|POSITION SUMMARY: |
|The International Education Program Assistant serves as the primary contact for International Programs for students, instructors, staff and the general public.This position was developed to engage with the many people who walk through our doors (students, agents, international visitors & delegates, host families, staff, and faculty as well as community members) and is often people's first impression of International Education. A successful Program Assistant requires someone who will be engaged in compassionate service to students and staff while providing both a welcoming and supportive atmosphere. This is a dynamic, fast-paced environment that places high value on team work and requires the ability to answer questions regarding International Education programs and procedures, directing people to the appropriate resource and/or person for their inquires, and providing administrative support to staff and faculty. It is imperative the incumbent be culturally sensitive and willing to adapt to the challenges of communicating with native speakers of other languages. |
|ESSENTIAL FUNCTIONS: |
| |Customer Service:
International Education Program Support:
- Greet, direct and interact with students, staff, instructors and the general public; answer program inquiries by phone, email, fax and/or face-to-face.
- Provide administrative support to International Education program staff and assist IEP instructors when necessary.
- 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.
- Arrange meetings for staff, create appointment requests, scribe and distribute minutes from staff meetings.
- Reserve conference rooms as requested
- Assist with arrangements 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 such as business cards, etc., and keep office supplies organized and accountable
- Maintain a working inventory of printed materials (various student forms) used by the department and create Print Shop orders as needed.
- Create invitation letters for students as needed, Assist in communications with students as needed using mail merge.
- Update office calendar frequently.
- Assist and 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.
- Responsible for changing the office shredder box as needed.
- Other duties as necessary to keep the office running efficiently.
Filing & Record-keeping:
- Responsible for reconciling and preparing purchase card statements and logs each month.
- Assist the tracking of students signed up for insurance plan each quarter in order to create an invoice ready list to the insurance company.
- Assist program support supervisor with finance duties as needed; maintain budget filing.
- Maintain manual and electronic program records; assist staff in maintaining student records; file student records (registration, immigration, and other documents) and keep files up to date.
- Archive department photos and files in keeping with retention regulations.
- 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.
|Required Qualifications: |
- Some college credit coursework from an accredited institution.
- Experience working with international students with limited English proficiency.
- Demonstrated experience performing progressively responsible work in a fast-paced office/clerical position, meeting deadlines and managing complex procedures that require attention to detail, and the use of independent judgment to solve problems.
- Demonstrated experience working directly with customers via phone, email and in-person providing excellent customer service.
Required Knowledge, Skills & Abilities:
- Ability to adapt to a changing business environment.
- Effective written and oral communication skills.
- Computer skills:
- Word: Ability to create, format, edit, preview, print, and save documents; use standard functions to select, edit, copy, paste, format, and spell check.
- Excel: Ability to create, modify, print, and format spreadsheets and work with basic formulas and functions.
- Outlook: Ability to compose, send, and respond to electronic email and utilize functions such as calendars and meeting requests.
- Access: Experience in using and utilizing data base systems.
- Internet: Ability to navigate the Internet to find and download information.
- Ability to recognize, understand and appreciate people from other cultures.
- Ability to work effectively, cooperatively, and productively with others on a team.
- Ability to establish and maintain positive working relationships with coworkers, and treat others fairly and respectfully.
- Accept personal responsibility for the quality and timeliness of work.
- Display ethics an integrity by earning the trust, respect and confidence of coworkers and customers.
|APPLICATION PROCESS: |
To be considered for this position, you must:
Special Note: All application materials must be submitted by 5 p.m. on the deadline date. Incomplete applications will not be considered.
- Meet the required qualifications as outlined in the job 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 and desired qualifications as outlined in this announcement. Be sure to provide specific examples to support your experience, training and/or skills. (Cover Letter)
- Upload (attach) a detailed resume. (Résumé)
- Copies of all unofficial college and university transcripts (official transcripts required prior to hire). (Transcripts)
- Upload (attach) a list of at least two current professional references with names, addresses, and telephone numbers. (References)
Physical Work Environment:
This position is required to work indoors in an office environment.
Screening & Interview Process:
Only those candidates who have complied with the application process and meet the required qualifications will be considered. The most desirable candidates will be contacted for an interview.
Terms of Employment:
This is a full-time (40 hours per week) overtime eligible classified position with Pierce College. Work hours are Monday through Friday 8:00 a.m. to 5:00 p.m., with occasional evenings and weekends as required, and some travel between campuses. All positions may be subject to reassignment between campuses or sites.
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..
Conditions of Employment:
- Agency Shop: As a condition of employment, all classified employees are required to become a member of the Washington Public Employees Association and pay membership dues, or as a non-member pay an agency shop, non-association or representation fee within thirty calendar days after the date of hire.
- 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.
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 for all persons 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: firstname.lastname@example.org.
Questions regarding equal employment opportunities or discrimination may be directed to the following:
Holly Gorski, Vice President of Human Resources/Title IX Coordinator
9401 Farwest Drive SW
Lakewood, Washington 98498
Paula Henson-Williams, District Affirmative Action Officer