Pierce College
Executive Assistant to the Vice President of Learning and Student Success
SALARY
$65,429.00 - $80,952.00 Annually
LOCATION
Lakewood, WA
JOB TYPE
Full Time
JOB NUMBER
A2418
DIVISION
Learning & Student Success
OPENING DATE
09/24/2024
CLOSING DATE
10/15/2024 5:00 PM Pacific
Position Summary
The mission of Pierce College is to create quality educational opportunities for a diverse community of learners to thrive in an evolving world. The Pierce College District is committed to being an anti-racist institution; to truly be anti-racist we must work deliberately to eliminate barriers that have prevented the most promising and capable students from entering and thriving in college.
The Executive Assistant to the Vice President of Learning & Student Success at Pierce College works in a collaborative and dynamic environment. This role involves working closely with senior executive assistants, the Executive Team, the Dean Team, and various college departments to support and advance the college’s mission, with a focus on fostering an anti-racist institution.
This role supports the VPLSS by providing expert administrative assistance and ensuring that the needs of students and campus constituents are met promptly and effectively. The position requires a high degree of confidentiality, integrity, and professionalism, as the Executive Assistant manages sensitive information and complex projects. This role involves communicating and interacting with a diverse range of individuals, including students, faculty, staff, public agencies, and the general community, on complex administrative and operational matters.
This position is high-visible, requiring strategic thinking, integrity, and discretion in managing sensitive information and complex situations. It supports the VPLSS in advancing diversity, equity, and inclusion goals while fostering a positive and inclusive environment.
About the District
Our colleges enjoy a strong presence in the communities in which they serve and participate in numerous partnerships with business, community, government, and educational organizations.
Named as a Top 5 Finalist and a Rising Star for the 2019 Aspen Prize for Community College Excellence, Pierce College Fort Steilacoom was recognized for exceptional achievements in student learning, certificate and degree completion while in community college and after transferring to a four-year institution, employment and earnings rates after graduation, and access for and success of minority and low-income students. Pierce College District was named as a Top 10 finalist for the 2021 Aspen Prize and a Top 25 for 2023.
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 to the Vice President of Learning and Student Success will be responsible for the following, but not limited to:
Manage the Office of the Vice President of Learning & Student Success
Serve as a liaison for the Vice President to the college, district, State Board for Community & Technical Colleges (SBCTC), other state agencies, businesses, colleges, universities, and the general public by establishing and promoting positive communication lines, providing information, and anticipating, evaluating and diffusing issues; exercise appropriate judgment integrity, professionalism and confidentiality in all actions.
Support the Vice President in managing the important and highly visible work of the Office of the Vice President of Learning & Student Success; responsible for the successful completion of the administrative operations of the office.
Reflect positive image and role of the office in supporting the college and community; collaborate closely with the team supporting the office, the Office of the President, and the corresponding offices at Pierce College Puyallup.
Use independent judgment and initiative in evaluating and facilitating the resolution of complex issues/concerns.
Communicate regularly with the Executive Assistant to the President and the Director of Operations for the Chancellor’s Office regarding work priorities and outcomes of the Office of the Vice President.
Schedule appointments and establish calendar priorities for the Vice President; understanding preferences and determining when to schedule an appointment or refer to other offices.
Prepare relevant supporting information and materials for the Vice President.
Initiate, prioritize, and manage projects that facilitate the work of the Vice President and the operations of the office; tracks report deadlines.
Assist with travel and lodging arrangements.
Review, prioritize, summarize, and respond to incoming communications and visitors.
Anticipate special projects and events that require administrative and/or vice president planning. Support planning by researching, analyzing, and summarizing information and source materials for reports independently, then communicate findings.
Facilitate office procedures in conjunction with the Executive Assistant to the President, including filing systems of public documents, purchasing office supplies, and managing office equipment.
Information & Communications
Act as a communication liaison for the Vice President to the college, district, and community.
Support the composition and transmittal of office correspondence, including confidential and sensitive information regarding college business.
Assist in responding to inquiries, requests, and complaints from students, faculty, staff, general public, and other state agencies; refer queries, requests, and complaints to appropriate administrator.
Coordinate meetings with students, faculty, and staff, as well as other visitors to the college.
Prepare agendas, briefs, and identify appropriate support for meetings; attend and record minutes as necessary.
Maintain open communication and appropriate information sharing between executive assistants and members of the Executive Team and Dean Team; demonstrate a high level of integrity, understanding of confidentiality, and ability to maintain a positive attitude in complex and challenging circumstances.
Provide additional support to the Office of the President, Office of the Chancellor, and instructional and student success staff as needed.
Facilitate shared communications and collaborative working relationships with teams supporting the corresponding Offices of the President and Vice President at Pierce College Fort Steilacoom.
Budget Monitoring & Support
Monitor annual budgets and prepare expense reports.
