A Community College District in Puyallup and Lakewood, Washington
invites applications for the position of:
Administrative Assistant 2
$2,929.00 - $3,370.00 Monthly
$35,148.00 - $40,440.00 Annually
07/28/21 05:00 PM
Are you a detail-oriented and customer-focused person who would thrive on supporting the faculty and students 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 2 provides administrative support for Pierce College at Joint Base Lewis-McChord (JBLM). This position works closely with the Administrative Assistant 4 and serves as a liaison within the JBLM site and with the rest of Pierce College. Primary responsibilities include data entry and course schedule building, faculty support, front line customer service, budget and purchasing support, recording minutes, scheduling/ coordinating meetings and appointments, and communicating with other college departments and programs. This position is highly relational within a diverse community of students, faculty, staff, and their varying perspectives.
Please note: The health and well-being of our students and staff are top priorities. While much of this position's work can be completed remotely, it also includes customer service and support to faculty in person at the education centers on JBLM. All in-person work is done in-compliance with a district- approved safety plan that meets all state requirements.
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.
Serves as liaison between students, staff, faculty, programs, college and host-base administration, and the public.
Assist the AA4 with employment documents, contracts, and orientation of new faculty. Maintain confidentiality of student, staff, faculty records, and program-related administrative deliberations in accordance with applicable laws, regulations, and College policies.
Research, extract, and organize data regarding enrollments, rosters, student information, transcripts, grades, degrees, and schedules for reports, statistical analysis, charts, etc. in support of installation, college, state reporting, program reviews, and other program requirements.
Manage various arrangements for program/staff meetings. Record and distribute minutes. Serve as a program point of contact in support of base access sponsorship for non-student visitors to the program.
Assist faculty and staff with various inquiries and requests, including absence reporting, payroll, facilities, printing, schedule, forms, etc.
Attend monthly Instructional Administrative Assistants meetings and other meetings as requested.
Build classes within online management systems.
Support the Dean and Faculty Chairs in developing annual schedules.
Monitor daily, weekly and or quarterly student enrollment trends and provide input to AA4 and Dean of Instruction, regarding possible cap and schedule changes.
Assist student services team with managing students on wait-lists and in canceled classes. Maintain Excel spreadsheet to track faculty enrollments.
Budget Development and Management:
Support the AA4 in managing budgets, faculty payroll, and hourly employee pay. Prepare reports as requested based on administrative input, historical and projected expenditures.
Process expenditures for special assignments, vouchers, purchase and travel requisitions, purchase card, and accounts payable documents.
Maintain office supplies by utilizing inventory tracking systems and making applicable purchases.
Use Excel spreadsheet and other tools to maintain tracking systems for various budgets and expenditures, such as department budgets, faculty salaries, contracts, equipment, and planned absences.
Reconcile appropriate budgets with monthly budget status reports.
Explain step-by-step process on how to enroll with Pierce College at JBLM and help new students get started.
Provide general information about Pierce College and/or help students navigate website to pathways, class schedules, department advisors, veteran's resources, financial aid, access and disability services, etc.
Provide customer service via face-to-face, email, or other web-based methods.
Provide support to the National Testing Centers at both of the JBLM Education Centers; e.g. scheduling exams, assisting with check-in or proctoring, covering staff breaks, and safety protocols as applicable.
Some college, ideally in business, management, accounting, office management, or related applicable field of study.
However, relevant experience may be substituted for education.
Experience in office/clerical, administrative/managerial, or secretarial role. Working knowledge of Microsoft Office programs, including Excel.
Demonstrated written and verbal communication skills with the ability to clearly and effectively communicate with individuals and groups within and outside the College.
Adapts to changing business needs, conditions, and work responsibilities.
Manages one’s time and priorities to ensure assignments are completed in a timely and effective manner.
Demonstrates excellent listening skills and the ability to successfully exchange messages and information in a variety of contexts using multiple methods.
Works effectively and productively with others.
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.
Demonstrates appropriate depth of knowledge and skill in assigned area. Perform detailed, accurate work.
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-eligible position with Pierce College District. The 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 $2,929.00 - $3,370.00 a month, with annual periodic increments up to $3,887.00. 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.
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.
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.
This position has been designated as a bargaining unit position represented by the Washington Public Employee Association (WPEA).
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: [email protected]
Questions regarding equal employment opportunities or discrimination may be directed to the following:
In 1967, more than 1,500 students walked through the doors of Pierce College sites with a special goal in mind: to further their education inside their own community. Then called Clover Park Community College, students attended classes in a variety of locations throughout Pierce County. The college held its first graduation ceremony on June 7, 1968. Seven students earned their associate degrees, and more than 200 completed the college’s Adult High School program that year. After a successful first year, the first order of business was to change the name to Fort Steilacoom Community College. A permanent campus was established on 146 acres overlooking Fort Steilacoom Park and Lake Waughop. In 1987, the college began focusing on expansion and growth of the Puyallup site. The college purchased 123 acres near South Hill, and the new campus’ first permanent building, the Gaspard Education Center, was dedicated in 1990. The campus continued to expand, and in 1996 the Brouillet Library Science building opened. Pierce College Puyallup was recognized by the State Board for Community and Technical Colleges in 1999 as the state’s 34th community college and the second college in Pierce College District 11.