Job Listings

Administrative Assistant to the Executive Director & Deans (Administrative Assistant 4)

Company:
Pierce College District
Job Location:
Lakewood, Washington
Category:
Administrative Assistants

PIERCE COLLEGE

A Community College District in Puyallup and Lakewood, Washington invites applications for the position of:

Administrative Assistant to the Executive Director & Deans (Administrative Assistant 4)

SALARY:
$3,616.00 - $4,188.00 Monthly
$43,392.00 - $50,256.00 Annually

OPENING DATE: 05/26/21

CLOSING DATE: 06/20/21 05:00 PM

POSITION SUMMARY:

Are you an independent, detail-oriented person who would thrive on supporting the faculty and staff at a large program on a military installation? Are you yearning to serve at a college that is centering racial equity, social justice, and intercultural engagement to eliminate equity gaps and advance student success? If these questions resonate with you, then we invite you to consider joining the Joint Base Lewis-McChord team at Pierce College, an innovative and equity-focused community college dedicated to helping all students achieve their academic and professional goals.

The Aspen Institute has recognized Pierce College as one of the top community colleges in the nation, specifically citing our service to the large military-connected population in our area. The mission of Pierce College is to create quality educational opportunities for a diverse community of learners to thrive in an evolving world.

The Administrative Assistant to the Executive Director & Deans provides administrative support for Pierce College at Joint Base Lewis-McChord. This position is less about managing administrators’ calendars and more about the vital processes that support a major instructional program. Primary responsibilities include course schedule production, faculty pay, and administering a $7 million annual budget. In a highly collaborative environment, this position works closely with the executive director and deans, and coordinates with program faculty and staff, as well as college departments and programs across the Pierce College District. Please note: The health and well-being of our students and staff are top priorities. In order to safeguard the health of our district, all Pierce College employees are working remotely until further notice, with a few exceptions for core staff and labs. More information is located under the "Physical Work Environment" section listed below. 

About the District:
The College enjoys a strong presence in the community and participates in numerous partnerships, as exemplified by our active presence on JBLM for over 50 years. Pierce College serves more military-connected students than any college or university in Washington and we enjoy an excellent, collaborative relationship with our hosts on the installation. The Fort Steilacoom and Puyallup campuses feature modern facilities that include state-of-the-art teaching and learning spaces; an immersive, full-dome digital planetarium; child development centers; and health education centers, all with a beautiful view of nearby Mount Rainier. Want a feel for our District? Take a peek at our campus views!

Pierce County - An amazing place to call home:
Pierce County stands out as one of the most beautiful and livable areas in the United States, offering its citizens the benefits of both rural and urban life in the Pacific Northwest. All three campuses command views of majestic Mount Rainier. The area's moderate climate, along with nearby mountains, forests, rivers, the Puget Sound, and Pacific Ocean, provide for many outdoor activities including hiking, skiing, kayaking, beach combing, biking, and golfing. At the same time, most of Pierce County is only minutes away from Tacoma or a short drive to Seattle where world-class cultural, arts, shopping and sporting activities abound. The area boasts an array of housing options from urban condos to rural acreage and everything in between. Located in the heart of one of America's most amazing areas, Pierce County is a wonderful place to call home.

ESSENTIAL FUNCTIONS:

Instructional and Student Support:
  • Support program faculty: Provide information to new hires and support their successful onboarding. Assist faculty with various inquiries and requests, including absence reporting, payroll, facilities, printing, schedule, forms, etc.
  • Prepare faculty teaching assignment notifications, monitor and report faculty workloads, and calculate faculty pay.
  • Develop a production schedule to assist in the timely development of quarterly and annual class schedules. Manage schedule issues such as room assignments and instructor and/or course needs.
  • Build the quarterly class schedule in the college’s online management systems. Work with IT to update related websites as needed.
  • Support the real-time management of class enrollment caps during registration periods.
  • Provide administrative support to honors and academic dismissal processes.
Administrative Support:
  • Serve as liaison between students, staff, faculty, departments, college and host-base administration, and public.
  • Research and extract data for reports, statistical analysis, schedule building, program reviews, administrative student services, and other program needs.
  • Establish organizational tools to assist in the management of the daily activities of a complex program.
  • Manage various arrangements for JBLM meetings, such as facility reservations. Record and distribute minutes.
  • This position potentially includes supervision of a position that is pending approval, as well as hourly employment reports for any part-time team members.
Budget Development and Management:
  • Manage Pierce College at JBLM budgets, to include monitoring, auditing, forecasting, analyzing, and developing annual budgets, salary and benefits information, and fiscal reports. 
  • Advise the Executive Director regarding budget development, status and purchasing.
  • Review and/or create vouchers, requisitions, and other fiscal-related documents in accordance with applicable rates, regulations, negotiated agreements, and college policies, for signature authority approval.
  • Use Excel spreadsheet functions to develop systems to track various budgets such as the overall program budget and Goods, Services & Travel budgets. Report regularly to deans and executive director and initiate budget revisions as needed.
Organization:
  • Participate in JBLM, college and district-level committees and meetings whose functions impact the success of the program.
  • Support the program and district hiring process by serving on committees as able. Support the training of hourly employees as appropriate. 

