistics specialist for signature internal and external events;
• Manage guest lists, track RSVPs, and coordinate event registration;
• Generate contracts and collect all required event documentation, ensuring compliance with college policies and guidelines;
• Track all expenditures and maintain accurate accounting of invoices in compliance with college and state requirements;
• Arrange for the movement and storage of materials and equipment needed for events, from staging to attendee services;
• Perform other related duties as assigned.

Human Resources and President's Office Support

• Arrange travel for conference attendance, including flights, rental cars, lodging, and related reimbursements, in accordance with college policies and procedures;
• Assist with policy management, including regular review, revision, publication of changes, maintaining historical records, and posting updates to the SVC website;
• Exercise independent judgment, discretion, and political acumen when communicating on behalf of the President’s Office and Human Resources;
• Maintain confidentiality, demonstrate initiative in problem-solving, and handle sensitive situations with tact and diplomacy;
• Create and process purchase requisitions, process invoices, and order office supplies;
• Provide backup support to the Executive Assistant to the President;
• Manage projects as assigned by the Vice President of Human Resources (VPHR) and support compliance-related activities, including accreditation;
• Assist with monitoring and tracking HR budgets;
• Coordinate room reservations and arrangements for meetings and events;
• Reconcile credit card transactions in compliance with college and state requirements;
• Compose correspondence and prepare communications related to human resources matters;
• Track legal issues and assist with the management of legal cases, as needed;
• Provide excellent customer service and establish effective working relationships with college employees, departments, guests, and external agencies;
• Communicate professionally and effectively, both orally and in writing;
• Develop creative solutions to personnel or procedural issues within the framework of collective bargaining agreements, applicable laws, college policies, and SVC’s HR procedures;
• Maintain strict confidentiality of all visual, verbal, and written information.

Knowledge, Skills, and Abilities

Knowledge and/or understanding of:

• Public records;
• Federal and State employment laws and regulations; 
• Business and office technology.

Skilled in:

• Organization, accuracy, and attention to detail;
• Problem solving and conflict resolution;
• Interpersonal partnerships;
• Record keeping;
• Computer use for communication, data entry, spreadsheets, correspondence, and report creation; 
• Microsoft Excel, and be able to create, maintain, track, calculate, and analyze information; and utilize formulas;
• Microsoft Word, and be able to create, revise, and maintain correspondence, forms, templates, and documentation, and use mail merge functionality;
• Microsoft Outlook, and be able to compose and send emails, and manage calendars;
• Project management skills;
• Technological skills necessary for coordinating, redacting, preserving metadata.

Ability to:

• Organize and work independently on multiple assigned tasks/projects, complete assignments within specified deadlines;
• Anticipate and mitigate the risk associated with public records and use of judgment in effective problem-solving;
• Maintain current knowledge of privacy and public records laws; continuously monitoring legal changes;
• Pay close attention to detail for sustained periods of time;
• Adapt easily to changing business needs, conditions, and work responsibilities;
• Balance competing demands of long-term projects and emergent needs;
• Demonstrate ownership of the work while taking responsibility for resolving errors; 
• Maintain confidentiality;
• Establish and maintain cooperative and effective working relationships with staff and the public;
• Communicate clearly and concisely, both orally and in writing, with tact and courtesy;
• Maintain a professional, positive service attitude under sometimes stressful situations; 
• Develop positive relationships and effectively interact within all levels of the organization and with external customers by being highly responsive, non-judgmental, and supportive;
• Apply analytic and problem-solving capabilities to accomplish work tasks and perform detailed work with accuracy including use of proper spelling, punctuation, sentence structure and grammar;
• Work with and maintain the security of highly confidential data; 
• Research, interpret and understand applicable policies, procedures,  laws, rules, and work directions provided in verbal and written form;
• Work productively in a team environment;
• Demonstrate a good sense of humor; 
• Arrive to work at the scheduled time and be reliable in attendance.

Minimum Qualifications

Minimum Qualifications

• Bachelor’s degree from an institutionally accredited college or university OR an equivalent combination of education and experience that demonstrates the candidate meets all competency requirements for this position;
• One or more years’ experience coordinating or administering public disclosure activities or records management systems OR a combination of education, training and practical experience which provides an equivalent background required to perform the work of this position;
• Prior experience providing administrative/secretarial experience in support of an executive level administrator.

Preferred Qualifications

• Demonstrated experience managing highly confidential legal documents/issues;
• Experience with event coordination;
• Demonstrated ability to manage complex schedules, budgets, and departmental initiatives;
• Experience working in position(s) demonstrating high-level administrative support skills, including the ability to take responsibility, display initiative, and make independent decisions;
• In-depth computer proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); proficiency in the use of other office equipment and software; and 
• Excellent writing skills and organizational skills.

