Job Listings

Executive Assistant to the Chief Information Officer

Company:
Pierce College District
Job Location:
Lakewood, Washington
Category:
Executive Assistants
The Executive Assistant to the Chief Information Officer (CIO) provides confidential executive administrative support to the CIO and Information Technology (IT) managers, leads departmental budget management including the development of the annual IT budget, Student Tech Fee, and other budget processes (up to $5M); provides data for state reports; and coordinates functions for the District IT department consistent with the administrative policies, guidelines, and procedures of the Pierce College District. 

This position requires considerable judgement, independence, initiative, decision-making, effective public relations, and organizational abilities and must project a confident, positive, and professional attitude and image while maintaining a high level of confidentiality and integrity. Regular and consistent attendance is a must in order to provide departmental continuity and support.

 Essential Functions:

In support of the Chief Information Officer, IT Managers and District IT Team, the Executive Assistant will be responsible for the following: Budget Development, Management, and Analysis
  • Work collaboratively with the CIO to support the District's IT financial management process, financial planning and logistics, unit planning, budgeting, and financial auditing.
  • Manage four district administrative budgets that total over $5M budget; understands and processes complex information and exercises sound judgment, considering the situation, the issues, the key players, and levels of authority involved; proposes multiple courses of action that further the objectives, priorities and vision of the district and the IT organization.
  • Responsible for the annual development of the District IT budget including the review of past, current, and projected expenditures for Client, Network, Telecommunication, Web, and Print Services and other budgets IT may be responsible for. Meet with district and college administrators to develop budget estimates and expenditure plans and prepare periodic and annual reports.
  • Verify for accuracy and processes and/or approves vouchers, including Purchasing Card transactions, payment of invoices, reimbursement forms, standing purchase orders, and purchase requests for expenditures, check requests, and travel reimbursements.
  • Recommend approval or denial of requests for funds.
  • Use knowledge of technology trends and current economic climate to project current and future costs and document budget requests in a format that is clear and concise.
  • Coordinate all District IT department proposals with Student Technology Fee Committees.
  • Coordinate and consult with key department and district personnel to review budget estimates for critical core services including student computer labs and classrooms, client services support, voice and video systems, web, network, telecommunications, administrative services, and other areas where IT has budget authority or oversight to ensure adjustments are made in accordance with program changes in order to facilitate long-term planning.
  • Maintain accurate and complete records, modifies fiscal record-keeping systems, databases, and spreadsheets; reviews fiscal records, identifies trends, assists in developing problem resolution.
  • Review monthly operating budgets to analyze trends affecting budget needs and make any needed corrections as well as analyzing trends affecting budget needs; revises multiple budgets to reflect current expenditures and ongoing changes in spending patterns.
  • Develop departmental procedures to facilitate adherence to expenditure and funding policies consistent with the objectives and policies of the College District.
  • Manage IT revenue accounts, monitors income and authorizes expenditures for district support services including telephone, network, web, computer repairs, maintenance, hardware/software upgrades, reallocations and printer supplies.
Confidential and IT Administrative Support
  • Serve as a confidential member of the IT Management Team and is involved in the overall department planning, decision making, and coordination that impact the daily effectiveness of the IT Department
  • Provide critical, highly confidential, and professional administrative support for the CIO and other managerial and supervisory staff within the IT Department.
  • Interact with administrators, faculty and professional staff to establish effective two-way communication between the CIO/IT Managers and to all campus constituencies; assists in resolving problems and complaints; responds to daily requests for the CIO/IT Managers assistance in handling inquiries, correspondence, complaints, and human resource matters, or gathers appropriate background information for the CIO/IT Managers.
