Executive Assistant to the VP of Academic Affairs

Oct 04, 2017
Institution Type
Community College

Executive Assistant to the VP of Academic Affairs

Portland Community College

Requisition Number: 09170

Location: Sylvania Campus

Address: 12000 SW 49th Avenue, Portland, OR

Hours of Work: 8 a.m. to 5 p.m. Monday - Friday

Position Status: Confidential; Level E; Full-time; Non-exempt

Starting Salary Range: Starting Salary Range is $42,791 to the range mid-point of $52,420. Placement generally will not exceed this mid-point and is determined based on qualifications, experience and internal equity. (Full

Job Close Date: October 17, 2017

Job Summary:
Portland Community College is recruiting for an Executive Assistant to support the Associate Vice President of Academic Affairs. The ideal candidate for this position will be able to function with a high degree of efficiency and accuracy in a demanding office environment with many interruptions and competing demands, including a demonstrated ability to be pro-active and flexible. Additionally, the candidate should have an ability to work independently, occasionally in isolated conditions, while remaining a critical member of a cooperative and collaborative team. The successful candidate should be able to demonstrate exceptional professionalism, provide outstanding customer service, work under minimal direction and supervision, and maintain strict confidentiality of information. Essential to this position are strong interpersonal and communication skills, the ability to work with a broad range of individuals at all levels of the organization, and a high degree of effective organizational skills while maintaining a positive attitude and demeanor.

PCC offers a comprehensive benefit package designed to provide employees and their families, including domestic partners, with a access to a broad range of benefit options. Includes Health, Dental, and Vision options, Group Life, Auto and Home Insurance. Retirement and tax deferred 403B plans.

Paid Leave:
14.67 hours of Vacation leave per month
1 day of Sick Leave per month
11 Holidays
3 additional Personal Leave days per year

Additionally, PCC provides a tuition waiver for you, your spouse/domestic partner, and children under 24 years of age, as well as tuition reimbursement for full-time employees at other accredited institutions.

- Coordinates executive communications, including taking calls, responding to emails and interfacing with internal and external constituents.
- Prepares internal and external official documents for students, faculty, staff and industry partners.
- Schedules meetings and appointments and manages travel itineraries.
- Arranges campus-wide events, such as in-service, convocation and employee recognition programs. In addition, the Executive Assistant will also plan and coordinate external events sponsored by the Office of the Campus President such as fund-raising and community building events.
- Creates & Maintains an organized filing system of paper and electronic documents.
- Upholds a strict level of confidentiality.
- Develop and sustain a high level of professionalism among staff, students and other constituents.
- Provides complex administrative support for an assigned Campus President, Vice President, Associate Vice President, or Chief of Staff, which may include: making travel arrangements; purchasing and initiating payment for office supplies, equipment, and services; coordinating computer hardware and software support; processing and monitoring basic office forms; and/or, performing other related activities.
- Prepares, maintains, and creates various schedules and/or events.
- Creates & Maintains calendar, including the coordination of meetings for large groups.
- Takes and transcribes minutes of management meetings; distributes agendas, minutes, and other materials to attendees.
- Serves as a clearinghouse for communications, which includes prioritizing, disseminating, composing, and distributing information to District personnel, the public, and key decision makers within the District.
- Disseminates oral and written communications and information as requested to external and internal customers.
- Coordinates & manages activities within the office, which includes: communications, budgeting, workflow, inquiries, and/or other related information. Represents Campus President, Vice President or Associate Vice President with the public and the community.
- Creates & Maintains confidential files and records for assigned area of responsibility.
- Initiates, coordinates, and revises policy recommendations for presentation to the Board.
- Participates in developing and monitoring multiple large budgets, grants, initiatives, and/or other grant funding sources as assigned. Analyzes financial constraints and timelines, prepares and analyzes financial reports, and prepares requests for contingency fund transfers.
- Responsible for purchasing for the assigned area and for other departments/areas within the district as necessary.
- Serves as the project manager for facilities requests and organizational needs; conducts research and analytical activities, which involves gathering background material and data in support of projects.
- Reviews and processes a variety of paperwork, which may include: requisitions, grants, applications, travel authorizations, employment contracts, imprest cash, pay-related documents, and/or other related items.
- Compiles, composes, edits, produces, and distributes detailed memos, e-mails, correspondence, complex policies, reports, speeches, and/or presentations.
- Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

Minimum Qualifications:
In the online application's Education/Employment History sections, include jobs, duties, and dates that support all of the following qualifications. The information on the resume/cover letter will not substitute for the completed application.

