Administrative Assistant II

Clackamas Community College, United States

Updated: 3 months ago
Location: Oregon City, OREGON


Description

Clackamas Community College (CCC) aspires to be an inclusive environment where the unique contributions of our diverse students, employees, and the community are honored and valued. We seek to foster a climate of belonging that supports all students and employees in achieving success.   
PURPOSE OF POSITION :

Provide comprehensive administrative departmental support, including information/referral for students, employees, and the public; budget preparation; funds tracking; and purchasing; create/edit course, schedule and catalog files; maintain various records, including sensitive student/employee information. Provide project coordination within the department.  Perform various other general office tasks as necessary.

 

ESSENTIAL JOB FUNCTIONS :

1.  Scheduling and Catalog Development (10% – 20%)

1.1.  Edit and update the quarterly and annual forecast schedule of department classes by gathering, compiling, verifying, and editing course section information on Colleague reports, term masters, and spreadsheets.
1.2.  Initiate and coordinate textbook ordering process.  Submit textbook requisitions.
1.3.  In coordination with Course Scheduling, ensure accuracy of departmental course offerings and special events. Submit term and annual schedules, and their edits, to course scheduling.
1.4.  Track changes and assist in verifying, editing, compiling, and distributing all course changes within the department and the general information pages and descriptions for the online annual catalog.
1.5.  Assign and submit requests for classroom, labs and other spaces during schedule building process.
1.6.  Add, cancel, consolidate, cross-list, and change course and section information for all department courses.
1.7.  Maintain comprehensive syllabi on current and discontinued department courses as required by the Northwest Commission on Colleges and Universities (NWCCU) accreditation requirements.  
1.8.  Prepare term masters and program amendment forms for new and updated courses/programs for the department.
1.9.  May assist with submission of online course outlines.  
2.  Department Financial Support (15% - 30%)

2.1.  Assist department chair/director with annual budget.
2.2.  Generate and manage Faculty Assignment Contracts and Course Assignment forms for faculty and Independent Contractor Agreements for workshops, special events, and guest speakers.
2.3.  Purchase instructional and office supplies.  Create purchase order with appropriate account number, place order with vendor via phone or internet, track delivery and return of errors.
2.4.  Create Request for Payment for invoices; track faculty professional development funds and assist with reimbursement/payment requests.
2.5.  Develop and maintain departmental records and reports and multiple funds for revenue, expenditures, invoices, and receipts for the department.
2.6.  Manage department credit cards, initiate purchases, and track receipts. Track credit limit to purchase ratio with regard to departmental and instructor usage.  Verify receipts and pay monthly statements.
2.7.  Assist with forecasting and developing year-end projections for payroll and operating budgets.  
2.8.  Assist with forecasting anticipated financial needs for classrooms and offices based on department history and budget.
2.9.  Produce budget reports, initiate account adjustments, and compile data to verify the completeness and accuracy of the Business Office on all financial transactions for the department.
2.10.  Procure three bids on items over $5,000 when required, on occasion.
2.11.  Oversee petty cash funds, fundraising and department related club/activity accounts.
2.12.  Support the implementation of department grants, tuition waivers and scholarships. Track awards and their documentation, purchasing, and invoices.
2.13.  Track specialized department inventory.
3.  Department and Faculty Support (20% – 50%)

3.1.  Coordinate, administer and distribute student evaluations for each instructor as required by the faculty collective bargaining agreements.  Tabulate results ensuring that all written statements are conveyed verbatim.  Maintain confidentiality and anonymity of students from start to end of process.
3.2.  Work independently and initiate projects so that college and department deadlines are met.
3.3.  Coordinate new hire process/training for department employees with campus phone extension, keys, mailbox, copy ID card directions, office space, office supplies, ITS requests, and college email address, as well as college systems and procedures.
3.4.  Provide information and facilitate emergency assistance for classroom technology issues. Assist with specialized equipment including software and hardware for faculty and students in the department.
3.5.  Create and update department calendar and handbook to ensure compliance with college policies and deadlines.
3.6.  Research and compile statistics and collaborate with the department chair to submit a thorough and accurate institutional planning and assessment report to the dean.
3.7.  Research, compile, and analyze data from multiple sources for department chair, including enrollment and FTE reports for courses and events.
3.8.  Participate in departmental, division, and committee meetings.  Accurately and efficiently record and transcribe comprehensive minutes as needed. Track, proofread, and manage departmental documents.
3.9.  Maintain shared workroom equipment and supplies to support faculty and staff. Maintain other shared department spaces and classrooms. Submit duplication work orders.
3.10.  Monitor department website and notify College Relations & Marketing of needed updates.
4.  Student and Community Support (15% - 25%)      
4.1.  Serve as first point of contact in the department for students and refer students to appropriate departmental and campus resources.
4.2.  Inform current and potential students about educational offerings, degree requirements, community resources, and departmental internships.  
4.3.  Monitor work study personnel and student workers: participate in the selection process, train, schedule projects for, coordinate and oversee day to day work.
4.4.  Assist students in creating special arrangement and independent study classes.
4.5.  Respond to and resolve problems regarding student issues.
4.6.  Serve as informational resource in response to students, public and college personnel regarding departments’ activities, procedures, policies and programs.
5.  Event Coordination (5% - 25%)