QUALIFICATIONS:

Required Education:
  • Some college, ideally in business, management, accounting, office management, or related applicable field of study. However, relevant experience may be substituted for education. 
Required Experience:
  • Four years of progressively responsible office/clerical, administrative/managerial, or secretarial or office management role. 
  • Possess a working knowledge of the Microsoft Office Suite, including Microsoft Excel.
Required Knowledge, Skills, and Abilities:
  • Ability to learn new and/or changing computer systems and applications and adapt to changing business needs, conditions, and work responsibilities.
  • Strong organizational skills; ability to work independently and manage one's time and priorities to ensure assignments are completed in a timely and effective manner.
  • Ability to manage and track budgets and perform pay calculations, supported by technology.
  • Judgment and critical thinking skills; ability to speak up to ask questions or offer ideas to colleagues at all levels.
  • Strong and proactive written and verbal communication skills, including the ability to effectively exchange messages in a variety of contexts using multiple methods. 
  • Ability to interact effectively with others to establish and maintain smooth working relationships and work productively to respond to complex situations.
  • Ability to accurately perform detailed, often repetitive work.
  • Confidentiality of student, staff, and faculty records, as well as sensitive communications; earns, trust, respect and confidence from the college community.

APPLICATION PROCESS:

Application Requirements:
To be considered for this position, applicants must:
  • Meet the required qualifications as outlined in this announcement.
  • Complete the online application profile at https://www.pierce.ctc.edu/hr.
  • Apply for the specific job opening.
  • Upload (attach) a cover letter that addresses how you meet the required qualifications as outlined in this announcement. At Pierce College, we value cultural humility and vulnerability in individuals who bridge diverse backgrounds and perspectives in support of academic equity and excellence. In your cover letter, please address how you will support the mission of Pierce College to create quality educational opportunities for a diverse community of learners to thrive in an evolving world. (Cover Letter)
  • Upload (attach) detailed résumé of all educational and professional experience. (Résumé)
  • Transcripts are not required in order to apply for this position, however, if you are selected for an interview, you will be asked to bring copies of unofficial transcripts showing completion of the required level of education. Please upload current copies of your transcripts, if available. Unofficial copies of all college and university transcripts must include degree received and confer date. International transcripts must include a foreign transcript evaluation. For a list of approved credential evaluation services visit: www.naces.org/members.htm (Unofficial transcripts acceptable for application process; official transcripts required upon hire). (Transcripts)
  • Upload (attach) a list of at least three professional references with names, addresses, telephone numbers, and e-mail addresses. Letters of recommendation will not be accepted. (References)
Special Note: To ensure consideration, application materials should be received no later than 5:00 p.m. on the closing date.

Terms of Employment:
Pierce College is hiring a full-time (40 hours per week) classified, overtime-exempt position with Pierce College DistrictThe position's primary work location will be Pierce College at Joint Base Lewis-McChord, but may require occasional travel to other Pierce College campuses or sites. Partial tele-commuting may be an option as well. Standard work hours are between 8:00 a.m. and 5:00 p.m. Monday through Friday with some seasonal adjustments. Occasional evenings and weekend work, and occasional travel may be required.

Salary & Benefits:
The starting salary range of this position is $3,616.00 - $4,188.00 a month, with annual periodic increments up to $4,855.00. Initial placement is dependent on qualifications. However, your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance. Life and long-term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided. For more information, please visit our Benefits and Leave website at: https://www.pierce.ctc.edu/hrbenefits.

Physical Work Environment:
This position is required to work indoors in an office environment. Core staff approved by their supervisors to come onto campus will be covered by a safety plan that meets federal, state, college, and installation requirements.

Reasonable Accommodation:
Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the District Human Resources Office by calling 253-964-7342. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.

Screening & Interview Process:
Only those candidates who have complied with the application process and meet the required qualifications will be considered. Following the review of application materials, the most qualified candidates will be contacted for an interview. Check the email account you used for the application process for communication regarding the status of your application. Application materials submitted to Pierce College are the property of the College and will not be returned.

Conditions of Employment:
  • An offer of employment will not carry with it any responsibility or obligation on the part of the District to sponsor an H-1B visa. In compliance with the Immigration Reform and Control Act of 1986, proof of authorization to work in the United States will be required at the time of hire.
  • Pierce College has adopted a Drug Free Workplace policy. As a condition of employment, employees must agree to abide by the requirements established in that policy.
Special Requirements:
Primary work location for this position is a federal military installation, applicants must:
  • Consent to and pass a criminal background check AFTER a conditional offer of employment.
  • Be able to meet security standards of Joint Base Lewis-McChord (JBLM) to obtain and maintain base access credentials. To use a vehicle on JBLM, they must maintain vehicle registration, vehicle insurance, and a valid driver's license.
Bargaining Unit:
This position has been designated as a bargaining unit position represented by the Washington Public Employee Association (WPEA).

Equal Opportunity:
The Pierce College District is an equal opportunity employer. The Board of Trustees and Pierce College District are committed to providing equal opportunity and will not discriminate in terms and conditions of employment and personnel practices. Decisions are made without regard to race, color, national origin, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal.

For more information about this position or assistance regarding your application, contact Human Resources at: jobs@pierce.ctc.edu.Questions regarding equal employment opportunities or discrimination may be directed to the following:

Sean Cooke, Title IX Coordinator
9401 Farwest Drive SW
Lakewood, Washington 98498
(253) 840-8472

Holly Gorski
Vice President for Human Resources
9401 Farwest Drive SW
Lakewood, Washington 98498
(253) 964-6519

Paula Henson-Williams
District Affirmative Action Officer
(253) 864-3229

APPLICATIONS MAY BE FILED ONLINE AT:https://www.pierce.ctc.edu/hr

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