SALARY: $2,462.00 - $2,827.00 Monthly
$29,544.00 - $33,924.00 Annually
OPENING DATE: 06/14/19
CLOSING DATE: 06/28/19 05:00 PM PST
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.
Recognized by the Aspen Institute as one of the Top 5 community colleges in the nation, Pierce College is an innovative and equity-focused community college dedicated to helping all students achieve their academic and professional goals.
The International Education Program Assistant position was developed to serve the many people who walk through our doors (students, agents, international visitors, delegates, host families, staff, faculty, and community members) and is often people's first impression of International Education. This position requires someone with a welcoming nature who can answer questions regarding our programs and procedures or direct people to the appropriate resource or person for their inquiries. It is imperative the candidate be culturally responsive and willing to adapt to the challenges of communicating with native speakers of other languages. This is a dynamic, seasonally fast-paced department that places high value on collaboration and seeks an individual able to flourish within in a team environment while proactively prioritizing and independently completing assigned tasks.

A successful Program Assistant will be engaged in compassionate service to students and others while growing in their own knowledge of the functions and needs of the International Office. The nature of this position as a central point of communication and service within the department for students, staff and the community requires an effective communicator with strong organizational skills. As a department, International Education places great importance on employee success, and likewise, provides employees with a unique opportunity to learn about and grow along with the department.
This position requires regular and consistent attendance. We would be honored if you joined our team!
For more information about our vibrant International Education department, please visit our website at: https://www.pierce.ctc.edu/ie

ESSENTIAL FUNCTIONS:
International Education Program Support:
  • Provide administrative support to International Education Program (IEP) staff and assist IEP instructors when necessary.
  • Work closely with Admissions Coordinator regarding logistics needed for each quarter's student orientation; including creation of the orientation calendar, room reservations, shuttle arrangements for airport pick-ups, meal ordering, etc.
  • Complete travel expense vouchers in a timely manner for our staff after business or recruiting trips
  • Arrange meetings for staff, create appointment requests, scribe and distribute minutes from staff meetings
  • Reserve conference rooms as requested
  • Assist with arrangements and hosting service for meetings with agents, school representatives, and other international visitors
  • Maintain a working office supply inventory, order office supplies and/or pertinent documents; purchase requests from staff as approved and appropriate business; keep office supplies organized and accountable
  • Assist and process various mailings including bulk mail, courier and express mailings
  • Create information technology and facilities work orders for printer, copier, computer or phone issues for IE and IEP office staff
  • Responsible for changing the office shredder box as needed
  • Continue building upon the current office desk manual; work with appropriate staff members to update information of our office procedures in order to keep it current and correct.
  • Update office calendar frequently.
  • Other duties as necessary to keep the office running efficiently.

Customer Service:
  • Greet, direct and interact with students, staff, instructors and the general public; answer program inquiries by phone, email, fax and/or face-to-face; direct inquiries to appropriate personnel.
  • Create invitation letters for students as needed.
  • Assist in communications with students as needed using mail merge.
  • Maintain a working inventory of printed materials (various student forms) used by the department.
  • Create Print Shop orders 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); update files as needed.
  • Archive department photos and student files according to retention regulations.

Fiscal Support:
  • Responsible for reconciling and preparing purchase card statements and logs each month.
  • Assist with quarterly student insurance to create an invoice ready list to the insurance company;
  • Assist program support supervisor with finance tasks as needed.
  • Scan and file documents electronically or manually; update or archive electronic budget files.

Other Duties:
  • Maintain professional appearance of office and conference room for meetings and international visitors.
  • Assist with International Student Activities and/or Housing tasks with supervisor's approval.
QUALIFICATIONS:
Required Qualifications:
  • Associate's degree.
  • Two (2) years' experience performing progressively responsible work in a fast-paced office/clerical position, working directly with customers by phone, e-mail, and face-to- face in providing excellent customer service, with minimal or no supervision.
  • Experience in international education or a related field emphasizing culturally responsive engagement towards diverse clients.
  • Experience or ability working with those having limited English language proficiency.
  • Demonstrated ability to take initiative, complete routine processes and procedures with attention to detail while meeting deadlines.
  • Effective writing and communication skills.
Special Requirements:
  • The successful candidate must consent to and pass a criminal background check after a conditional offer of employment.
  • Access to transportation to attend meetings and events.

Required Knowledge, Skills, and Abilities:
Communication:
  • Communicates with cultural sensitivity using effective listening skills and applying effective written and oral communication skills.

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.

Valuing Diversity:
  • Values open-mindedness, inclusion, multicultural perspectives and multiple ways of knowing, thinking and being
  • 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.

Organizational:
  • Demonstrates a strong ability to prioritize and organize work and be able to complete necessary work with frequent interruptions while maintaining strong attention to detail.

Interpersonal:
  • Interacts effectively with colleagues to establish and maintain smooth working relationships by maintaining an open, approachable manner, and treats others fairly and respectfully.

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.

Technology:
  • Effective use of phone systems, multi-line phones, conferencing features and transferring calls.

Computer Skills:
Demonstrates appropriate depth of knowledge in basic computer skills: Microsoft Office Suite
  1. Word: Ability to create, format, edit, preview, print, and save documents; utilize mail merge for communication with students, use standard functions to select, edit, copy, paste, format, and spell check.
  2. Excel: Ability to create, modify, print, and format spreadsheets
  3. Outlook: Ability to compose, send, and respond to electronic email and utilize functions such as calendars and meeting requests.
  4. Publisher and PowerPoint: Ability to create certificates with mail merge function and demonstrate PowerPoint basics.
  5. Internet: Ability to navigate the Interment to find and and download information.
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 http://www.pierce.ctc.edu/dist/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 responsive 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 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 two 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:

This is a full-time (40 hours per week) classified, overtime-eligible position with Pierce College District. The primary work location will be at Pierce College Fort Steilacoom campus but travel to Pierce College campuses or sites may occur. Work hours are between 8:00 a.m. and 5:00 p.m. Monday through Friday with occasional evenings and weekend work, and occasional travel as required. This position may be subject to reassignment between campuses or sites.
Salary & Benefits:
The starting salary range of this position is $2,462.00 - $2,827.00 a month (dependent upon qualifications), with annual periodic increments up to $3,177.00. 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.
Please note: Beginning July 1, 2019 this position will receive a salary range increase from the current salary range of 32 to salary range 35 as based on the State of Washington Class Salary Range and as negotiated by the collective bargaining agreement. For more information please visit the Office of Financial Management Classified Job Listings at: https://ofm.wa.gov/state-human-resources/compensation-job-classes/ClassifiedJobListing

Physical Work Environment:

This position is required to work 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.

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.

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:
Holly Gorski, Vice President for Human Resources/Title IX Coordinator
9401 Farwest Drive SW
Lakewood, Washington 98498
(253) 964-6519
Paula Henson-Williams, District Affirmative Action Officer
(253) 864-3229