- Position Summary
Priority Consideration Date: August 6, 2018
Provide confidential administrative support to ensure successful performance of all duties and activities performed or attended by the Vice President for Student Services.
- Essential Functions
- Manage the office affairs of the Vice President.Develop and maintain office procedures and guidelines; maintain adequate supplies and functional equipment for the office; assure office coverage.
- Compose correspondence and narrative and/or statistical reports specific to the operation and responsibilities of the Office of the Vice President; prepare charts and graphs.Prepare various college forms including travel authorization requests, voucher distributions, purchase requisitions, travel vouchers, etc.
- Receive and screen incoming correspondence and reports.Determine priorities for action and forward with appropriate notations to proper person for action.Compose correspondence for the Vice President's signature or reply directly to general inquiries regarding Student Services.
- Establish and maintain complex electronic and paper filing systems.Maintain confidential student and personnel files.
- Coordinate all functions and activities associated with the Vice President's office and Student Services administrators.Coordinate, schedule and organize meetings.Secure rooms prepare agendas and other written material.Take minutes, transcribe, finalize and distribute them.
- Attend meetings as the Vice President's representative.Provide information and report conclusions to Student Services administrators and staff, transmitting assignments and requesting status information.
- Serve on various college-wide committees and task forces including employee hiring committees.Serve as Safety Officer for Building 7.
- Schedule and maintain calendar for Vice President.
- Coordinate travel arrangements for Vice President and other Student Services staff.
- Serve as liaison between the Vice President and Student Services administrators, Executive Staff members, senior management, administrative officers, instructors, staff, community leaders and local, state and federal officials to communicate requests, policy information, procedural information, schedules, project deadlines, etc.
- Monitor annual budgets for the Vice President's office and other designated budgets.Maintain accurate and current budget records and status reports.
- Develop budget estimates and make recommendations in preparation for and maintenance of Student Services departmental and grant budgets including salary and benefits projections, supply needs and equipment.
- Implementation of the administrative procedures related to the college's Academic Review Policy.
- Implementation of the administrative procedures related to the college's Code of Student Conduct.
- Implement procedures related to the college's Procedure for Notification of Enrolled Convicted Sex Offenders.
- Plan, coordinate and schedule on and off-campus workshops, meetings and activities for Student Services and college groups; secure presenters; reserve facilities and arrange room set-up; arrange for audiovisual, computer and other equipment; create and distribute flyers or arrange for appropriate advertising; register participants and collect fees (as appropriate), correspond with participants; arrange for meals and/or refreshments; prepare material for distribution at meetings; coordinate parking and access to facilities with Campus Public Safety; coordinate evaluation procedures.
- Coordinate codification of new and revised Washington Administrative Code (WAC) sections for Student Services following procedures set by the Office of the Code Reviser for the State of Washington.Determine deadlines for submission of required documents and monitor the process from notification of intent to change WAC through to public hearing and final adoption and implementation of revisions, working in close communication with the Code Reviser's office.
- Supervise and assign and direct the work of part-time staff in the Student Services Administration office.
- Assure complete confidentiality of information relative to activities in the Vice President's office, Student Services and the college.Handle confidential matters; resolve problems independently, using discretion and following established policies and guidelines.Keep Vice President apprised and involve Vice President as appropriate.
- Interpret and apply internal administrative/student services/instructional policies consistent with goals, objectives and policies of the college.
- Assist students, the campus community and the public to resolve problems and obtain accurate information; project a positive image for the Vice President's office; utilize discretion and interact tactfully, sensitively and effectively with a diverse public and college constituency to resolve problems.
- Assist other Student Services staff to accomplish projects as needed, including shifting clerical assistance in support of offices to take care of fluctuating workload and high demand and to implement Vice President's instructions.
- Manage physical arrangement of Student Services administrative area.
- Perform other related duties as needed.
- Associate's degree in business or closely related field from an accredited college or university.
- Three years of directly related professional work experience.
- Strong, effective communication, organizational and personal skills.
- Advanced experience with word processing, spreadsheet, database and related management software.
- Experience with proofreading and note taking.
- Bachelor's degree in Business or closely related field from an accredited college or university.
- Five or more years of responsible experience as an executive secretary or comparable experience.
- Recent community college/university experience or government agency experience.
- One year of accounting, budget development and/or budget management experience.
Condition of employment:
- Successful completion of a criminal history background check prior to employment.
The Successful Candidate Will Demonstrate
- Unquestionable integrity and ethics and ability to maintain confidentiality in handling sensitive, confidential and operational information.
- Dependability, accountability and the ability to maintain progress on tasks without supervision.
- Exceptional interpersonal skills and proven ability to communicate effectively with internal and external customers; ability to convey a natural customer service acumen.
- An appreciation of diversity and the benefits of a commitment to cultural awareness and sensitivity in the workplace. Effective organizational and interpersonal skills.
- Critical thinking skills and strong skills in consensus building and problem solving.
- Excellent communication skills including verbal, written and active listening including the ability to give full attention to the customer and displaying a good-natured, cooperative attitude.
- Ability to gather research materials, sort, and draft and write correspondence, reports and other items that clearly and accurately convey the information to the reader.
- Understanding of college and community organizations.
- Ability to effectively handle multiple priorities.
