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Executive Assistant to the Vice President of Learning and Student Success
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Position Number: 2403668
Location: Lakewood, WA
Position Type: Executive Assistants

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

Executive Assistant to the Vice President of Learning and Student Success

SALARY:
$4,929.83 - $4,929.83 Monthly
$59,158.00 - $59,158.00 Annually

OPENING DATE:
07/28/21

CLOSING DATE:
08/18/21 05:00 PM

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

Recognized by the Aspen Institute as one of the Top 10 community colleges in the nation (2021), Pierce College is an innovative and equity-focused community college dedicated to helping all students achieve their academic and professional goals. Check out our Aspen Institute's Rising Star Award.

The Executive Assistant to the Vice President works in a highly collaborative and complex environment with other senior level executive assistants, members of the Executive Team and Dean Team, and the college at large to advance the Pierce College mission and contribute to the development of an anti-racist institution. Specifically, this position provides expertise/support for the Pierce College Fort Steilacoom Vice President of Learning & Student Success while working collaboratively to ensure the needs of students and all campus constituents are met on a timely basis. This position is a confidential personal assistant who projects a positive and professional attitude, maintains a high level of confidentiality and integrity, and leads all interactions, projects, and activities in an equity-minded and socially conscious manner. The position requires a high degree of skill in communicating and interacting with students, faculty, staff, public agencies, and the general community on a variety of complex and sensitive administrative and operational functions and policies as well as expertise in initiating and managing complex projects. This role is highly visible and requires a high level of strategic thinking, integrity, and discretion in handling sensitive information and complex situations and professionalism in dealing with internal and external constituents. This position supports the VPLSS in promoting and advancing diversity, equity, and inclusion goals and maintaining a positive, innovative and inclusive environment. This position requires regular and consistent attendance.

Please note: The college is transitioning back to being open after more than a year of primarily-remote work. One or two days in the office per week will be required at first (other days remote). This will increase over time and will fluctuate with more time on campus at the beginning and end of each quarter. Health and safety precautions are in place. More information is located under the "Physical Work Environment" section listed below.

About the District: Pierce College enjoys a strong presence in the community and participates in numerous partnerships with business, community, government, and educational organizations. Want a feel for our District, take a peek with aerial campus views!

Pierce College Fort Steilacoom - Located on a beautiful 140-acre site adjacent to a 340-acre community, recreational park, and Waughop Lake.

Pierce College Puyallup – Located on a luscious site with 125-acres of wooded land with beautiful hideaways.

Pierce College at JBLM – Located at the Joint Base Lewis-McChord military sites, serving many of our military and active duty families that are serving our country.

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. Both 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 amazing 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
Each of the following functions are undertaken with a commitment to actively supporting, engaging in, and working to advance Pierce College's goals for equity and inclusion in order to provide access and support for our diverse community of learners. All program services are conducted through a collaborative process which maintains consistency in program offerings and practices across the District.

Manages the Office of the Vice President of Learning & Student Success:

Serves as a liaison for the vice president to the college, the district, the State Board for Community & Technical Colleges, as well as other state agencies, businesses, colleges and universities, and the general public by establishing and promoting positive communication lines, providing information, and anticipating, evaluating and diffusing issues. Employs appropriate judgment integrity, professionalism and confidentiality in all actions.

Supports the vice president in managing the important and highly visible work of the Office of the Vice President of Learning & Student Success and is responsible for the successful completion of the administrative operations of the office. Requires the ability to continually reflect the positive image and role of the office in supporting the college and community. This is done in very close collaboration with the team supporting this office and the Office of the President, as well as the team supporting the corresponding offices at Pierce College Puyallup.

Exercises independent judgment and initiative in evaluating and facilitating resolution of complex issues/concerns.

Communicates regularly with the Executive Assistant to the President and the Senior Executive Assistant to the Chancellor regarding work priorities and outcomes of the Office of the Vice President.

Schedules appointments and establishes calendar priorities for the vice president. This requires an understanding of the vice president's preferences and the ability to determine when to schedule an appointment and when to refer to other offices. Prepares relevant supporting information and materials to the vice president for appointments.

Initiates, prioritizes, and manages projects that facilitate the work of the vice president and the operations of the office. Tracks report deadlines.

Assists with travel and lodging arrangements.

Reviews, prioritizes, summarizes, and may respond to incoming communications and visitors to the vice president's office.

Anticipates special projects and events that require administrative and/or vice president planning. Supports planning by researching, analyzing, and summarizing information and source materials for reports independently and then communicating findings.

In conjunction with the executive assistant to the president, facilitates office procedures to include filing systems of public documents, purchasing office supplies, and office equipment.

Information & Communications:

Serves as a communications liaison for the vice president to the college, district, and community.

Supports composition and transmittal of office correspondence, including confidential and sensitive information regarding college business.

