Confidential Admin Assistant to the VP of Student Services & Enrollment Management

Our Mission Statement:

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 this uplifting position youll engage with students staff community partners and alums to help shape an inclusive and thriving campus experience.

Executive Support:

• Manage VPs 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 collegecommunity 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 TitleIX).
• 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 expertor 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 K12 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.

• 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:

• Associates degree in business administration higher education administration or a related field.
• Two years of administrative support experience (executive-level preferred).
• OR Bachelors 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.

• A cover letter describing your interest and alignment with YVCs 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 requiredfor fulfillment of the minimum qualifications.