- Ability to build and maintain customer satisfaction. Demonstrates ability to focus on the customer's expected results. Seeks customer feedback and ensures needs have been fully met.
- Application Process
Application Materials & Procedures
Complete application packages must include the following:
- Tacoma Community College application.
- Resume and cover letter. Indicate in your letter how your educational background and experience align with the qualifications for this position.
- Unofficial (copies) transcripts for all colleges and universities attended.
- Tacoma Community College is committed to creating and supporting a multi-cultural climate that welcomes, fosters, respects, and celebrates diversity.Please attach a statement (maximum two pages) describing your experiences with other cultures and communities, your level of cultural self-awareness and how you have integrated both experience and self-awareness into your living/working environment.
Terms of Employment
This is a full time exempt administrative position contracted on an annual basis. The salary range for this position is $52,000 to $55,090 DOE/DOQ per year. The salary will be prorated to reflect the actual number of contract days worked in the remainder of the year. Flexibility is required to meet the needs of the department. Schedule may include early mornings, evenings and weekend availability. Degrees must be from accredited colleges or universities recognized by the U.S. Department of Education and verified by National Student Clearinghouse.
Tacoma Community College values diversity and is an Equal Opportunity Employer and Educator. Tacoma Community College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). Provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following persons have been designated to handle inquiries regarding non-discrimination policies: Bill Saraceno, Title II and Title IX, 253-566-5050; Dolores Haugen, Section 504 Officer, 253-566-6090. Tacoma Community College is a smoke-free/drug free environment. This recruitment announcement does not reflect the entire job description and can be changed and or modified without notice.
Tacoma Community College
6501 S 19th St Bldg. 14, Tacoma WA 98466 www.tacomacc.edu
TIAA-CREF (Teachers Insurance Annuity Association-College Retirement Equities Fund)
TIAA-CREF is a Section 403(a) retirement plan.
The employee contributions rates are as follows and are matched by the employer:
5% of salary if you are under age 35
7.5% of salary if you are between age 35 and 49, inclusive
10% of salary if you are age 50 and over
Medical Plan Coverage
Employees have a choice of managed care medical plans from which to choose, in addition to a state self-insured plan, called the Uniform Medical Plan. The Uniform Medical Plan is offered in all counties.
Not all managed care plans are offered in every county.
Dental Plan Coverage
The state self-insured dental plan and two managed care dental plans are available to employees. They are:
Uniform Dental Plan (state self-insured plan)
Managed Care Plans:
Regence BlueShield Dental
There is no employee premium cost for dental.
Term Life Insurance
The College provides $10,000 basic life insurance for death from any cause and $5,000 basic Accidental Death and Dismemberment at no cost to the employee. Employees can enroll in additional low cost life insurance for
themselves and dependents.
Long Term Disability Insurance (LTD)
The College provides a Basic LTD insurance plan at no cost to employees. The Basic Plan pays 60% of the first $300 of the employee's monthly salary, the maximum benefit being $180 per month and paying after 90 days of
The Optional LTD plan pays 60% of the first $10,000 of monthly salary, reduced by any deductible income such as social security or retirement benefits. Employee cost is dependent upon benefit waiting period chosen.
Employees may participate in the following 403b tax deferred annuity companies through voluntary payroll
Aetna Life Insurance and Annuity Company
CUNA Life Insurance
Great American Life Insurance Company
Northern Life Insurance
TIAA-CREF Supplemental Retirement Annuity
Western United Life Assurance
Employees may participate in the state-administered Deferred Compensation program through voluntary payroll deduction. This is a Section 457 plan.
Annual Leave (Vacation Leave)
Full-time administrative and professional-technical employees, who are contracted for 10 or more months, accrue 2 days of vacation leave per month or 24 working days each twelve-month period.
Illness, Injury Emergency and Bereavement Leave (Sick Leave)
Full-time administrative and professional-technical employees one day of sick leave for each month of contracted employment. Part-time and quarterly contracted employees accrue sick leave on a pro-rated basis. Sick leave accrued through quarterly contracts does not carry over from one quarter to the ensuing quarter.
Full-time administrative and professional-technical employees may be granted up to 5 non-accumulative personal leave days per 12 month period of service.
Other paid and unpaid leaves, such as professional leave, family leave, etc. are covered in Chapter III of the Board of Trustees Policy Manual.
- 01Which best describes your level of education?
02List the area of study or discipline of your degree.03How much directly related professional experience do you have as an Administrative or Executive Assistant or other closely related experience?
- High School graduate or equivalent
- Some College
- Associates degree in from an accredited college or university.
- Bachelors degree from an accredited college or university
- Masters degree or higher from an accredited college or university
04Please describe your directly related professional experience.05Please describe your organizational, personnel, and communication style and how you communicate within an organization and with your peers.06Which of the following best describes your level of proficiency with word processing, spreadsheet, database and related business management software?
- Less than one year
- More than one year and less than three years
- More than three years and less than five years
- More than five years and less than seven years
- Over seven years
07Please describe your experience with proofreading and note taking.08How much accounting, budget development and/or budget management experience do you possess?
09Please describe your experience tracking and/or managing a budget.10Do you have recent community college/university experience or government agency experience?
- Less than one year
- More than one year and less than two years
- More than two years and less than three years
- More than three years and less than four years
- Over four years