Monitor requisition of funds for budgets assigned to the Office of the Vice President.
Facilitate requests to the Vice President's budgets for funding of miscellaneous projects.
Assist the Vice President and supporting teams in coordinating, constructing, and reporting needs of the college and district budget.
Special Projects
Coordinate and assist in the planning and implementation of events, assignments, and projects of the Office of the Vice President.
Work closely with students, faculty, and staff in assuring success in cross-campus and cross-district events and projects.
Provide support in the recruitment and hiring processes for faculty and staff.
Perform other duties as assigned, to fully support the mission of Pierce College.
Qualifications
Education Required
Some college coursework.
Experience Required
Progressively responsible work experience in an office or administrative support role.
Experience in budget development and monitoring, records management, and development of administrative policies and procedures.
Ability to thrive in an organization that prizes the diversity of its student body and workforce and actively promotes equity and inclusion.
Required Competencies
Personal Responsibility & Ownership
Ability to manage details effectively while balancing detail orientation with a big-picture perspective.
Operates effectively with general direction and manages multiple projects.
Adapts to shifting priorities and performs well under pressure.
Ensures work accuracy, completeness, and follows up on commitments.
Critical Thinking &Problem Solving:
Evaluates situations and makes decisions using logical and critical thinking.
Analyzes problems to recommend effective solutions.
Thinks creatively to develop and implement innovative ideas and approaches.
Equity , Diversity , Inclusion
Commitment to and experience working with diverse populations; utilizes appropriate methods for interacting sensitively, effectively, and professionally with persons from diverse cultural, socioeconomic, education, racial, ethnic and professional backgrounds, and persons of all ages and lifestyle preferences.
Adaptability & Flexibility
Supports organizational changes, managing them in a way that minimizes concerns and enhances overall operations.
Facilitates positive perceptions of change and fosters innovation within the organization.
Technical Skills
Working knowledge of MS Office to include Word, Excel, Outlook, and Internet.
Special Requirements
The successful candidate must consent to and pass a criminal background check after a conditional offer of employment. Information from the background check will not necessarily preclude employment but will considered in determining the applicant's suitability to perform in this position
Application Process
NOTE: When applying, please submit only the required documents as noted below and ensure all Personal Identifying Information (PII) such as SSN and DOB are edited out of your materials for privacy. Additionally, we ask that you not include photographs or external links within your documents.
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 bring copies of unofficial transcripts showing completion of the required level of education and/or coursework.
Please note: Certain positions require specific levels of educational attainment such as a post-secondary degree, licensures or certifications. In order to evaluate applicant materials to determine if the minimum qualifications are met, information regarding your education and experience should be included in your application materials.
Applications without transcripts attached, may receive notification that their application materials are incomplete. If you receive a notice and information has been provided elsewhere in your applications materials, please disregard. (Unofficial transcripts acceptable for application process; official transcripts 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)
Provide a response to the following question. (Supplemental Question)
The College's goal is to support all students and to achieve racial and social equity in pursuit of mission. If you were selected for this position, how would you contribute to and support this goal? 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.
All correspondence regarding your application status will be sent to the email address associated with your SCHOOLJOBS.COM account. Please make sure to 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 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 and may be subject to reassignment between campuses or sites. This position requires regular and consistent attendance.
Salary & Benefits
The salary range for this position is $65,429.00 to $80,952.00 annually. The salary will be determined based on the candidate's qualifications and related experience. Typically, new hires start no higher than $68,156.00/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 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.
Please Note
This is a competitive selection process. Your application materials will be reviewed and evaluated based on the minimum qualifications listed for the position. Applicants whose qualifications most closely correspond to the District's needs will be eligible for further consideration.
Notification of application status normally occurs 4 to 6 weeks after the closing date. Short notice may be given to applicants to participate in further selection processes which may include written, oral and performance examinations, and final interviews.
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. Conditional offer letters will be accompanied by a declaration and authorization to release information form to be completed by the applicant. Disclosure is required under Washington State Law RCW 28B.112.080.
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.
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 Cooke
Title IX Coordinator
(253) 840-8472
Davi Kallman
ADACO / Section 504 Coordinator
(253) 912-3715
Deena Forsythe
Interim Vice President for Human Resources
(253) 964-6586
Paula Henson-Williams
District Affirmative Action Officer
(253) 864-3229
Agency
Pierce College
Address
9401 Farwest Drive SW
Lakewood, Washington, 98498
Phone
253.964.7342
Website
https://www.pierce.ctc.edu/hr
Executive Assistant to the Vice President of Learning and Student Success Supplemental Questionnaire
QUESTION 1
The College's goal is to support all students and to achieve racial and social equity in pursuit of mission. If you were selected for this position, how would you contribute to and support this goal? Please limit your response to a maximum of 500 words.
Required Question