5.1.  May assist with department or division event coordination, such as skills days, open houses, graduation, high school recruitment events, and advanced college credit courses coordination.
5.2.  Facilitate cancellations and notices.  Act as liaison between students, faculty, and the public.
5.3.  Initiate facility work orders, 25Live event reservations, catering, and registration.
5.4.  May create and update departmental brochures, newsletters, and flyers, generate email, social media messages, and direct mailings.

GENERAL JOB FUNCTIONS:

  • Establish and maintain effective working relationships with students, staff, other agencies, and the general public.
  • Perform other duties as assigned within the scope of the classification. 
  • Participate in college committees when requested.
  • Maintain proficiency by attending training and meetings, reading materials, and meeting with others in areas of responsibility, which may require travel.
  • Maintain work areas in a clean and orderly manner.
  • Maintain student confidentiality, data integrity, and comply with all related college, state, and federal standards, including the Family Educational Rights and Privacy Act (FERPA).  

Job duties vary by department. The following focus areas may be assigned these additional duties:

FOCUS AREA:

  • Art – Administer the procurement of Public, Educational and Governmental Access funds through requests for bids and ensure competitive solicitations for grant ranging from $75,000 - $150,000.
  • Automotive & Welding - Gather and submit information to Inter-Industry Conference on Auto Collision Repair (I-CAR) for program testing and I-CAR certifications. Proctor student prep exams under the guidelines of (ASE).
  • Bilingual – Provide bilingual support to students as outlined above.
  • Counseling – Triage and schedule students seeking counseling services. 
  • Engineering / WET – Gather and submit workshop information to the Oregon Environmental Services Advisory Council, Oregon Water Education Foundation, and Pacific Northwest Subsection of the American Water Works Association.
  • English – Maintain and coordinate the use of the Literary Arts Center lending library. Assist with Publication Lab software licensing renewals, laptop rentals reservations, and student access. 
  • ESOL / Skills Development – Bi-lingual support to students as outlined above; coordination of student internships, orientation, and assessments.   
  • Horticulture – Gather and submit detailed information to the Oregon Department of Agriculture, Landscape Contractors Board and Irrigation Association for approval of license recertification credits; maintain and provide service for Horticulture department library. Assign and maintain equipment lockers for student use.
  • Math – Collaborate with and support the Learning Center.
  • Music - Manage ticketing software/sales for events and concerts; catalog and maintain sheet music, vinyl record, and archival cassette library; facilitate and maintain record of equipment rental.
  • Office of Education Partnerships – Perform additional financial support such as: adding student holds, sponsoring student accounts with fee waivers, billing third parties, high school partners and students, completing stipend forms, and supporting annual contract development for High School Connections programs. 
  • Theatre – Manage ticketing software/sales for productions.
  • Workforce – Assist Advisors with coordination of participant/student support services. 
  • World Languages – Coordinate interpreter requests for services to accommodate ASL faculty.  


Qualifications

We are interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective, and thought. We encourage you to apply, if you believe you have a combination of education and experience to meet the qualifications described. You are also encouraged to address how your professional and lived experience, scholarship, teaching, mentorship and/or service will contribute to the College.    

REQUIRED QUALIFICATIONS :

Associate’s degree in related field AND one (1) year of directly related work experience. Any equivalent combination of education and experience which provide the knowledge, skills, and abilities required to perform the duties as described.  

 

Ability to manage time effectively; read and interpret policies, regulations and laws as they relate to the job; communicate effectively, both orally and in writing, with individuals and group; prioritize and meet deadlines; maintain a high degree of discretion; maintain strong organizational skills. Knowledge of general office practices; grammar/spelling; customer service skills, Microsoft Office, standard office equipment.

 

Ability to exemplify traits that reflect the College’s culture, including integrity, a customer service orientation, cultural competency, trustworthiness, flexibility and a willingness to change.