Supports in response to inquiries, requests, and complaints from students, faculty, and staff, as well as the general public, and other state agencies. Refers queries, requests, and complaints to appropriate administrator, which requires knowledge of the organization by function.

Coordinates meetings with students, faculty, and staff, as well as other visitors to the college. Prepares agendas, briefs, and identifies appropriate support for meetings. Attends and record minutes as necessary.

Maintains open communication and appropriate and necessary information sharing between executive assistants and members of the Executive Team and Dean Team. Requires a high level of integrity, understanding of confidentiality, and ability to maintain a positive attitude in complex and challenging circumstances.

Provides additional support to the Office of the President, Office of the Chancellor, and instructional and student success staff as needed.

Facilitates shared communications and collaborative working relationships with teams supporting the corresponding Offices of the President and Vice President at Pierce College Fort Steilacoom.

Special Project:

Coordinates and assists in the planning and implementation of events, assignments, and/or projects of the Office of the Vice President.

Works closely with students, faculty, and staff in assuring success in cross-campus and cross-district events and projects.

Provides support in the recruitment and hiring processes for faculty and staff.

Performs other duties as assigned, particularly as necessary to fully support the mission of Pierce College.

Budget Monitoring & Support:

Monitors annual budgets and prepares expense reports.

Monitors requisition of funds for budgets assigned to the Office of the Vice President.

Facilitates requests to the vice president's budgets for funding of miscellaneous projects.

Assists the vice president and supporting teams in the coordinating, constructing, and reporting needs of the College and District budget.

Qualifications
Required Education:

Some college coursework.

Required Experience:

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.

Experience in managing complex projects.

High degree of professional integrity and discretion.

Ability to thrive in an organization that prizes the diversity of its student body and workforce and actively promotes equity and inclusion.

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.

Required Competencies: Knowledge, skills, abilities, traits and behaviors

Job Knowledge & Management:

Skilled in job-specific knowledge which is necessary to provide the appropriate quantity and quality of work in a timely and efficient manner.

Detailed knowledge of Pierce College policies and procedures, ability to understand, apply, and interpret them for faculty, staff, and students.

Manages own time, priorities, and resources to achieve goals.

Personal Responsibility & Ownership:

Ability to balance detail orientation with a "big picture" perspective.

Ability to work with only general direction.

Organizational and time management skills to manage multiple projects as well as the flexibility to handle shifting priorities as new projects are assigned by the President.

Ability to keep functioning effectively when under pressure.

Checks work to ensure accuracy and completeness.

Follows up with others to ensure that agreements and commitments have been fulfilled.

Decision Making & Judgment:

Ability to exercise independent judgment in highly visible and important environment based on knowledge of college and President's interests and priorities.

Displays balanced thinking that combines analysis, experience and perspective in making decisions and providing information to others.

Critical Thinking & Problem Solving:

Ability to think critically and act logically to evaluate situations, solve problems, and make decisions.

Identifies and analyzes problems using analysis and critical thinking skills and offers best solution/recommendation or action for resolution.

Thinks creatively, makes decisions, visualizes and solves problems.

Develops and creates ideas, processes 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:

Responds positively to change and manages change in a way that reduces the concern experienced by others.

Demonstrates support for innovation and for organizational changes.

Accepts change and is instrumental in seeing that the change is perceived positively by others and is carried out in a way that improves the overall operation of the organization.

Teamwork:

As an active member of a team, has the ability and desire to work cooperatively with others, participates and fosters teamwork, and influences others within a team.

Model and maintain the values of candor, openness, inclusiveness and honesty.

Build and maintain the trust of others.

Technical Skills:

Working knowledge of MS Office to include Word, Excel, Outlook, and Internet.

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 culturally competent and compassionate 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. Please include in your response how your previous education and/or professional experience contribute to your effectiveness in promoting a climate of student success for a diverse community of learners. (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 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)
1. Briefly describe how you have worked in your previous or current positions to advance equity, diversity, and inclusion in your organizations and how you would do that in this position.

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

Terms of Employment:
This position is a full-time administrative-exempt position with an official duty station located at the Pierce College Fort Steilacoom campus. Frequent travel to Pierce College campuses or other sites will 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 position may be subject to reassignment between campuses or sites.

Salary & Benefits:
Annual salary is $59,158.00. 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/hr-benefits.

Physical Work Environment:
This position works indoors in an office environment which requires visual concentration on detail, dexterity and precision. This position experiences frequent interruptions with occasionally distraught people. During this time, core staff approved by their supervisors to come onto campus are covered by a safety plan that follows social distancing and Personal Protective Equipment (PPE) protocols. This includes minimizing close contact by limiting time on campus; conducting meetings virtually; and implementing other creative strategies to reduce the density of employees on campus to keep everyone safe.

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:
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, 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
(253) 964-6519

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