  • Make decisions related to the following: operation and management of the office; problems and issues that reach the CIO/IT Managers related to students, faculty, or staff issues; handling of crises, sensitive issues, and confidential matters; planning, budgeting, and carrying out variety of short-term and long-term projects; and day-to-day problem solving.
  • Manage work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner; provides guidance to others as necessary regarding sensitive/confidential information. Confidential information typically consists of College, department, or personnel sensitive information.
  • Serve as a liaison for the CIO with Information Technology Council (ITC), State Board for Community and Technical Colleges (SBCTC), State Agencies, other 34 CTCs, and local businesses.
  • Monitor the ITC list serve emails to ensure critical project information, i.e. IT Portfolio, ctcLink/PeopleSoft, etc., and the coordination of internal IT organization-wide services, guidelines, and policy.
  • Ensure adherence to master plans and schedules, develops solutions to program problems, and follows up on work assigned to programs from various departments.
  • Assist the CIO/IT Managers in initiation or completion of assignments or projects resulting from meetings; provide research information, materials, etc.
Supervision and Personnel Management
  • Provide leadership for various district committees, workgroups and teams as needed.
  • Manage one full-time IT support position; maintains oversight of part-time IT staff.
  • Manage the District public information switchboard ensuring quality customer service to students, the general public and College personnel for the Pierce College District.
  • Review, verify and process information for part-time employees to include tracking of hours worked.
  • Assign duties and tasks.
  • Provide department personnel management including, but not limited to: review, processing, and tracking paperwork for all department hiring, leave tracking, payroll processing, and training tracking.
  • Develop staff through, mentoring, providing career coaching and motivation.
  • Review and verify accuracy of information in documents such as travel vouchers and timesheets.
  • Ensure timely and accurate monthly payroll processing for all full and part-time IT employees.
  • Assist with processing departmental disciplinary matters.
  • Set priorities, assign work, use discretion in analyzing a broad range of problems and assignments, develop procedures, and interpret College and departmental policies.
Project Work
  • Perform ad hoc research and analysis, frequently requiring independent methods of gathering data, interpreting initial findings, anticipating likely follow up questions based on initial findings and developing methods to respond.
  • Assist in the management of District Copier and Print Management Programs - processes billing for equipment and imaging as well as works with vendors on district print management solutions.
  • Assist with technology inventory support, i.e., audit, inventory, and software compliance.
  • May lead short-term projects and support department short- and long-term projects.
  • Manage, plans and complete special District projects such as Institutional Effectiveness Reports, annual IT Technology Plan, Technology Equipment Replacement Plan, Disaster Recovery Plan updates, and assists with the Computer Replacement Plan.
  • Develop job descriptions for review by CIO and HR; compose and prepare documents for recruitment requisitions; provide new employees with IT policies and procedures.
  • Solicit vendor information; review, recommend, and coordinate technical training for all IT department staff.
General Office Administration
  • Anticipate the needs of the office and the daily activities by independently researching and developing the appropriate documents necessary for meetings; determining the priorities of constituent issues and problems.
  • Screen, prioritize and respond to incoming calls, emails, and faxes to determine their significance and plan their distribution.
  • Interpret and apply administrative policies to the work unit.
  • Assist the CIO and managers in keeping internal and external commitments. Keep calendars up-to date and schedules appointments. Establish and maintain efficient and organized day-to-day operations for the CIO/IT Managers by prioritizing workflow of information to the IT office and determining which items can be responded to independently and which Items may need immediate attention.
  • Receive, distribute, and document checked-out/borrowed equipment (laptops, accessories, etc.) from employees.
  • Prepare agendas, notices, and minutes.
  • Purchase office supplies.
  • Serve on screening committees and may serve as a Diversity Advocate for screening committees as requested.
  • Perform other duties as assigned

 Qualifications:

