Pierce College District Looking for Administrative Assistant 3 – International Education Full Time

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 district Administrative Assistant 3 actively supports and engages in Pierce College’s goals for equity and inclusion in order to provide access and support for our diverse community of learners and our goal of becoming an anti-racist institution.The Administrative Assistant 3 has responsibility for the daily operations of the International Education Office, including administrative support, event management, customer service, budget tracking, and fiscal support. The ideal candidate must have strong communication and writing skills, superb attention to detail, and the ability to independently prioritize tasks while being a contributing member of a dedicated team. This position reports to the Executive Director of International Education and works closely with other staff in the International Education (IE) Team and Intensive English Program (IEP) faculty. This position requires regular and consistent attendance.

About the District:

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. 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 an expansive 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.

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.   Essential Functions

The International Education Administrative Assistant 3 will perform their duties while actively supporting Pierce College’s integrated institutional values and core themes in the advancement of the International Education Program including, but not limited to: 

• Actively advance Pierce College’s goals for equity and inclusion to provide access and support for our diverse community of learners.
• Contribute to an engaged and supportive team with shared accountability for the equitable success of international students.
• Participate in committees and task forces to ensure collaboration on reducing barriers and advancing equitable access, opportunity, and success.
• Other duties as assigned to support the mission, goals, and objectives of the college.

The following represents a variety of the responsibilities assigned to the person in this position. The examples represent typical work but are not intended to be inclusive of all duties required for this position.

Fiscal Support: 

• Compile, verify, and process financial documents such as purchase orders, vendor payment vouchers, insurance payments, travel vouchers, and reimbursements. 
• Manage quarterly agent commission payments and special tuition payment arrangements, including requesting invoices and tax forms, verifying student enrollment status, compiling and submitting payment documents, and communicating proactively with agent partners. 
• Complete payment reconciliations.
• Manage P-card purchases for International Education department. 
• Submit all financial documents to Director for review and authorization signature and submit to appropriate departments for processing (i.e. Purchasing, Accounts Payable or Finance, etc.) 
• Prepare, edit, and process vendor contracts and contract checklists.
• Scan and file documents electronically or manually; update or archive electronic budget files.

International Education Program and Administrative Support: 

• Coordinate the daily operation of the International Education office, incl. assessing needs, prioritizing actions, identifying and procuring resources, to help support international student success.
• Respond to telephone/email/visitor inquiries with cultural sensitivity. Listen/read attentively, identify issues and barriers, and assist in resolving complaints or conflicts in an equitable and timely manner.
• Establish organizational tools to help manage the daily activities of a complex department.
• Independently compose, edit, and proof culturally sensitive communication and emails.
• Collaborate with the Executive Director on process improvements (e.g. budget preparation and agent commission payments).
• Request rooms for meetings and events and manage the shared IE calendar. 
• Assist with arrangements for meetings with agents, school representatives, and other international visitors and help create a welcoming atmosphere for visitors. 
• Assist in event and meeting planning for the IE department by completing meal memos, placing food orders, request quotes from vendors, etc. 
• Maintain a working office supply inventory, order office supplies and/or pertinent documents.
• Process various mailings including bulk mail, courier and express mailings.
• Create IT and Facilities work orders for printer, copier, computer or phone issues for IE and IEP office staff.

Budget Development and Tracking:

• Use advanced Excel spreadsheet functions to develop systems to track various budgets for departments and programs, contracts, equipment, foundation and student activities budgets, and grant budgets.
• Provide quarter and annual fiscal year balance; understand the complexity of the department’s programs that include varying rates for faculty, per student, special assignments, and others.
• Process expenditures on special assignments, vouchers, purchase requisitions.
• Research state approved rates and prepare travel requisitions for reimbursement, referencing appropriate attached documentation.
• Analyze budget expenditures to report balances to departments and project future needs. 
• Assist Executive Director in the development of the annual International Education budget request and develop annual Student Technology and Services and Activities (S&A) fee budget.
• Retrieve data regarding a variety of budget reports, salary and benefits information, and grants and contract information.

