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Administrative Assistant 3 - International Education

Employer
Pierce College
Location
Lakewood, Washington State
Salary
$44,400.00 - $52,620.00 Annually
Closing date
Apr 20, 2024
Phone number
25396XXXXX

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Specialty
Student Affairs
Knowledge Communities
International Student and Scholar Services
Position Type
Assistant
Hours
Full-time
Employment Type
Permanent
Organization Type
Community College

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.

 

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.

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