Executive Assistant to the Vice President for Learning & Student Success
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Location : Aberdeen, WA
Job Type: Full-Time
Job Number: 00797
Department: Instruction
Opening Date: 10/01/2025
Closing Date: 10/26/ :59 PM Pacific
Description
Grays Harbor College is accepting applications for an Executive Assistant to the Vice President for Learning & Student Success (VPLSS). The Executive Assistant provides advanced administrative support and coordination for the Office of Learning & Student Success. This position serves as a liaison between the VPLSS and internal/external stakeholders-including faculty, staff, students, college leadership, external agencies, and community partners-and requires discretion, sound judgment, and professionalism.
In addition to high-level administrative and project management duties, the Executive Assistant is responsible for supervising office staff supporting instruction and student services operations, including coordinating workflow, mentoring team members, and ensuring efficient delivery of services. This role is central to the alignment and effectiveness of day-to-day operations in support of college-wide academic and student success initiatives.
Grays Harbor College has an excellent benefits package to include medical, dental, vision, basic life insurance, primary and supplemental retirement programs and long-term disability insurance. Full-time employees will also receive 15.34 hours of vacation leave per month, 8 hours of sick leave per month and 4 personal leave days a year. Washington state also observes 11 paid holidays per year.
About the College .
Grays Harbor College serves the communities of Grays Harbor and Pacific counties on the Pacific coast of Washington. Located in Aberdeen, Washington at the base of the beautiful Olympic Peninsula, the College is less than an hour away from scenic Pacific Ocean beaches and close to both the Olympic and Mount Rainier National Parks. Grays Harbor provides the perfect landscape to enjoy the abundance of excellent outdoor activities such as camping, hiking, biking, fishing, clam digging, surfing, boating, and various kayak/canoe paddling opportunities. Grays Harbor College is located on the ancestral lands of the Chehalis, Chinook, Quinault and Shoalwater Bay Peoples. For more information about working for the college and living in Grays Harbor visit
Grays Harbor is committed to providing excellent educational opportunities. We prioritize student learning, promote student and faculty success, foster an inclusive environment, manage our resources, and connect with the community. We strive to create a culturally relevant environment on campus and in the community by learning and practicing equity-mindedness and promoting faculty, staff, and student diversity.
Essential Duties and Responsibilities
- Maintain VPLSS's calendar; establish priorities and agendas, arrange appointments, itineraries and travel as assigned; keep appropriate individuals informed of itineraries and appointments; coordinate conference registrations and reimbursements; attend meetings and/or take minutes as assigned.
- Coordinate communications on behalf of the VPLSS with college departments, students, faculty, state and regional agencies, and external stakeholders.
- Draft, proofread, and format correspondence, reports, meeting materials, presentations, and other documents.
- Prepare and process purchase requisitions, travel forms, expense reimbursements, and other financial and administrative documents.
- Record, distribute, and maintain meeting minutes and documentation for cabinet-level groups, strategic initiatives, and planning teams.
- Monitor and assist with Learning & Student Success budgets as directed by the VPLSS.
- Supervise and support administrative staff and student workers assigned to the Office of Learning & Student Success.
- Coordinate office schedules and workload distribution; provide mentorship, feedback, and regular performance evaluations.
- Lead regular office team meetings to ensure cross-functional communication and alignment with division priorities.
- Ensure that office procedures and workflows support timely and effective operations across instructional and student service departments.
- Coordinate recurring processes such as faculty and staff evaluations, professional development documentation, accreditation reporting, and strategic planning deliverables.
- Serve as administrative lead for cross-functional initiatives supported by the VPLSS, including Guided Pathways, strategic enrollment management, and equity initiatives.
- Schedule annual academic calendar review committee; update calendars for approval.
- Oversee maintenance and yearly production of course catalog for print, online, and database versions.
- Track timelines, document workflows, and ensure follow-up actions are completed in support of strategic priorities.
- Assist with preparation of documentation for college accreditation and institutional effectiveness processes.
- Provide information to Human Resources regarding faculty quarterly and annual contract preparation, assisting with determination of movement on the salary schedule and calculating salary and percent full time.
- Assist VPLSS, deans, and directors with faculty, quarterly contracts and load hours.
- Schedule and maintain records of faculty evaluation, tenure review, academic review, faculty excellence, outcomes assessment, and seniority.
