Executive Assistant to the Associate VP for Institutional Effectiveness

: Position Objective

The Administrative Assistant to the Associate Vice President (AVP) for Institutional Effectiveness helps drive the performance of the Institutional Effectiveness team through the organization, writing support, and coordination of events. The position provides direct confidential administrative support to the Associate Vice President (AVP) for Institutional Effectiveness and maintains supportive relationships with administrative and other personnel of the College, public agencies, and the general public. The Institutional Effectiveness Team are storytellers, using documents and data to tell stakeholders what the College is accomplishing. They are fun, out-of-the-box, creative thinkers who are fiercely mission-driven. The ideal candidate needs to have the ability to come up with creative solutions to problems; be detail-oriented; and a good editor.

Clover Park Technical College celebrates the many individuals that make up our community and embraces the opportunity to learn from both our differences and similarities. CPTC values equity and respect and seeks to create an environment of innovation and excellence and focuses on student success, lifelong learning, and social responsibility. This position's duties are performed in person on our Lakewood campus. Duties and Tasks (Essential Functions)

Duty: Provide Direct Confidential Administrative Support to the Associate Vice President

• Coordinate and manage daily office operations.
• Maintain the Associate Vice President's calendar to schedule meetings and other events.
• Process mail and documents/paperwork received for the Associate Vice President's signature.
• Manage/maintain office records, ensuring confidentiality at all times; archive files as needed according to state retention protocol.
• Prepare, edit, and proofread documents, including correspondence, reports, drafts, memos, spreadsheets, and emails.
• Arrange, plan, coordinate, and follow up with administrative meetings.
• Assist with and lead as appropriate institutional event planning teams such as Opening Day and Employee Winter Celebration.
• Serve as liaison between Associate Vice President and other staff members, transmitting assignments and requesting status information.

Duty: Document, Draft, Edit, and Review

• Draft blog posts, press releases, and other forms of communication for review.
• Provide constructive feedback on documents drafted by division staff.
• Assist with editing, formatting, and templating documents for grantors, accreditors, and the public.
• Manage the institutional policies and procedures process, including helping draft, supporting open forums, and maintaining official records.

Duty: Prepare and process budget and travel documents and forms

• Complete required travel arrangements; prepare travel authorizations and related paperwork; book airfare, lodging, ground transportation, and other necessary items; and coordinate arrangements at destination.
• Prepare and track Purchase Requisitions (PR's).
• Record and monitor division expenses and P-card purchases.
• Reconcile P-Card statements on a monthly basis and in a timely manner for the Finance Office.
• Manage the complex tasks for mixed/multiple funding sources and the associated permissible use of funding and/or other regulations and restrictions.
• Prepare purchasing paperwork processing in systems for purchase requests, reimbursements, personal services contracts, invoices, etc.
• Prepare/submit necessary forms for remittance and/or reimbursement (e.g. ACP's monthly travel expense voucher) following travel.
• Develop budget estimates and make recommendations in preparation for and maintenance of departmental and grant budgets, including salary and benefits projections, supply needs, and equipment.

Duty: Document, Draft, Edit, and Review

• Draft blog posts, press releases, and other forms of communication for review.
• Provide constructive feedback on documents drafted by division staff.
• Assist with editing, formatting, and templating documents for grantors, accreditors, and the public.
• Manage the institutional policies and procedures process, including helping draft, supporting open forums, and maintaining official records.

Duty: Professional development, campus support, and other duties as assigned.

• Attend and actively participate in department meetings and other meetings as requested by the Associate Vice President.
• Attend professional development activities and trainings as requested by the Associate Vice President.
• Attend and participate in other college-related activities and events and serve on college committees as requested by the Associate VP.
• Perform other duties as assigned by the Associate Vice President for Institutional Effectiveness.

Duty: Coordinate Community Sponsorship Events

• Prepare/finalize the list of events
• Coordinate seat allocations
• Prepare sponsorship commitment forms for the event organizer.
• Coordiante list of participants with other colleges.
• Prepare invoice requests.

