Instructional Program Assistant (IPA) Aviation, Advanced Manufacturing, and Technologies Division

Salary: $51,573.00 - $54,729.00 Annually
Location : Lakewood, WA
Job Type: Full-time, regular
Job Number: 2324CL18
Direct Report Unit: Instruction
Opening Date: 03/11/2024
Closing Date: 3/31/2024 11:59 PM Pacific
FLSA: Exempt
Bargaining Unit: CL
Position Objective
The Instructional Program Assistant (IPA) provides administrative and confidential support to the division office. The IPA independently performs varied and complex tasks and works without continued supervision. This position provides customer service to faculty, staff, students and members of the community and business organizations for career/technical programs at Clover Park Technical 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.
This position is an overtime-eligible position.
This position has been designated as a bargaining unit position represented by Clover Park Federation of Classified Employees Local 4789.
Duties and Tasks (Essential Functions)
Duty: Provide administrative support to the division dean's office.
Tasks include:

• Gather, reconcile and report comprehensive data at the dean's direction or request utilizing college databases, student information portals, accrediting/licensing body websites, internal and external documents and internet research
• Maintain the division office (Dean's) schedule/calendar in coordination with other IPA's utilizing Microsoft Outlook and the college's scheduling software (25Live)
• Make travel arrangements for in the division, 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 for 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.

Duty: Provide administrative support to the division programs, faculty, and staff.
Tasks include:

• Assist faculty in gathering information, identifying and filling out appropriate forms, following college procedures for training, travel, expenses, purchasing supplies and curricular modifications.
• Gather, track and monitor absences and leaves for faculty. Submit requests to the dean for approval, reconciling that data.
• Coordinate meetings, take meeting minutes, prepare and organize documents for program advisory 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.
• Travel: Prepare travel forms, route for authorizations and make travel arrangements for faculty
• Organize maintenance and repair for program equipment with outside vendors.

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

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

Duty: Provide outreach and support for event coordination for the division programs.
Tasks include:

• Assist with planning, scheduling and communicating around the following events:
• Advisory Committee meetings
• oenure Committee Meetings o Program and Industry Collaboration Meetings

Minimum Qualifications

• High School Diploma or two 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 managing complex budgets, including making budget recommendations and providing snapshot 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

• Associate'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.

Application Instructions

• Complete application
  
• Upload resume
  
• Upload cover letter describing your skills and experience and how they relate to the minimum and preferred qualifications
  
• Complete Supplemental Questions

All offers of employment at Clover Park Technical College are contingent upon successful completion of background checks which include criminal history. Information obtained from the background checks will not necessarily preclude employment but will be considered in determining the applicant's
suitability and competence to perform in the specific position.
Should you have any difficulties uploading your documents, please contact NeoGov Technical Support at 1-855-524-5627, 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 CPTC's commitment to indigenous tribes, please visit http://www.cptc.edu/diversity
Why we work for Washington State's Community and Technical Colleges
There are a host of reasons why we work at Clover Park Technical College, including the fact that we are part of a network called State Board of Community and Technical Colleges (SBTC). We are proud to be part of an institution that believes in building strong people, families and communities. Community and technical colleges help people grow their skills and talents so they can become global citizens. Faculty and staff make colleges come alive, giving each student a place in which they want to learn. You can participate in college events, clubs and committees which engage you, while college guest speakers enlighten and inspire you.
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 About CPTC.
Equal Opportunity Employer
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.
Jeanne Clery Statement
Notice of Availability of Annual Security Report: Clover Park Technical College's Annual Security Report is available online at http://www.cptc.edu/risk/safety/security
01
Do you have a High School Diploma or two years of full-time clerical/administrative work experience in a professional office environment or educational setting?

• Yes
• No

02
Which best describes your competency using Microsoft Office Suite, including Word, Excel, and Outlook?

• Advanced
• Intermediate
• Beginner

03
Do you have experience managing complex budgets, including making budget recommendations and providing snapshot summaries?

• Yes
• No

04
Do you have the ability to adapt to a high-volume and fast-paced work environment?

• Yes
• No

05
Do you have ann Associate's degree?

• Yes
• No

06
Do you have more than two years of full-time clerical/administrative work experience in a professional office environment or educational setting?

• Yes
• No

07
Do you have experience supporting an administrative office within an educational setting

• Yes
• No

08
Do you haev experience supporting project managers and project implementation?

• Yes
• No

09
Do you have experience supporting community volunteer advisory boards?

• Yes
• No

10
Describe the climate for diversity at your present or recent employer or institution. What impact have you had on that climate?
Required Question