Instructional Program Assistant

Administrative Professional

Under the supervision of the Dean of Instruction the IPA will be responsible for providing administrative and confidential support to the division office. The IPA performs varied and complex tasks, working without regular supervision. This position provides support and assistance to division programs, faculty, students, business partners, and members of the community. The IPA works closely with divisions and departments across campus to support the work and mission of the college.

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. We seek to create an environment of innovation and excellence and focuses on student success, lifelong learning, and social responsibility. While the full annual salary range for this role is $61,232.04 to $79,872.39, successful candidates are typically hired at the beginning of the salary range (Level E, Step 3) and receive scheduled salary increment increases in accordance with the applicable Collective Bargaining Agreement. This position is represented by the Clover Park Federation of Classified Employees, Local 4789. This position will remain open until filled. Candidates who apply prior to July 1, 2026 will be given priority.

Duties and Tasks (Essential Functions)

Duty: Provide administrative support to the division dean office Tasks include:

• Gather, reconcile and report comprehensive data at the deans direction or request utilizing college databases, student information portals, accrediting/licensing body websites, internal and external documents, and internet searches
• Maintain the division office (Dean) schedule/calendar in coordination with other IPA's utilizing Microsoft Outlook and the college's scheduling software (25Live)
• Make travel arrangements, following college policy and utilizing appropriate resources to adhere to local and state laws/policies
• Maintain appropriate confidentiality at all times
• Act as a liaison with other college departments and divisions to support various activities such as curriculum committees, planning in-services, and other events
• Work closely with the office of the Vice President of Instruction
• Attend and actively participate in department, division and other meetings as requested
• Attend professional development opportunities/activities as requested by the Dean
• Build and maintain relationships with instructors, college staff, students, and members of the public and business organizations in a professional, courteous and efficient manner
• Assist students with questions and concerns, including the student concern process, and referring when appropriate
• Other duties as assigned

Duty: Provide administrative support to professional technical programs, faculty and staff Tasks include:

• Assist faculty with gathering information, identifying and filling out appropriate forms, following college procedures for training, travel, expenses, purchasing supplies, and curriculum modifications
• Coordinate meetings, take meeting minutes, prepare and organize documents for program advisory committee meetings, program reviews, and tenure-track faculty
• Coordinate on/off boarding with faculty including requests for access, keys, equipment, completion of separation checklists, and providing information on relevant college policies and procedures
• Prepare travel forms, route for authorizations and make travel arrangements for faculty
• Organize maintenance and repair for program equipment with outside vendors.
• Coordinate between vendors and faculty for the ordering of required classroom/teaching supplies
• Prepare and process purchase requests
• Other duties as assigned

Duty: Create, process and monitor division office and program reports, contracts and budgets Tasks include:

• Prepare and process faculty employment/teaching contracts and related hiring forms
• Review, reconcile, and compile monthly budget reports and initiate internal budget revisions as requested, routing documents for proper authorization and signatures
• Work with program faculty and other stakeholders, gather and coordinate program information, build edit, troubleshoot and prepare quarterly course schedules, college catalog information, and fee lists for the dean's approval
• Coordinate with faculty to gather and prepare program licensure/accreditation information
• Other duties as assigned

Minimum Qualifications

• Associate's Degree with two years of full-time clerical/administrative work experience in a professional office environment or educational setting OR High School Diploma with four years of full-time clerical/administrative work experience in a professional office environment or educational setting
• Competency using Microsoft Office Suite, including Word, Excel, and Outlook
• Experience preparing and tracking purchase requisitions and providing budget summaries
• Ability to adapt to a high-volume and fast paced work environment
• The ability to contribute to the college's commitment to diversity by fostering a climate of multicultural understanding and appreciation

Preferred Qualifications

• Bachelor's degree
• More than two years of full-time clerical/administrative work experience in a professional office environment or educational setting
• Experience supporting an administrative office within an educational setting
• Experience supporting project managers and project implementation
• Experience supporting community volunteer advisory boards

Clover Park Technical College