Education Required
  • An associates degree or equivalent education/experience
Experience Required
  • Two years' of progressively responsible administrative support experience.
  • Experience tracking budgets, including monitoring expenditures, reporting inconsistencies, and reconciling purchases and receipts.
  • Experience analyzing and forecasting budgets.
  • Experience performing and coordinating complex work assignments involving multiple employees, departments, and locations
  • Experience successfully handling and communicating sensitive information in a thoughtful and legally compliant manner.
  • The ability to learn and follow complex regulations, guidelines, policies, and procedures.
  • Experience explaining and training others about regulations, guidelines, policies, and procedures.
  • Experience making recommendations for adjustments to office/business processes.
  • The ability to research and investigate in order to make recommendations for policies, guidelines, and procedures.
  • Experience using the Microsoft Office Application Suite (Excel, Word, etc.) for efficient work outcomes.
Required Competencies
  • Adaptability and Flexibility: Adapts to changing business needs, conditions, and work responsibilities. 
  • Job Management: Manages time and priorities to ensure assignments are completed in a timely and effective manner. 
  • Critical Thinking and Problem Solving: Critical, creative, reflective thinker; will question, search for answers and meaning; evaluate ideas and information and develop ideas that lead to action. 
  • Effective Communication: The effective exchange of messages in a variety of contexts using multiple methods. 
  • Budget and Resource Management: Ensures compliance with assigned budget expenditure limits, and maximizes value to the College in resource expenditure decisions. 
  • Information: Seeks, finds, evaluates and uses information to base decisions, improve processes, and engage in life-long learning. 
  • Equity, Diversity, and Inclusion: Actively supports and engages in Pierce College’s equity, diversity, and inclusion efforts in order to provide access, support and success for our diverse community of learners. 
  • Personal Responsibility: Demonstrates responsible personal and professional conduct, which contributes to the overall mission and goals; accepts personal responsibility for the quality and timeliness of work; earns, trust, respect and confidence from the College community. 
  • Staff Management: Manages staff in ways that improve their ability to succeed in their jobs. Enables staff to grow and succeed through feedback, instruction, and encouragement. 
  • Establishing Rapport: Interacts effectively with others to establish and maintain smooth working relationships. 
  • Team Work: Working effectively and productively with others.
  • Job Knowledge: Skilled in job-specific knowledge which is necessary to provide the appropriate quantity and quality of work in a timely and efficient manner. 
  • Technical Expertise: Demonstrates appropriate depth of knowledge and skill in assigned areas. Keeps knowledge and skills up-to-date with best practices, regulations, and mandates in assigned areas. 
  • Decision Making and Judgement: Makes timely and informed decisions when working towards goal/task completion.

 Application Process:

To be considered for this position, applicants must

  • Meet the required qualifications as outlined in this announcement.
  • Complete the online application profile and apply for the specific job opening at: https://www.pierce.ctc.edu/hr
  • Upload (attach) a cover letter that addresses how you meet the required qualifications as outlined in this announcement. (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 submit 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 conferral 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 two professional references with names, addresses, telephone numbers, and e-mail addresses. Letters of recommendation will not be accepted. (References)
  • Provide a response to the following question: (Supplemental Question)
Briefly describe how you have worked in your previous or current position to advance equity, diversity and inclusion in your organization and how you would do that in this position. 
Please limit your response to a maximum of 500 words.

Please Note
To ensure consideration, application materials should be received no later than 5:00 p.m. on the closing date.
Terms of Employment This is a full-time administrative - exempt position. The primary work location will be at Pierce College Fort Steilacoom campus. Frequent travel to Pierce College campuses or other sites may occur. Standard work hours are between 8:00 am to 5:00 pm, Monday through Friday, with occasional evening and weekend hours required. This position may be eligible for occasional work from home.
Salary & Benefits The starting annual salary for this position is $63,626.00. 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/hr- benefits.
Physical Work Environment This position works indoors in an office environment.
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 Pierce College is a “fully vaccinated campus” under the state’s higher education guidance, which means that COVID-19 vaccination (or allowable exemption) will be required for all employees and students. More information can be found here: Vaccination Requirements. Prior to the start of employment, the finalist for this position will be subject to a criminal background check as a condition of employment. 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 Washington State Law RCW28B.112.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.

For more information about this position or assistance regarding your application, please contact the Human Resources office at: jobs@pierce.ctc.edu.
HigherEd360 is part of the HigherEdJobs network.