Human Resources Support:

• Create non-instructional special assignments as needed.
• Assign faculty assignment types, pay rates, and contracts in collaboration with the Intensive English Program Manager and Executive Director. 
• Prepare, edit, and process faculty contracts.
• Process job postings, new hire paperwork, and electronic Reports of Hourly Appointment (eRHAs) as needed.

Filing & Record-keeping: 

• Maintain manual and electronic program files/folders; assist staff in maintaining student records; file student records (registration, immigration, and other documents) and keep files up to date; archive department photos and student files according to retention regulations.
• Other duties as assigned. 

Special Projects:

• Maintain professional appearance of office and conference room for meetings and international visitors. 
• Help create a welcoming environment for students, staff, faculty and visitors. 

Required Education:

• Some college coursework with a focus in higher education, international education, business, finance, accounting or related field.

Required Experience:

• Experience in international education and/or higher education OR a related field with cultural sensitivity towards diverse clients and experience working with those having limited English language proficiency. 
• Two (2) years’ experience in a fast-paced office/clerical position, with limited supervision OR two (2) years’ experience in finance, accounting, or office management.
• Experience establishing and maintaining complex electronic and/or manual file systems or database files.
• Experience using Microsoft Office software (Excel, Word, Outlook, Teams). 

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 be considered in determining the applicant’s suitability to perform in this position.

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

Job Management:

• Manages one’s time and priorities to ensure assignments are completed in a timely and effective manner. Demonstrates ability to take initiative, complete complex processes and procedures with attention to detail while meeting deadlines. 

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.

 Effective Communication:

• The effective exchange of messages in a variety of contexts using multiple methods. Communicates with cultural sensitivity using effective listening skills and applying effective written and oral communication skills.

 Establishing Rapport:

• Interacts effectively with others to establish and maintain smooth working relationships.

Valuing Equity, Diversity & Inclusion: 

• Values open-mindedness, inclusion, multicultural perspectives and multiple ways of knowing, thinking and being in order to recognize, understand, and appreciate cultures involving people who are from diverse cultural, socioeconomic, educational, racial, ethnic and professional backgrounds, and persons of all ages and lifestyle preferences; experience working with people from different cultures.

Adaptability:

• Adapts to changing business needs, conditions, and work responsibilities. Handles high workloads, competing demands, vague assignments, interruptions, and distractions with poise and ease.

Work Ethic: 

• Displays a strong work initiative with the willingness and flexibility to handle last minute changes under pressure. Ability to work in a professional manner as both a self-starter and a team member. Takes personal responsibility for the quality and timeliness of work, and achieves results with little oversight.

Customer Service: 

• Works effectively and efficiently to provide quality service to students and the public in order to satisfy student, departmental, and the district’s expectations.

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. 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: https://www.naces.org/members (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. At least one reference 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): 

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. Please limit response to a maximum of 500 words. 

Special 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 make sure to check your spam folder periodically, in the case of an automated, incorrect delivery.

Terms of Employment:

This is a district, full-time (40 hours per week) classified, over-time eligible position with the Pierce College District. The primary work location will be at Pierce College Fort Steilacoom campus. Occasional travel to Pierce College campuses and/or sites may occur. Work hours are typically between 8:00 a.m. and 5:00p.m. Monday through Friday with occasional evenings and weekend work, and occasional travel as required. This position may be eligible for one day of telework per week. This position may be subject to reassignment between campuses or sites. This position requires regular and consistent attendance.

Salary & Benefits: 

The starting salary range of this position is $3,700.00–$4,385.00 a month (dependent upon qualifications), with annual periodic increments up to $4,497.00 per month. 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 is required to work indoors in an open office environment, which requires visual concentration on detail, dexterity, precision, and is subject to frequent noise and interruptions. This position operates in a dynamic and fast-paced 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.

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, finalist(s) for this position will be subject to a pre-employment 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 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.

Bargaining Unit:

This position has been designated as a bargaining unit position represented by the Washington Public Employee Association (WPEA).

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: [email protected]

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