Duty: Coordinate Strategic Plan Updates and Monitoring System

• Support the use of strategic plan monitoring products
• Prepare reports and updates.
• Manage deadlines, due dates, and follow up with reminders as needed.

Duty: College Council Meetings

• Record, compile, transcribe, and distribute summary notes of meetings.
• Maintain council meeting files.

Minimum Qualifications

• Associate's degree from an accredited institution or equivalent experience
• Two years of administrative assistant experience with demonstrated independent high-level administrative functioning and customer service focus.

• Experience writing and reviewing documents for public consumption
• Exceptional oral and written communication skills, prioritization, and organizational skills.
• Competency using budgetary/financial software systems and Microsoft Office Suite computer software applications including Word and Excel.

Preferred Qualifications

• Bachelor's degree from an accredited institution.
• Experience managing a strategic planning tracking system
• Experience using ctclink
• Experience managing a budget.

Application Instructions

• Complete application
• Upload cover letter describing your skills and experience, and how they relate to the Minimum and Preferred Qualifications of this position
• Upload resume
• Complete Supplemental Questions

All offers of employment at Clover Park Technical College are contingent upon successful completion of background checks which include criminal history and sexual misconduct information requirements. Information obtained from the background checks will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the specific position. Should you have any difficulties uploading your documents, please contact NeoGov Technical Support at View phone number on us.fitly.work, Mon-Fri 6:00 AM to 6:00 PM Pacific Time. Official transcripts are required upon hire. Supplemental Information At this time, Clover Park Technical College is not sponsoring H1-B Visas. Land Acknowledgement Statement We acknowledge that we are on the traditional land of the Puget Sound Salish peoples belonging to the Puyallup, Steilacoom, Nisqually, and Squaxin Island tribes and bands, and we honor and thank the traditional caretakers of this land. We value the tribes in our community, and the impact that they continue to make on our college to this day. For more information about CPTC's commitment to indigenous tribes, please visit Why we work for Washington State's Community and Technical Colleges There are a host of reasons why we work at Clover Park Technical College, including the fact that we are part of a network called the State Board of Community and Technical Colleges (SBTC). We are proud to be part of an institution that believes in building strong people, families, and communities. Community and technical colleges help people grow their skills and talents so they can become global citizens. Faculty and staff make colleges come alive, giving each student a place in which they want to learn. You can participate in college events, clubs, and committees that engage you, while college guest speakers enlighten and inspire you. More than a paycheck Clover Park Technical College offers much more than a paycheck. There is an outstanding benefits package that is worth an additional value equivalent to about 30% of your base salary. We offer a full range of benefits that include multiple medical, dental, life, and disability coverage options for employees and eligible family members; choice of retirement and deferred compensation plans to save for the future; paid holidays, sick time, and vacation, reduced tuition, and employee discounts and memberships Employee Assistance Program and more. Our History Clover Park Technical College is located in Lakewood, Washington. Our college has a rich history of professional and technical education dating back to the 1940s, when Clover Park School District established a War Production program, training civilians as auto mechanics, aircraft-service mechanics, ship-fitters, welders, and blueprint readers. Now, CPTC offers more than forty programs in Aerospace, Advanced Manufacturing, Health Sciences, Human Services, Business, Hospitality, Science Technology, Engineering, Transportation, and Trades. CPTC has two campuses: Our main campus is located in Lakewood, WA and our South Hill Campus is located in Puyallup, WA. Learn more about Clover Park Technical College by visiting About CPTC. Equal Opportunity Employer Clover Park Technical College is an equal opportunity employer and committed to principles of diversity. We consider applicants for all positions without regard to race, color, creed, religion, age, marital status, national origin, sex, sexual orientation, disability, genetic information, or status as a disabled veteran or Vietnam-era veteran. Jeanne Clery Statement Notice of Availability of Annual Security Report: Clover Park Technical College's Annual Security Report is available online at