Job Description

Position Summary

The Division Operations Manager and Executive Support role is responsible for providing wrap-around operational management and executive support for the Institutional Advancement division and the Bellevue College Foundation (BCF).

The Director of Operations serves as the functional backbone of the division and provides data-informed and procedural support as well as counsel, instruction, and direction to the division leadership group in areas such as strategic planning, budgeting, and human resources.

This position is also responsible for managing multiple operational aspects of the Foundation Board interaction and management and providing executive support to the Vice President of Institutional Advancement/Executive Director of the Foundation. In addition, this role has a lead responsibility in supporting and managing activities of the Foundation Board of Directors in accordance with its Bylaws and other governing documents.

Primary responsibilities include utilizing best practices in operational management for the division, acting as the primary point of contact and executive support to the Vice President of Institutional Advancement and the Foundation Board of Directors, managing policy and procedural changes, and supervising the Institutional Advancement office support staff and student employees as appropriate. This position will have responsibility for coverage of other supervisor duties during absences as needed, such as representing leadership at meetings and events and handling payroll and human resources issues.


Pay, Benefits & Work Schedule

Position Salary Range: $72,488/year - $101,483/year

The salary information shown above is a general guideline only. The salary will be determined based on candidate's qualifications and related experience, as well as market and business considerations. Typically, new hire starts no higher than $79,737/year based on Bellevue College Exempt salary schedule.

We offer comprehensive compensation package with salary and benefits as the main components. Generous  is offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents; choices of retirement and deferred compensation plans; paid holidays, sick, and vacation plans; transit program, reduced tuition, employee discounts and memberships, etc.

The employee is scheduled to work 40 hours per workweek. This position is exempt from the overtime provisions of the Fair Labor Standards Act, which means that you are not eligible for overtime pay.


About The College

Bellevue College is a vibrant, student-centered institution located just 10 miles east of Seattle. Serving one of the most diverse student populations in Washington - we are proud to reflect the global community we serve.

As an employer, Bellevue College is committed to fostering a workplace where employees feel valued, supported, and empowered. We believe that our faculty and staff are essential partners in fulfilling our mission, and we prioritize professional growth, collaboration, and innovation in everything we do. Employees at Bellevue College benefit from opportunities to expand their skills, contribute to meaningful work that changes lives, and engage in a community that is deeply committed to inclusion.

We are dedicated to creating an environment where creativity and innovation thrive, and where the contributions of every employee help shape both the success of our students and the vitality of the region. At Bellevue College, you will find a community that supports your goals, values your voice, and celebrates your impact.

For more about Bellevue College's impact, visit .


About the Department

Institutional Advancement is the external facing division of Bellevue College which includes marketing, web editing, KBCS radio station, public relations, creative services and the Bellevue College Foundation. The Bellevue College Foundation is a nonprofit organization dedicated to supporting Bellevue College and its students. Its mission is to foster educational excellence and student success by generating financial resources, building community partnerships, and facilitating access to quality education. The foundation provides scholarships, funds innovative programs, and supports faculty and staff development to enhance academic experience. It works closely with donors, alumni, businesses, and community members to create opportunities for students and help them achieve their educational and career goals. Through its efforts, the Bellevue College Foundation plays a key role in empowering students and strengthening the community.


Essential Functions

Executive Support to the Vice President/Executive Director of the Foundation and Foundation Board of Directors

  • Act as the primary point of contact and executive support to the Vice President of Institutional Advancement/Executive Director of the Foundation and the Foundation Board of Directors
  • Exercise independent judgement, decision making, discretion, confidentiality, and creative problem-solving skills to address a variety of administrative and managerial issues such as personnel matters, budget scenarios, resource allocation options in compliance with federal FERPA laws
  • Plan and execute board meetings, committee meetings, take and manage meeting minutes, and support Board retreats and special meetings
  • Ensure governance documents are up to date, including conflict of interest disclosures and board member term tracking
  • Manage new board member onboarding and offboarding processes
  • Manage and maintain the private document management system for the Foundation Board of Directors
  • Help produce or compile routine and ad hoc reports in the areas of fundraising, donor engagement and other metrics
     

    • Division Strategy and Project Management

  • Serve as traffic management liaison for Institutional Advancement and ensure timely project completion for multidepartment projects including Web, Marketing and Communications, Foundation, and Alumni Relations
  • Support College and Foundation Strategic Planning processes to ensure timely goal and objective implementation
  • Implement lean operations and continual process improvement

    • Managing Division Operations

  • Establish rapport and facilitate cooperative working relationships between division and College offices or stakeholders, including Finance, Human Resources, Academic Affairs, and other offices and personnel
  • Enhance accountability, productivity, efficiency, and professionalism of office operations
  • Monitor, research, develop and draft policies and procedures for the Division and BC Foundation
  • Manage and coordinate division activities involving staff and board members (retreats, department meetings, etc.)
  • Establish common filing systems and procedures, receive and respond to visitors, calls, and email inquiries from constituent groups and the public ensuring process is in place to comply with Bellevue College (BC) records management directives
  • Work with division leadership to manage resources and office space for staff.
  • Work with division leadership to provide updates and content for Institutional Advancement and the Foundation's public websites
  • Serve as fiscal agent for tracking the professional development of Institutional Advancement staff and required BC trainings
  • Support division leadership with human resource related processes and procedures

    • Manage division budgets and accounting

  • Manage and support division budgets, including assisting with planning, developing, reconciling and reporting for all division budgets, and recommend financial strategies
  • Manage and support the contract process for services rendered by external contractors for Institutional Advancement in conjunction with the College's contracts office

    • Supervise Division Support Staff

  • Supervise Finance Coordinator, Office Assistant, and Work Study/Student employees
  • Responsible for recruiting and selecting staff, providing training and development, planning and assigning work, evaluating performance, resolving grievances, and taking corrective action

    • Other duties as assigned


    Minimum Qualifications

  • Bachelor's degree in a related field. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.
  • Three (3) years of executive administrative support experience or similar experience
  • Experience managing complex operating budgets
  • Experience with Smartsheet and/or other project management tools
  • Experience evaluating and assessing data to inform business decisions
  • Proficient use computers and software applications, such as, SharePoint, WordPress, and Microsoft Office 365, with advanced experience in MS Excel, especially using complex calculation and function features
  • Ability to exercise independent judgment, decision making, discretion, and confidentiality
  • Demonstrated effective skills in time and conflict management, organizing workflows, and implementing policies and procedures
  • Demonstrated ability to work independently while successfully directing and completing multiple projects while meeting deadlines
  • Demonstrated experience working with diverse colleagues and/or students in a collaborative and inclusive environment
  • Effective written, verbal, and interpersonal and communication skills

    • Preferred Qualifications

  • Experience working in higher education
  • Knowledge of scholarship or financial aid processes
  • Knowledge of fundraising and performance metrics
  • Proficiency in a CRM (customer relations management) system, such as Raisers Edge
  • Familiarity with state and federal compliance requirements for scholarships and grants
  • Proficiency in database management or similar administrative tools
  • Familiarity with the Washington Community & Technical College system.
     

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