Who We Are

Priority Consideration Date: June 12, 2024

Tacoma Community College (TCC ) is built on the traditional homelands of the Puyallup Tribe. The Puyallup people have lived on and stewarded these lands since the beginning of time and continue to do so today. Our college commits to uplifting the voices, experiences, and histories of the Indigenous people of this land and beyond. TCC stands in solidarity with Black Lives Matter and the Black community and we strive to become an anti-racist institution. We are examining racism, both implicit and explicit, as a system of domination, and we seek to identify and abolish it in our policies, procedures, and practices.

As the winner of the 2020 Association of Community College Trustees Equity Award for the entire Pacific Region, TCC is committed to recruiting faculty and staff who are reflective of the diverse community we serve. We are specifically focusing on improved support for traditionally underserved populations at TCC including Black, Indigenous, and people of color, Dreamers, justice-involved, immigrants and refugees, Veterans, people with disabilities, and the LGBTQ+ community. To this end, the college seeks applicants who will intentionally support and promote efforts related to equity, diversity, and inclusion, and who recognize and honor the important role that diversity brings to an educational community.

Position Summary

This position is responsible for the overall coordination and management of the administrative and support operations for Tacoma Community College’s College Relations Office, which includes marketing and communications, government relations and community relations. This position reports directly to the Vice President of College Relations.

The Administrative Operations Coordinator would provide confidential, complex and high-level administrative support with:

• Government relations, such as scheduling meetings with legislators and their legislative assistants; researching information about bills; supporting and tracking legislative communications; planning legislative visits and events and maintaining current contact lists.
• Community relations, such as scheduling and assisting with community events; supporting the community sponsorship program; and coordinating scheduling needs with the Office of the President and Leadership Team.
• Marketing and Communications, such as budget management; light website editing; presentation development; and project management.

This position also works closely with the Office of the President administrative staff; and other TCC executive assistants and division-based Administrative Operations Coordinators to ensure smooth communications and project processes.

Essential Functions

Office of the Vice President

• Manage the office affairs of the Vice President. Develop and maintain office procedures and guidelines; maintain adequate supplies and functional equipment for the office; assure office coverage.
• Compose correspondence, narrative and/or statistical reports specific to the operation and responsibilities of the College Relations office.
• Prepare various college forms including travel authorization requests, voucher distributions, purchase requisitions, travel vouchers, meal reimbursement forms and more.
• Receive and screen incoming correspondence and reports. Determine priorities for action and forward with appropriate notations to proper person for action.
• Coordinate all functions and activities associated with the Vice President’s office. Coordinate, schedule and organize meetings. Secure rooms, prepare agendas and other written materials. Take meeting minutes, transcribe, finalize and distribute them, as needed.
• Schedule and maintain calendar for Vice President.
• Coordinate travel arrangements for Vice President.
• Manage annual budgets for the College Relations office and other designated budgets, including P-card reconciliation, contracts, and voucher and requisition paperwork. Maintain accurate and current budget records, funding requests, and status reports.
• Plan, coordinate, and schedule on and off-campus workshops, meetings, and activities for the College Relations office.
• Assure complete confidentiality of information relative to all matters in the Vice President’s office and the college. Handle confidential matters; resolve problems independently, using discretion and following established policies and guidelines. Keep Vice President apprised and involved, as appropriate.
• Create, edit, or revise presentation materials with information provided by Vice President.
• Other duties as assigned by the Vice President.

 

Government Relations

• Schedule legislator meetings with the Vice President, College President and Legislators; provide necessary materials and logistical support for meetings; and keep a running calendar of meetings and topics for referral.
• Assist with legislator-focused communications, such as email newsletters, blogs and more.
• Research bills and their status.
• Maintain legislator contact list.
• Plan legislator visits to the campus.
• Proof and prepare documents to legislators.
• Support TCC Legislative Council with Vice President.

