Executive Assistant to the Vice President for Finance and Administration

The Executive Assistant reports directly to the Vice President for Finance & Administration and supports the VP maintaining supportive relationships with administrative and other personnel of the College public agencies and the general public. This position performs complex administrative tasks including correspondence and event coordination in support of the Vice President and the division in meeting objectives and goals to further the college mission of Educating Tomorrows Workforce.

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties responsibilities and qualifications required of employees assigned to the job.

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.

Duty:Provide direct confidential administrative support to the Vice President for Finance & Administration
Tasks include:

• Manage the day-to-day operations of the Finance & Administration office.
• Maintain the Vice Presidents calendar to schedule meetings and other events.
• Prepare various reports create/prepare documents correspondence drafts memos and emails as needed for the Vice President of Finance & Administration.
• Manage and maintain all Finance & Administration office files and records. Ensure confidentiality at all times.
• Serve as liaison between the Vice President and other staff members transmitting assignments and requesting status information with a high level of discretion and diplomacy. Has authority to communicate on behalf of the VP.
• Assist the general public students faculty and staff in person by telephone or email with all matters related to Finance & Administration and refer matters to the appropriate Finance & Administration team member or the VPFA as needed.
• Problem solve in the absence of the Vice President as appropriate.
• Represent the Vice President and/or divisions goals and interests within the college community and provide interpretation or explanation of policies or viewpoints.

• Monitor and maintain the Finance & Administration department budget. Coordinate department expenditures with the VP to ensure they are kept informed on the status of the department budget.
• Complete required travel arrangements; prepare travel authorizations and related paperwork (e.g. itineraries agendas); book airfare (with college purchasing agent) lodging ground transportation and other necessary items as well as coordinating arrangements at destination.
• Prepare and track Purchase Requisitions (PRs).
• Record and monitor division expenses and P-card purchases.
• Reconcile P-Card statement 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. AVPs monthly travel expense voucher) following travel.
• Maintain and monitor budgets assigned to VPFA. Assist VP with budget research reporting preparation and projections.

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

• Actively participate in division and department meetings.
• Attend professional development activities and trainings as requested by the Vice President.
• Attend and participate in other college-related activities and events.

• Associates degree in related field or equivalent experience.
• Two years of high-level administrative assistant experience with demonstrated independent high level administrative functioning.
• Competency using budgetary/financial software systems and Microsoft Office Suite computer software applications including Word and Excel.
• Exceptional oral and written communication skills prioritization collaboration and organizational skills.

• Bachelors degree or equivalent experience.
• Five years administrative assistant experience in an educational setting.
• Previous experience working with college departments.
• Experience with ctcLink desired.

Application Instructions

• Complete application
• Attach your CTC certifications and/or industry-recognized credentials
• Upload a resume and cover letter describing your skills and experience
• Complete Supplemental Questions

All offers of employment at Clover Park Technical College are contingent upon successful completion of background checks including criminal history. Information obtained from the background checks will not necessarily preclude employment but will be considered in determining the applicants suitability and competence to perform in the specific position.

Should you have any difficulties uploading your documents dont hesitate to contact NeoGov Technical Support at 1- Mon-Fri 6:00 AM to 6:00 PM Pacific Time

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 CPTCs commitment to indigenous tribes please visit Work at Clover Park Technical College

At Clover Park Technical College we are proud to be part of Washington States Community and Technical College system supported by the State Board for Community and Technical Colleges (SBCTC). Our institution is dedicated to building strong individuals families and communities by providing accessible high-quality education and training.

Working here means being part of a team that empowers students to develop their skills and talents preparing them to become engaged global citizens. Our faculty and staff create a dynamic learning environment where students feel supported and motivated to succeed .As an employee youll have opportunities to participate in college events clubs and committees that foster engagement and connection. Guest speakers and professional development opportunities further enrich the experience ensuring that both students and staff continue to grow and thrive.

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 AboutCPTC. Jeanne Clery StatementNotice of Availability of Annual Security Report:

Jeanne Clery Statement

Clover Park Technical College is an equal opportunity employer and committed to principles of diversity. We consider applicants for all position 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.

Non Discrimination Statement

Clover Park Technical College does not discriminateon the basis ofrace 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 inquiries please contact:

• Title IX Coordinator: James Neblett Associate Vice President for Human Resources & Culture
• Section 504/Disability Coordinator: Sarah Addington Manager of Student Disability Services