Associate's Degree in business administration or related field. Relevant experience may substitute for the degree requirement on a year-for-year basis.

Four years of progressively responsible administrative support experience.

Knowledge of:

Office management practices and standard operating procedures;
Customer service principles;
Applicable Federal, State, and Local laws, rules, regulations, codes, and guidelines;
Recordkeeping practices and procedures;
Filing techniques and practices;
Modern office equipment;
District policies and procedures;
Budgeting principles and procedures;
Grammar, punctuation, and spelling;
Mathematical principles and concepts.

Demonstrated Skill in:

Operating modern office equipment;
Maintaining records;
Composing, editing, proofreading, and formatting letters, correspondence, reports, and other written materials;
Developing, tracking, and monitoring budgetary expenditures and other fiscal items;
Reading and interpreting applicable laws, rules, regulations, codes, guidelines, policies, and procedures;
Taking, preparing, and disseminating meeting minutes;
Working independently;
Maintaining confidentiality;
Performing mathematical calculations;
Gathering and organizing information;
Working with diverse academic, cultural and ethnic backgrounds of community college students and staff;
Utilizing computer technology used for communication, data gathering and reporting;
Communicating effectively through oral and written mediums.


Work is generally performed in an office environment, with frequent interruptions and irregularities in the work schedule. Frequent reaching, walking, standing, lifting, stooping, or carrying of equipment and materials may be required. Incumbents may be required to lift and carry up to 10 pounds.

Special/Preferred Qualifications:
Special/Preferred Qualifications:

Preference will be given to applicants with additional education beyond the minimum qualifications.
- 4 years of progressively responsible Executive Assistant experience reporting directly to senior management or person in executive role; and/or at least two years of recent experience providing administrative support to an administrator with oversight of multiple programs.
- Prior experience performing administrative support in a unionized environment.
- Bachelor's Degree in business administration or related field.
- Prior experience performing administrative support at an institution of higher
education to an area with complex programs/special projects.
- Has experience with diverse populations in a multicultural setting.
- Has experience drafting correspondence and serving as a liaison representative to internal & external stakeholders, community groups and political leaders for a senior level administrator.
- Has experience working as part of an administrative team including covering for
other administrative support personnel as needed.
- Strong, demonstrated experience maintaining heavy calendar scheduling.
- Strong, demonstrated experience working in an extremely confidential environment.
- Experience with all aspects of travel planning.
- Experience with Banner or similar database.
- Experience with event planning and organizing large meetings (50-200 attendees).
- Working knowledge and understanding of Social Justice issues and Critical Race Theory.

Additional Posting Information:
Additional Posting Information:

To apply for this position you must submit:
1. Completed responses to the Required Questions from the Committee - scroll down to see "Required Questions" below - (Attach document)*
2. Completed online application
3. Cover Letter (attach document)*
4. Current Resume (attach document)*

* When you apply for the position, you will be given an opportunity to attach the above documents. They may be attached in either "Microsoft Word" or ".pdf" formats.

- Normally the starting salary for new employees will be at the entry salary for that level, unless approved for advanced salary placement.

- Upon hire candidate will be required to provide official transcripts for all degrees earned.

- Applicants selected for hire will be required to pass a criminal background check as a condition of employment.

- Portland Community College will hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to complete the designated Immigration Service Employers Verification I-9 form.

- As an Affirmative Action, Equal Employment Opportunity institution, PCC is actively seeking qualified minorities, women, disabled veterans, veterans and individuals with disabilities to enhance its work force and to reflect the diversity of its student body. Applicants with disabilities may request accommodation to complete the application and selection process. Please notify Human Resources at least three (3) working days prior to the date of need.

Documents that must be associated with this posting:
Cover Letter
Responses to Required Questions

Documents which can be associated with this posting:

Full Time/Part Time: Full Time

How to Apply
For complete job description and application instructions, visit: jobs.pcc.edu

As an Affirmative Action, Equal Employment Opportunity institution, PCC is actively seeking qualified minorities, women, disabled veterans, veterans and individuals with disabilities to enhance its work force and to reflect the diversity of its student body. Applicants with disabilities may request accommodation to complete the application and selection process. Please notify Human Resources at least three (3) working days prior to the date of need.


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