Position Summary

Pierce College's mission is to create quality educational opportunities for a diverse community of learners to thrive in an evolving world.

This Executive Assistant position supports the Vice President of Workforce, Economic and Professional Development. Responsibilities include serving as the VP’s liaison to the college community, managing highly visible work of the VP’s office, supporting and fostering crucial relationships, completing administrative operations, managing workforce-related budgets, providing administrative support to other teams/departments that are part of the VP’s assigned areas, and completing special projects and events. This position requires regular and consistent attendance.

About the District

The college enjoys a strong presence in the community and participates in numerous partnerships with business, community, government, and educational organizations.

Pierce College at Fort Steilacoom

Located on a beautiful 140-acre site adjacent to a 340-acre community, recreational park, and Waughop Lake. Want a feel for our District, take a peek with aerial campus views!

Pierce College at Puyallup

Located on an expansive site with 125-acres of wooded land including modern facilities and beautiful hideaways.

Pierce College at JBLM

Located at the Joint Base Lewis-McChord military sites, serving many of our military and active duty families serving our country.

Essential Functions

The Executive Assistant will be responsible for the following but not limited to:

• Serve as the Vice President’s liaison to the college community, the State Board for Community and Technical Colleges, Councils and Commissions, other state agencies, businesses, educational organizations, local school districts, other colleges and universities, and the general public by establishing and promoting positive communication lines, anticipating, evaluating and diffusing potential problems.
• Screen, prioritize, and respond to incoming calls, emails, and visitors.
• Schedules appointments and establish calendar priorities for the Vice President; provide supporting information and materials for each appointment. Schedule program chair and director meetings and regular meetings with VP Direct reports.
• Make travel and lodging arrangements for the Vice President and, on occasion, other team members when necessary, also assist workforce faculty and staff.
• Assist the Vice President in the initiation or completion of assignments or projects.
• Manage or work on special projects and events that require administrative or Vice President planning.

• Liaison with the Fiscal Services office on all budget set-up, reconciliations, and year-end processes. Work with the VP on annual budget planning and presentation.
• Manage budgets, purchase supplies and equipment, and travel and personnel administration; prepare and submit related paperwork. Complete and submit travel expense vouchers.
• Reconcile budgets regularly and frequently; process revisions as needed; project future needs and make recommendations for budget development. Submit grant revisions and year-end reports to OBIS/OGMS.
• Exercise signature authority to act on expenditures within approved limits. Track P-card expenditures and submit monthly logs.
• Prepare reports, develop and analyze cost estimates for equipment purchases, and monitor budget status and expenditures.
• Process special assignments and Report of Hourly Appointments for faculty.
• Process purchase orders and invoice vouchers in ctcLink.
• Track time and effort reporting. Implement office procedures to include filing systems of public documents.
• Submit paperwork for contracts.

• Assist with pro-tech advisory committee requirements, including training materials, meetings, minutes, contact points for membership renewals, etc. Maintain accurate files according to state requirements.
• Track all advisory committees to ensure the lists are up-to-date, the commitment letters are current, and the minutes and agendas are on file. Attend meetings and take minutes when needed.
• Submit faculty summer advising schedules and stipends.
• Support programs' needs (i.e., mailings, follow-up contact with businesses, surveys, student outreach, program development paperwork, marketing, program review, etc.)
• Work with the Institutional Research office on the annual Workforce Education Graduate Survey and Advisory Committee survey.
• Work with the VP, Instructional and Curriculum staff, pro-tech faculty, outcomes team, and Deans on website catalog updates, State Board of Community and Technical Colleges inventory, Career Bridge, etc.
• Assist in preparing an annual summary of pro-tech programs related to Perkins Comprehensive Local Needs Assessment (CLNA) and annual planning and reporting processes.

• Serve on college screening and other shared governance-related committees.
• Coordinate with other Executive Assistants as needed.