- Serve as a point of contact for the Office of Learning & Student Success, providing prompt and respectful support to students, staff, and community members.
- Support event and meeting logistics for departmental and campus-wide events connected to Learning & Student Success (e.g., professional development sessions, all-staff meetings, graduation, student forums, etc.).
- Coordinate communication and engagement across instruction and student services divisions, helping ensure clarity and consistency of information.
- Maintain accurate records and files in both physical and digital formats in accordance with state records retention policies.
- Support information management in systems such as ctcLink (PeopleSoft), Microsoft Office, and other platforms used for scheduling, budgeting, and reporting.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required to thrive in the fast-paced, multi-tasking, collaborative environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required Qualifications
- Associate degree or equivalent education/experience and at least three years of progressively responsible experience supporting a senior-level administrator.
- Demonstrated experience in supervising or coordinating the work of staff or project teams.
- Demonstrated ability to work in a confidential and professional manner.
- Strong written and verbal communication skills.
- Demonstrated commitment to equity, inclusion, and supporting a diverse campus community.
- Exceptional organizational skills and attention to detail.
- Demonstrated ability to manage multiple priorities with accuracy and poise.
- Strong interpersonal skills and ability to work collaboratively with diverse constituencies.
- Proficient with Microsoft Office (Outlook, TEAMs, Word, Excel, PowerPoint), PDF platforms, and virtual meeting tools.
- Bachelor's degree from an accredited institution.
- Experience working in higher education, preferably in a community or technical college.
- Familiarity with ctcLink (PeopleSoft) or other student information and enterprise systems.
- Prior experience supporting projects related to academic affairs, student services, or accreditation.
- Demonstrated success in coordinating and supervising office teams in a dynamic environment.
Supplemental Information
In addition to the GHC online Application you will need to submit the following materials. Incomplete applications will not be accepted or considered.
- Letter of application addressing your qualifications for the position.
- Resume
- Contact information for 3 professional references.
- Transcripts of college work completed. Unofficial copies are acceptable.
Background checks - Prior to a new hire, 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. Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under
Grays Harbor College does not discriminate on the basis of race, color, national origin, sex, disability, sexual orientation, gender identity, creed, religion, marital status, veteran status, genetics, or age in its programs, activities, and employment. The following person has been designated to handle inquiries regarding the non-discrimination policies:
- Title II/Section 504 - Erin Tofte, Associate Vice President of Human Resources
- Title IX Coordinator - Ashley Bowie-Gallegos, Dean of Student Services and Enrollment Management
For further information on notice of non-discrimination, visit for the address and phone number of the office that serves your area, or call 1-
Grays Harbor College has an excellent benefits package to include medical, dental, vision, basic life insurance, primary and supplemental retirement programs and long-term disability insurance. Full-time employees will also receive 15.34 hours of vacation leave per month, 8 hours of sick leave per month and 4 personal leave days a year. Washington state also observes 11 paid holidays per year.
01
Do you have an Associate degree or equivalent education/experience and at least three years of progressively responsible experience supporting a senior-level administrator?
02
Do you have demonstrated experience in supervising or coordinating the work of staff or project teams?
03
Do you have demonstrated ability to work in a confidential and professional manner?
04
Do you have strong written and verbal communication skills?
05
Do you have demonstrated commitment to equity, inclusion, and supporting a diverse campus community?
06
Do you have exceptional organizational skills and attention to detail?
07
Do you have demonstrated ability to manage multiple priorities with accuracy and poise?
08
Do you have strong interpersonal skills and ability to work collaboratively with diverse constituencies?
09
Are you proficient with Microsoft Office (Outlook, TEAMs, Word, Excel, PowerPoint), PDF platforms, and virtual meeting tools?
10
ALMOST DONE! The following list are NOT required qualifications for the position. Please let us know if you meet any of the qualifications below by responding with the corresponding number. 1. Bachelor's degree from an accredited institution.2. Experience working in higher education, preferably in a community or technical college.3. Familiarity with ctcLink (PeopleSoft) or other student information and enterprise systems.4. Prior experience supporting projects related to academic affairs, student services, or accreditation.5. Demonstrated success in coordinating and supervising office teams in a dynamic environment.
Required Question
- Location:
- Aberdeen
- Job Type:
- FullTime