Bilingual Woodburn Center Assistant

The Woodburn Center Admin Assistant is a key member of our team and contributes to a positive first interaction with the Campus for our students and community members. This position provides support and coordination for student services, academics, marketing/promotion and events. The Admin Assistant will work closely with the Dean ensuring the efficient administration of a dynamic campus. The successful candidate will be self-motivated, supportive, team-oriented and proactive with experience in administrative support, computer software skills, tech savvy and problem solving. Serves as the office backup in the absence of the Program Assistant.

Chemeketa is a proud Hispanic-Serving Institution that aspires to be an inclusive environment where we honor and value the unique contributions of our diverse students, employees, and community. We seek to foster cultural competence and pursue equitable solutions that support all students in achieving their educational goals. If you are interested in joining the work of the college to pursue a supportive and inclusive culture, we encourage you to apply.

When applying for this position, please attach the electronic documents listed below. Failure to do so will result in your application being rejected as an incomplete application. Any documents you provide that are not listed will not been seen by the Search Committee.

• Resume
• Unofficial Transcripts - An electronic copy of your academic transcript(s) from an accredited institution which clearly indicate the degree awarded, and any other applicable information, must be attached with your application if you would like it considered as part of your eligibility for the position. Any applicants who earned academic credentials from outside of the United States and wish to use those credits for consideration must also upload an evaluation of college credit earned at the non-U.S. institution.

Department Responsibilities

• Works effectively within a cohesive team environment to proactively share knowledge, maintain positive working relationships with staff and customers, and work collaboratively to support team members in delivering excellent customer service and meeting department objectives
• Participates in training employees on policies, procedures, software, and/or other items in assigned area of responsibility
• Provides support for special projects as directed
• Conducts research and gathers information related to specialized activities and information in assigned area of responsibility
• Participates in the development and implementation of office policies and procedures
• Receives registrations, reviews for accuracy, gathers data and makes necessary corrections, balances cash and non-cash payments, and monitors the accuracy of class lists

• Provides general and specific college information to staff, students and the general public on the phone, via email and in person following FERPA guidelines 
• Provides counter help; coordinates incoming requests for information, data, departmental information, policies, procedures, and processes, researches and responds to inquiries
• Refers customers to appropriate individuals(s) for more complex problems or and participates in problem solving issues 
• Maintains and provides Woodburn Center transportation information including van reservation forms
• Reserves equipment and materials for special events and/or activities
• Provides support for special projects such as iSTART, Chemeketa Scholars orientations, etc., as directed
• Posts notices of class cancellations and notifies building personnel and students 
• Serves as a technical resource to employees, students, and the community regarding department programs, policies, procedures, and processes, which may include: providing general customer service, researching and responding to inquiries, and providing information 

• Performs routine, financial activities, which may include: tracking budget accounts; setting up job costing system; performing budget transfers; allocating charges to appropriate accounts; and, preparing purchase orders, check requests, travel reimbursements, petty cash, and/or other related financial forms for assigned department
• Receives money, prepares bank deposits and balances cash drawer
• Inputs and updates routine information into spreadsheets, databases, and/or other related automated systems
• Composes and prepares a variety of correspondence, flyers, brochures, advertisements, newsletters, and/or other related documents 
• Maintains and coordinates room schedule to ensure arrangements are made for various meetings and activities
• Assists with use of equipment and/or materials in assigned area of responsibility
• Assists with monitoring daily operational activities of the Woodburn Center
• Anticipates needs of campus, staff, and faculty and recommends new methods of operation to streamline processes
• Schedules campus Dean’s appointment calendar and arranges for meetings, facilities, equipment and travel as needed
• Conducts research and gathers information related to specialized activities and information in assigned area of responsibility
• Inputs and updates routine information into spreadsheets, databases, client relationship management & texting systems, and/or other related software systems
• Orders, receives, sorts, processes, prepares, and distributes various correspondence, textbooks, supplies, forms, mailings, and/or other documents and information
• Assist with information dissemination: updating campus phone greeting with current information (e.g. campus closures), creating informational slides, and Woodburn Facebook pages as needed
• Participates in training part-time employees on policies, procedures, programs, software, and/or other items in assigned area of responsibility; assists in recruitment and supervision

• Maintains various confidential records, information, and databases
• Receives, processes, and/or maintains various confidential records, files, and databases requiring classification and compilation of varied information
• Assists employees, students, and other interested parties in completing applicable records and information
• Coordinates the collection of data from multiple sources, verifies and maintains records
• Compiles special reports or studies where analysis or technical data is required 
• Reviews and verifies data for completeness and accuracy 