Qualifications

Education Required

• Associate degree from an accredited college or university in Administration, Office Management, Business, General Studies, or a related field.

Experience Required

• Experience tracking budgets, monitoring expenditures, reporting inconsistencies, and reconciling purchases and receipts.
• Experience performing and coordinating complex work assignments involving multiple employees, departments, and locations.
• Experience successfully handling and communicating sensitive information thoughtfully in accordance with compliance standards.
• Experience explaining and training others about regulations, guidelines, policies, and procedures.
• Experience making recommendations for adjustments to office/business processes.
• Experience using computer applications such as Word, Excel, Outlook, and the Internet.

Required Competencies

• Ability to adapt to changing business needs, conditions, and work responsibilities.
• Skilled at managing time and priorities to ensure assignments are completed promptly and effectively.
• Ability to think as a critical, creative, reflective thinker; willing to question, search for answers and meaning; evaluate ideas and information; and develop ideas that lead to action.
• Proficient at communicating effectively in a variety of contexts using multiple methods.
• Ability to actively support and engage in Pierce College’s equity, diversity, and inclusion efforts to provide access, support, and success for our diverse community of learners.
• Capable of demonstrating responsible personal and professional conduct, accepts personal responsibility for the quality and timeliness of work, and earns trust, respect, and confidence from the College community.
• Adept at interacting effectively with others to establish and maintain smooth working relationships.
• Skilled at working effectively and collaboratively with others.
• Demonstrates appropriate depth of knowledge and skill in budget work. Keeps up to date on internal and external processes.

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 addressing how you meet the required qualifications outlined in this announcement. (Cover Letter)
• Upload (attach) a detailed résumé of all educational and professional experience.(Résumé)
• Transcripts are not required 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 the degree received and conferral date. International transcripts must include a foreign transcript evaluation. For a list of approved credential evaluation services, visit https://www.naces.org/members (Unofficial transcripts are acceptable for the application process; official transcripts are required upon hire). (Transcripts)
• Upload (attach) a list of at least three (3) professional references with names, telephone numbers, and e-mail addresses. One of which must be your current or most recent supervisor. Letters of recommendation will not be accepted. (References)
• Respond to the following question. (Supplemental Question)

Please Note

To ensure consideration, application materials should be received no later than 5:00 p.m. on the closing date.

All correspondence regarding your application status will be sent to the email address associated with your NeoEd account. Please check your spam folder periodically in the case of an automated, incorrect delivery.

Terms of Employment

This is a full-time administrative-exempt position. The primary work location will be the Pierce College Fort Steilacoom campus, but frequent travel to other Pierce College campuses or sites may occur. Standard work hours are between 8:00 a.m. and 5:00 p.m., Monday through Friday, with occasional evening and weekend hours required. This job has been approved for two (2) days of remote work. Regular and consistent attendance is required.

Salary & Benefits

The salary range for this position is $55, 584.00 to $78, 594.00 annually. The salary will be determined based on the candidate's qualifications and related experience. Typically, new hires start at $66,171.00 per year, based on Pierce College's Administrative/Exempt Compensation Plan. Your paycheck is just part of the total compensation package. There is an outstanding benefits package 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 requires working indoors in an open office environment. It requires visual concentration on detail, dexterity, and precision and is subject to frequent noise and interruptions.

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. After reviewing the 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 is highly encouraged for all employees and students.

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 RCW 28B.112.080.

An offer of employment does not entail 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. Employees must agree to abide by the requirements established in that policy as a condition of employment.

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, please contact the Human Resources office at: jobs@pierce.ctc.edu.

Questions regarding equal employment opportunities or discrimination may be directed to the following:

Sean CookeTitle IX Coordinator
(253) 840-8472
Davi KallmanADACO / Section 504 Coordinator
(253) 912-3715
Deena ForsytheInterim Vice President for Human Resources
(253) 964-6586
Paula Henson-WilliamsDistrict Affirmative Action Officer
(253) 864-3229