Executive Assistant to the Associate Vice President of College Advancement
Portland Community College

Requisition Number
08918

Open Date
02-07-2017

Location
Sylvania Campus

Address
12000 SW 49th Ave & 17705 NW Springville Rd

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

If Other, Please Specify
Some evening hours required

Position Status
Confidential; Level E; Full-time; Exempt

Starting Salary Range
$42,791 to $62,049 per year (see "Additional Posting Information" section for details)

Job Close Date
Apply Immediately; This position will close once sufficient applications have been received.

Job Summary
Portland Community College is recruiting for an Executive Assistant to support the Associate Vice President (AVP) of College Advancement. The AVP of College Advancement is responsible for overseeing the PCC Foundation, Strategic Communications, Public Relations, Marketing and Government Relations offices. Under the direction of the PCC Associate Vice President of College Advancement this position provides complex and confidential support requiring discretion and independent judgment in matters of significance.

Portland Community College achieves educational excellence by being accountable and committed to achieving diversity. Through leadership, staff, student body, educational programs and business opportunities that serve the community, it acts as a model for others to follow.
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.

Responsibilities/Duties
- 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.
- 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.
- 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.
- 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 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.
- 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
The education and/or work history sections of your online application form must demonstrate that you meet all of the following Minimum Qualifications. The information on the resume/cover letter will not substitute for the completed application.

Satisfactory references and successful completion of the criminal background check are required to meet the minimum qualifications for hire into this position.

In the online application's Education/Employment History sections, include jobs, duties, and dates that display these qualifications.



MINIMUM QUALIFICATIONS

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 AND SKILLS
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;
Keyboarding;
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 ENVIRONMENT AND PHYSICAL REQUIREMENTS

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
Preferred Qualifications:

- Demonstrated experience in project management.
- Demonstrated written and verbal communication skills.
- Demonstrated expertise in Microsoft Office (Excel, Powerpoint, etc.).
- Additional education beyond the minimum qualifications.
- Additional demonstrated experience beyond the required 4 years of progressively responsible administrative support experience, preferably for a senior level administrator.
- Experience with diverse populations in a multicultural setting.
- Experience drafting correspondence and serving as a liaison representative to internal stakeholders, community groups, donors and supporters, and political leaders for a senior level administrator.
- Experience working as part of an administrative team and is willing to cover for other administrative personnel as needed.

Additional Posting Information
To apply for this position you must submit:
1. Completed responses to the (3) Required Questions from the Committee - scroll to see 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.

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
Resume
Cover Letter
Responses to Required Questions
Documents which can be associated with this postingResume
Cover Letter
Responses to Required Questions

Full Time or Part Time
Full Time

How to Apply
For complete job description and application instructions, visit: https://pa181.peopleadmin.com/applicants/jsp/shared/frameset/Frameset.jsp?time=1486574444479





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