Position Summary:
The mission of Pierce College is to create quality educational opportunities to 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. We work to ensure that every student in the Pierce College District feels valued, respected, and inspired to achieve their goals. We provide a brave space for Black, Indigenous, Persons of Color (BIPOC), LGBTQ/QTPOC students, students with disabilities, and all students and staff to seek refuge, and an opportunity for them to cultivate their strengths, intelligence, resilience, and creativity.
This position provides confidential administrative support to the Dean of Enrollment and Registrar. The position also supports the Director of Enrollment Opportunity and Outcomes, the Director of P-12, and department staff and assists in achieving the mission and equity goals of the College by providing excellent customer service to students. This position exercises professional judgement in all aspects of their job and is the sole admin support in the department of Enrollment Services. This position will coordinate office operations, keep calendars, make travel arrangements, prepare reports, budgets, contracts, and assist with the day to day operations of the area. Responsibilities include assisting the Dean and Director in confidential matters related to student processes, inquiries and support, and student complaints: customer service both internal and external to the department budget oversight and tracking; records development and management; personnel documentation; office management and organization; project development and management; meeting minutes and notes; as well as general support of the Dean/Registrar, the Director of Enrollment Opportunity and Outcomes.
The position reports directly to the Dean of Enrollment and Registrar and 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.
Essential Functions:
Administrative Support
Independently provide comprehensive administrative support to the Dean/Registrar and the Director of Enrollment Opportunity and Outcomes.
Establish and maintain records and files; record statistical information; maintain confidentiality; use spreadsheet and data base software to develop and maintain records; use student management system to run reports and support office services.
Assist the Dean/Registrar and Director in responses, and handle confidential information regarding student inquiries such as grades, complaints, petitions, and financial matters; assists in completing the appropriate processes in accordance with college policies;
Communicate information regarding college policies and procedures in order to explain complex or technical information regarding rules, rights, programs, and services to students, faculty, staff and community members; coordinate with staff on departmental practices and procedures;
Support the work of the Dean/Registrar and the Director by monitoring and processing confidential petitions and requests, performing background research, responding to students, staff and faculty, and documenting and maintaining files.
Maintain the Dean’s; schedule and work with internal and external clients; schedule meetings, prepare agendas, record, post and disseminate minute.
Work collaboratively with all staff within enrollment services and financial aid departments as well as other departments across the District.
Manage student academic enrollments each term by independently running reports, verifying course enrollment requirements, determining student eligibility, dropping ineligible students, maintaining data, and communicating with students and faculty.
Independently manage and coordinate the federally required reports for the National Student Clearinghouse; meet reporting timelines and resolve errors and discrepancies.
Support the Dean by processing accounts payable and processing third party contracts.
Order inventory and assist with budget management in each area supported.
Perform support functions independently, with the utmost confidentiality and with a high level of accuracy and attention to detail following all procedures, deadlines, and policies and procedures.
Give great attention to the critical components of each process to mitigate the liability and risk management to the college
Independently process specific components of each category as outlined in policy and procedures
Maintain complex database systems that document action taken for each category
Provide reports related to the referrals, processes, and outcomes.
Create a wide variety of correspondence; edit for accuracy, appearance, readability and style.
Maintain confidential personnel and department files.
Communication
Serve as a liaison between students, faculty, district departments, external agencies and community members.
Respond to telephone inquiries, emails, in-person and online inquiries; listen attentively, identify issues and assist to find a resolution in a timely, professional manner.
Assist students, faculty and staff, making referrals when appropriate.
Office Management
Maintain a welcoming and professional office environment;
Establish organizational tools to assist in the efficient management of the daily office activities.
Exercise decision making authority regarding department policies and procedures as appropriate.
Coordinate general office operations such as incoming and outgoing mail.
Responsible for travel and purchasing processes
Obtain and ensure that all hiring paperwork is complete prior to employment of department staff;
Monitor and report leave for department staff.
Organize and maintain all departmental files and records, including statistics for local, state and national reports.
Execute computer tasks using word processing, spreadsheets, data bases, email and online resources.
Extract and process various reports following district, state and federal reporting requirements.
Budget Management
Manage budgets, purchasing of supplies and equipment, travel and personnel administration; prepare and submit related paperwork.
Reconcile budgets monthly; collaborate with district budget manager; process revisions as needed; project future needs and make recommendations for budget development.
Exercise signature authority to act on expenditures within approved limits.
Order, receive and maintain inventories for department supplies; reconcile purchase invoices.
Prepare reports, develop and analyze cost estimates for equipment purchases, monitor budget status and expenditures.
Maintain regular communication with the registrar on budget status.
Support the Mission of the College
Participate in the governance and committee work of the college district in order to advance our collective work and the mission of the department.
Other duties as assigned to assist with the department, workflow and general operations.
Required Education:
Associates Degree in any field of study or equivalent work experience. For an associate's degree, the equivalent work experience is two (2) years.
Required Experience:
Three (3) years of experience in a progressively responsible administrative, office/clerical, secretarial, bookkeeping, accounting, or equivalent work.
Experience working with highly confidential matters.
Experience with budget planning, analysis and tracking.
Demonstrated experience in facilitating the success of individuals representing a broad range of academic, cultural, socioeconomic, ability, and ethnic backgrounds
Demonstrated experience maintaining records (manual and electronic) and performing data entry with a high level of accuracy and attention to detail.
Proficiency with computer applications such as Word, Excel, Outlook, the Internet, and databases.
Special Requirements
The successful candidate must consent to and pass a criminal background check after a conditional offer of employment.
Required Competencies: Knowledge, skills, abilities, traits and characteristics:
Communications: Strong written and oral communication skills with the ability to clearly and effectively communicate with individuals and groups within and outside the college. Exceptional customer service skills with the ability to place a high priority on professional excellence.
Fiscal: Ability to develop accurate and complete records, manage and monitor budgets; ability to reconcile multiple departmental budgets on a monthly and annual basis.
Prioritization skills: Ability to multi-task to successfully perform, organize and prioritize multiple projects with competing deadlines.
Interpersonal skills: Exhibit high level of self-direction in organizational skills and knowledge to work independently and to determine needs of the department, make decisions and initiate actions, and successfully complete tasks/projects within required timelines. Ability to adhere to high standard of integrity and honesty and maintain confidentiality.
Organizational skills: Ability to develop, organize and maintain offices standards, policies and procedures; ability to develop and maintain accurate and complete records in written and/or electronic format.
Teamwork: Ability to interact effectively with others and to contribute positively to team success.
Multicultural skills: Ability to work effectively and positively with individuals of diverse cultural and socioeconomic backgrounds and educationally diverse populations.
Change management: Ability to welcome change as a positive environmental influence.
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. (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): "How does this position impact the College's goal to support all students and to achieve racial and social equity in pursuit of mission?" Please limit your 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.