COCC Administrative Assistant in Bend, Oregon

Posting Number: 06001287

Position Title: Administrative Assistant

Posting Date: 03/14/2018

Closing Date: 04/08/2018

Open Until Filled (notes):

Length of Position: 10 months per year

Anticipated Start Date:

Monday, August 27th, 2018

Position Type: Classified

FTE: 1.0 FTE

Salary Level: Classified Salary Level 15

Starting Minimum Pay: $16.37 plus exceptional benefits

Starting Maximum Pay: $19.96 plus exceptional benefits

Hours per Week: 40 hr/wk

Work Schedule: 8:00am - 5:00pm

Days of the Week: Monday - Friday

Job Summary/Purpose:

Provide a wide range of high-level office support services including extensive budgetary responsibilities. Coordinates information and workflow and support activities for large department unit and its related functions, projects, and programs. Provide assistance in administering HHP policies and procedures. Serve as receptionist and information resource for students, faculty, and the public.

Terms of Employment: • This is a Full-time (1.0 FTE, 40hr/wk) 10-month non-exempt position at grade level 15 in the Classified Appendix schedule. • Requires flexible work schedule, which may include evenings and/or weekends as well as travel throughout the district when needed. • Requires the provision of official transcripts upon hire. • Upon hire, must pass criminal and/or driving history; only information relevant to the position will be considered.

Essential Functions:

  1. Review, prepare, and process administrative documents including all contracts, course approvals, approvals to hire, and load unit information for full-time and adjunct faculty. Order textbooks and packets for required courses. Assist instructors with use of college communications systems and computer.

  2. Perform all purchasing duties for all HHP departments and programs. Create purchase orders, sign those for materials and supply orders, verify funds available, process paperwork, receive item, verify condition, and approve for payment; Maintain budgets for the department and programs posting to appropriate areas.

  3. Serve as department liaison for public and community contacts. Provide requested information in areas regarding facility use, class schedules, department events, vendors for purchasing, and questions regarding equipment.

  4. Provide oversight and training of student employees (work study) maintaining the facility and assist in all areas where needed.

  5. Reserve rooms for classes scheduled. Enter schedule into the computer system, and make changes and additions when needed. Assist in determining classes scheduled.

  6. Provide assistance in scheduling travel for the HHP department. Approve by signature of vehicle mileage expenditures.

  7. Prepare and maintain detailed rosters and sign-up sheets for all events, tests, and workshops offered by the department and its programs.

  8. Provide access to, and maintain current mailing lists used to notify public of HHP department and program events.

  9. Design accurate flyers and posters for all events within the HHP department and its programs. Advertise appropriate HHP events on college communication systems.

  10. Serve on college committees as needed.

  11. Perform other essential duties as assigned that support the overall objective of the position

Knowledge, Skills and Abilities:

Individuals must possess these knowledge, skills and abilities or demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

  1. Must be able to initiate and perform work with minimal supervision.
  2. Able to work as a positive team member to solve problems and achieve goals; establish working relationships with staff.
  3. Able to work effectively with diverse group of internal and external stakeholders.
  4. Able to work independently engaging in problem solving and resolution, and skillfully organize and perform multiple tasks within expected timelines.
  5. Skill in working with complex scheduling software; spreadsheets and other databases related to project tasks.
  6. Skill in scheduling and coordinating meetings, managing multiple schedules; able to create documentation from requested meetings.
  7. Ability to effectively communicate with and help to de-escalate persons who may be in an agitated state.
  8. Skill and ability to communicate effectively and positively with College faculty, staff, and administration, both orally and in writing, using the English language with or without the use of an interpreter.
  9. Knowledge of how to effectively and sensitively work with constituents from diverse cultural backgrounds and perspectives.
  10. Ability to provide and maintain high level of customer service for students, staff, and departments.
  11. Skill and familiarity with computers, multi-line phones, and other standard office equipment.
  12. Able to effectively utilize common Microsoft applications (Word, PowerPoint, Excel); Able to learn and effectively utilize a student information system (Banner and other required software (R-25 Scheduler, Argos, etc.), standard office equipment, internet research and phone skills.
  13. Ability to work with urgent and sensitive problems in a confidential manner; maintain confidentiality and security on documents files.
  14. Able to demonstrate essential job functions outlined above.
  15. Ability to create and maintain hard copy and electronic filing systems.
  16. Ability to track budgets and do basic bookkeeping duties.
  17. Skill and ability to demonstrate professional customer service skills in-person or by phone.
  18. Ability to take on delegated projects and complete in a timely manner.
  19. Ability to maintain a neat, orderly, and efficient office environment to ensure professional and effective operations.

Physical Demands and Other Ergonomic Requirements:

Working hours are generally Monday through Friday between 8:00am to 5:00pm. Work is performed in an office setting with constant interruption, using a computer screen more than 80 percent of the time. Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to sit or stand at workstation for extended periods. While performing the duties of this job, the employee is regularly required to sit, use hands and fingers; reach with hands and arms. Requires near visual acuity to write, read written materials and computer screens, and sufficient hearing and speech ability for ordinary telephonic conversations. Must be able to kneel, stoop, crawl and crouch. All individuals are required to be able to perform the essential functions with or without reasonable accommodation. NONDISCRIMINATION STATEMENT The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran status, or any of the classes protected under Federal and State statues in any education program, activities, or employment. Persons having questions about equal opportunity and nondiscrimination should contact the Equal Employment Officer, c/o COCC’s Human Resources office, 541.383.7216.

Minimum Qualifications:

  1. Associates Degree; or equivalent combination of College coursework and experience
  2. Two years of progressively responsible administrative support experience in an office environment, with knowledge of budget, office management, and data analysis.
  3. Two years customer service in a high volume office environment.

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify under equivalency by responding to the supplemental question presented during the application process.

Special Qualifications:

• Prefer knowledge of Banner and instructional support processes. • One or more years’ having direct administrative support experience. • Experience in paper and or electronic filing systems • Experience working in a higher education or public environment. • Experience with electronic scheduling system(s) • Bilingual candidates are encouraged to apply.

Special Instructions to Applicants:

Note that you will be required to upload/create the required documents indicated in this posting at the time you apply. Unofficial transcripts are acceptable at application. It is the responsibility of the applicant to upload all required documents, including transcript(s). If you have questions please contact Human Resources at 541-383-7216.

Is a Criminal History Check required? Yes

Is a Credit History Check Required? No

Open Until Filled No