Other Job Elements

The physical demands listed below represent those that must be met by an incumbent to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.  
WORKING CONDITIONS :

Monday-Friday 8 am-5 pm


The position requires minimal (20-40%) ability to use dexterity and fine motor skills assemble, build or repair machines or other objects. Frequent (51-80% of the time) use of office equipment.


The position requires minimal (5-20%) physical effort such as lifting, carrying, or movement, etc. Movements required to complete work are not difficult, and only require some degree of agility and hand eye coordination.


The work environment is usually well-protected, with minimal hazards or obstacles (5-20%). There is little or minimal element of personal risk or hazard.


Job conditions are usually comfortable, with minimal (5-20%) issues of confinement, temperature change, incident of noise, or interactions of a disagreeable nature, inside/outside work, dirty conditions, exposure to contagious disease, etc. Position may have minimal responsibility for driving. 

 
SUPERVISORY RESPONSIBILITIES :
Supervision of others is not a typical function assigned to this position. May provide training and orientation to newly assigned personnel, and may assign work to student workers.
 
SUPERVISION RECEIVED :

Works under the general direction of the department chair, director, or associate dean.


Additional Information

Clackamas Community College is a diverse community that provides equal opportunity in employment, activities, and its programs. It is the policy of the Clackamas Community College and its Board that there will be no discrimination or harassment in any educations programs, activities or employment on the grounds of race, color, religion, ethnicity, use of native language, national origin, sex, sexual orientation, marital status, disability, veteran status, age, genetic information or any other status protected under applicable federal, state or local laws.   The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with rights or privileges granted under anti-discrimination laws.  Persons having questions about equal opportunity and nondiscrimination should contact the Chief Human Resources Officer for Clackamas Community College in Barlow Hall at the Oregon City campus, 503-594-3300. Please note the following areas of responsibility, should you need relevant resources or information: Section 504 Coordinator, Disability Coordinator, Oregon City campus, 503-594-3181; Title II Coordinator, Associate Dean, Oregon City campus, 503-594-3392; Title IX Coordinator, Chief Human Resources Officer, Oregon City campus, 503-594-3300.  

-------------------------------------------------------------------------------------------------------------------- 

ADDITIONAL POSTING INSTRUCTIONS: 

To apply for this position, you must submit:

  • Completed online application
  • Cover Letter explaining your interest in the position and describing how you meet the minimum and special qualifications and requirements of the position
  • Current Resume 
  • Completed responses to the Supplemental Questions

--------------------------------------------------------------------------------------------------------------------

SUPPLEMENTAL INFORMATION: 

CCC only accepts applications through our online application system at https://www.governmentjobs.com/careers/clackamascc . We want you to be successful in applying with us.  We highly encourage you to complete and submit your application in advance of the deadline.   For technical assistance, please call (855) 524-5627.  Please note: This is initially a self-screening system. We recognize that our application process can be lengthy, so before you begin, please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum/special qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions, the system may automatically screen you out from further consideration.   Required documents must be provided at the time of application. Please remove any personal information such as photographs, date of birth, gender, social security number, and other protected information from your documents. Documents containing protected information will be considered incomplete. Incomplete applications will not be considered.  Positions are subject to budget consideration and approval. For the candidate who is hired into this position, salary placement will be based on guidelines in the handbook or association agreement (as applicable) to assess education and experience. For this reason, please be sure to include everything in your application that you want the college to consider towards placement. 

 

Final candidates may be subject to a criminal background check as part of the employment process.  Clackamas Community College participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee's Form I-9 to confirm work authorization.  This information is kept completely confidential, is obtained only after a candidate is hired, and will not be used to pre-screen any job applicant.  The college does not sponsor employees in the visa application process if they intend to use this as their means to work in the United States.  This means that all required work visas must be in place and supported by appropriate evidence to be employed by Clackamas.  

-------------------------------------------------------------------------------------------------------------------- 

REASONABLE ACCOMMODATION STATEMENT: 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.  This job description is a general description of essential job functions.  It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform.  All employees of Clackamas Community College are expected to perform tasks as assigned by Clackamas Community College supervisory/management personnel regardless of job title or routine job duties.  

-------------------------------------------------------------------------------------------------------------------- 

VETERAN'S PREFERENCE STATEMENT: 

Applicants are eligible to use Veteran's Preference when applying with Clackamas Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Military personnel who expect to be honorably discharged from the military within 120 days of certifying veteran status on this job application, may also request preference. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.   DOCUMENTS REQUIRED:

  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) – OR – Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
  • Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.
    • You can request copies of your military service record through the National Archives website at: http://www.archives.gov/veterans/military-service-records 

For information regarding Veteran's Preference qualifications, visit the following website: https://www.oregon.gov/boli/workers/Pages/veterans-preference.aspx  


Similar Positions