Other Qualifications

Salary and Benefits:

• Annual salary rate for this twelve-month, 100% full-time position is $60,000 - $70,000 annually, depending on experience;
• Contracts are written annually for the period of July 1 to June 30.  This position will be filled as soon as practical after a candidate is identified and the salary will be pro-rated for the remaining contract period.  
• This position is exempt from civil service. This position is eligible for overtime.
• Salary, retirement, medical, and insurance benefits are provided in accordance with state regulations and may be subject to change in accordance with legislative mandates.  Additional information on benefits can be found at https://fortress.wa.gov/hca/pebbhealthplan/compare.aspx.

 
Application Deadline: Priority screening will begin after September 28, 2025.  Applications received on or before this date will receive first consideration. Applications received after the screening date may be considered until the position is filled.

Please be aware that the College hiring authorities reserve the right to hire one or more candidates and may exercise the option to make a hiring decision prior to the conclusion of the recruitment process. Only candidates selected to interview will be contacted.

Priority Screening Date:          September 28, 2025
Interviews with Committee:    TBD
Finalist Interviews:                   TBD   
Anticipated Start Date:            October 16, 2025

Application Procedure:
To be considered for this position, applicants must:

1. Meet the minimum qualifications and;
2. Submit a complete application to the online recruitment system at www.skagit.eduthat includes the following:
   • The online application, which includes answers to all supplemental questions and contact information for at least three (3) professional references;
   • A current resume; (Attachment: Resume); 
   • A letter of interest addressing the minimum, desired qualifications, and your education and experience as it supports the responsibilities of this position; (Attachment: Cover Letter).

In order to be considered for the position, you must complete the online application in full and attach the required supplemental documents. Failure to provide this information may eliminate you from consideration for this position.

Conditions of Employment:

• Prior to employment, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
   
  Additionally, pursuant to RCW 28B.112.080, applicants must declare whether they are the subject of any substantiated findings of sexual misconduct in any current or former employment or are currently being investigated for, or have left a position during an investigation into, a violation of any sexual misconduct policy at the applicant’s current or past employer. By law, post-secondary education institutions cannot hire an applicant who refuses to declare the existence or non-existence of an investigation or findings subject to this statute.

• In the interest of providing a healthy, safe and secure educational and work environment, and in order to meet the requirements of federal legislation, it is the policy of Skagit Valley College to maintain an alcohol and drug-free workplace for our employees and students. 
• If hired you will be required to provide proof of identity and documentation of U.S. Citizenship or appropriate authorization to work in this position as required by the Immigration Reform Control Act of 1986.   
• Completion of academic degree(s) will be verified through receipt of official transcripts at the time of hire.

Application Assistance: If you have questions about the position or require special accommodation, you may contact Human Resources at (360) 416-7794, Monday through Thursday, 8:00 am to 5:00 pm Pacific Time.  SVC complies with the Americans with Disabilities Act. Applicants with disabilities who require assistance with the recruitment process may leave a TDD/TTY message at (360) 416-7718 by the application closing date. Information on SVC's Reasonable Accommodation policy can be found at OPPM 3040.

For questions regarding the online application system, you may call NEOGOV Applicant Tech Support at (855) 524-5627 from 8:00 am to 5:00 pm Pacific Time. For best results, apply using one of the following browsers supported by NEOGOV: Google Chrome, Mozilla Firefox, Safari, Microsoft Edge, and later versions of Internet Explorer.

SVC Annual Security Report: The U.S. Department of Education and the federal Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act require all colleges to provide information to current and prospective students and employees about campus safety policies, procedures, and statistics on certain crimes, including hate crimes, domestic violence, dating violence, stalking, and sexual assault.  We are required to report our campus security information and statistics in an Annual Security Report, which is updated annually each October.  All prospective employees may obtain a copy of the Annual Security Report from the Human Resources Office by calling (360) 416-7794 or by accessing the Report at:https://www.skagit.edu/about/safety-security-parking/  

Skagit Valley College is an equal-opportunity employer and is committed to providing equitable opportunities for all groups in terms and conditions of employment and personnel practices. 

Skagit Valley College provides a drug-free environment and does not discriminate on the basis of race, color, creed, religion, national origin, sex, sexual orientation, and/or gender identity, pregnancy, genetic information, age, marital status, disability, honorably discharged veteran or military status in its programs and employment. For inquiries regarding non-discrimination policies, contact Carolyn Tucker, Vice President of Human Resources/EEO, 360.416.7794 or [email protected]. For inquiries regarding sexual misconduct compliance, contact Title IX Coordinator, Sandy Jordan, 360.416.7923 or [email protected]. Mailing address: 2405 E. College Way, Mount Vernon, WA 98273.  All faculty and staff hired at Skagit Valley College are encouraged to embrace, continually support, and enhance diversity and equity on our campus and in our community. Annual Notice of Non-Discrimination. 

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