 

Community Relations

• Schedule legislator meetings with the Vice President, College President and Legislators; provide necessary materials and logistical support for meetings; and keep a running calendar of meetings and topics for referral.
• Assist with legislator-focused communications, such as email newsletters, blogs and more.
• Research bills and their status.
• Maintain legislator contact list.
• Plan legislator visits to the campus.
• Proof and prepare documents to legislators.
• Support TCC Legislative Council with Vice President.

 

Marketing and Communications

• Manage the Marketing and Communication’s budget, including contract support, purchase requisitions and vouchers, and all other documentation, and end-of-month P-card reconciliation.
• Support the TCC external website and internal Sharepoint site, The Hub, with light editing and updates to pages.
• Support project management of marketing and communication projects.
• Provide analytics for marketing campaign dashboards.
• Order and track swag deliverables.
• Post and distribute marketing deliverables across campuses.

Qualifications

Minimum Qualifications

• An Associate’s degree from an accredited college or university.
• 3 years professional-level experience performing high-level Administrative or executive support or directly related professional work experience.
• OR equivalent education and experience.
• Advanced level proficiency with Microsoft Office including Teams, word processing, spreadsheet, database, PowerPoint, and other related business management software.
• Must have a strong, proven background with organizing and prioritizing multiple projects and meeting deadlines with little supervision.
• Must be able to work well under pressure with high attention to detail and level of accuracy.
• Must be able to effectively communicate with others, including legislative and community relation representatives, College team members and other high-level contributors.
• Adheres to a strong commitment to the principles and practices of creating and maintaining equitable access and an inclusive environment for all people.
• Possess experience with budget management practices.

 

 

Preferred Qualifications

• A Bachelor’s degree from an accredited college or university.
• Experience working in higher education and/or government relations.
• Experience in project management.
• Experience with creating documents, queries, mail merges, labels and forms.
• Experience with website content management systems.
• Advanced level research skills.

 

The Successful Candidate Must Demonstrate

• Strong interpersonal skills to interact with a diverse population and internal and external stakeholders.
• Appreciation of diversity and the benefits of a commitment to cultural awareness and sensitivity in the workplace.
• Experience working with diverse populations.
• Demonstrated ability to work independently and as a member of a team. A collaborative team spirit is a must.
• Experience managing multiple projects and programs.
• Ability to establish and maintain positive working relationships with students, colleagues, donors and staff.
• Ability to extract and record data and carry out calculations accurately.
• Excellent verbal and written communication skills.
• Ethics and integrity and an overall understanding of workplace respect and inclusivity that values positivity and a sense of community.

Application Process

Complete application packages must include the following:

• Tacoma Community College online application.
• Resume & cover letter describing how your educational background and experience align with the responsibilities and qualifications.
• Copies of transcripts for all colleges and universities attended.
• Diversity Statement: Tacoma Community College is committed to creating and supporting a multi-cultural climate that welcomes, fosters, respects, and celebrates diversity. Please attach a statement (maximum two pages) describing your experiences with other cultures and communities, your level of cultural self-awareness and how you have integrated both experience and self-awareness into your living/working environment.

Required work schedule and work environment

This is a full-time exempt administrative position contracted on an annual basis scheduled to work scheduled to work Monday to Friday 8:00am-5:00pm; hybrid work schedule is available. The salary for this position is $75,000- $80,000 annually. The salary will be prorated to reflect the actual number of contract days worked in the remainder of the year. Must be available occasional evenings, nights, and weekends as needed. Summer schedule may vary to four 10-hour days. Work location is Building 6 on the TCC main campus. Tacoma Community College offers a comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance. Life and long- term disability insurance plans; vacation, sick and personal leave; reduced tuition for the employee; and retirement benefits are also provided.

Tacoma Community College values diversity and is an Equal Opportunity Employer and Educator. Tacoma Community College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). Provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following persons have been designated to handle inquiries regarding non-discrimination policies: Stephen Smith, Title VII and Title IX, Building 14, 253-566-5055; Kathryn Held, Section 504 Officer, Building 7, 253-566-5328. This recruitment announcement does not reflect the entire job description and can be changed and or modified without notice.