• Supports ESOL and ABE/GED instructors with New Student Orientation process
• Assists instructors in record-keeping correct and up-to-date information on each student in ESOL and ABE/GED and Developmental Education courses
• Assists ESOL and GED instructors with student communication on attendance and other program information
• Prepares materials for each new term, including Google sheets for attendance
• Provides placement testing support, open-lab staffing, and other instructional support as needed
• Conduct laptop lending for students
• Administers intake testing of new ABE/GED students using Title II CASAS Testing system, including scoring and reporting of tests to appropriate stakeholders
• Communicates with agencies on referral and payment process for ESOL and ABE/GED and credit classes; serves as the Woodburn Center (point-of-contact) for agency partners on referred clients 
• Keeps current regarding student GED testing
• Assists students with registration, student services information, technology issues, testing and other student resources 
• Supports advisors and counselor in New Student Advising sessions and GED/ESOL student onboarding, manages scheduling, student outreach calling campaigns; keeps various forms and supplies up-to-date 
• Assists instructors with classroom resources
• Registers students using computerized registration system
• Conducts orientations for new and/or returning students
• Administers assessments to new and potential students

• Inputs, utilizes, and maintains computer data for GED, ESOL and English Now registration, class schedules (campus course offerings), and makes necessary changes as directed
• Compiles GED, ESOL and English Now information and enters class schedule in Banner
• Runs workload reports and makes adjustments following established guidelines
• Review verification reports, notify dean of necessary changes
• Contacts GED, ESOL and English Now Instructors for schedule confirmation

• Embraces diversity and actively collaborates effectively with a variety of students, staff and the public from diverse cultural, social, economic and educational backgrounds
• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success
• Embraces, understands and uses appropriate technology tools to accomplish job functions
• Provides high quality, effective service to internal and external customers through continuous improvement and adoption of lean office practices

Your application will be scored based on the minimum qualifications, core competencies, and preferred qualifications listed below. If you are unsure whether you meet all of the qualifications , we encourage you to apply and address through your application materials all of the relevant education, transferable skills, and related experience that makes you a great candidate for this position. The information provided on your application will be used to determine step placement upon hire. Please ensure you include all information on your application which you wish to be considered.

Minimum Qualifications:

• Knowledge of standard English and basic math
• Good communication and team work skills
• Ability to maintain basic accounting records
• Ability to multi-task
• Ability to be a self-starter
• Ability to track multiple tasks simultaneously
• Ability to perform independent work from brief guidelines or instructions
• Time and work management skills

Preferred Qualifications:

• Working knowledge of Word, Excel, and 10-key 

SCHEDULE & MODALITY

• This is a 100%, 12-month classified assignment of the B2 band and grade
• Please note: The college is currently undertaking a comprehensive classification and compensation study.  No employee will lose base pay because of this study, however, classification titles and pay grades may change.  The successful candidate will receive notice of all changes prior to implementation which is currently projected for the Summer of 2024.
• This position has a 6-month probationary period
• All positions at Chemeketa are required to be available for work onsite as requested by the college.
• Requires flexible work schedule to meet program needs, which may include evenings and/or weekends
• This position may require the use of your personal vehicle for transportation between campus locations
• If requested, requires the provision of official transcripts upon hire
• Employees must maintain Oregon, Washington or Idaho residency as a condition of employment.
• Successful applicants for designated positions must successfully pass a background inquiry, which may include criminal, driving, credit and full background checks. Only information relevant to the position will be considered. An individual with negative information on their background inquiry will not necessarily be denied employment. 
• Providing false information will result in rejection of an application, employment offer or dismissal

PHYSICAL REQUIREMENTS 

Sedentary Work:   Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary requirements are met.

VETERANS' PREFERENCE

Applicants are eligible to use Veterans' Preference when applying with Chemeketa Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will be given only if the applicant meets the minimum criteria of the position and electronically attach the required documentation at the time of application.

For information regarding Veterans' Preference qualifications, visit http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq

DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE 

• One of the following:
  • 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 receipt of a non-service connected pension -OR-
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate
• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs -OR-
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/ 

*Please Note: As part of the first round of screening, the committee will conduct an anonymous review of the application materials and will not be able to view any personally identifiable information. Please be sure that your application is complete and thoroughly depicts how you meet the minimum qualifications, core competencies and preferred qualifications. Required documents must be provided at the time of application. Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. Chemeketa makes employment decisions based solely on the candidate's demonstrated competencies as related to successful performance in the position.  

PUBLIC SERVICE LOAN FORGIVENESS

Chemeketa Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.

EQUAL OPPORTUNITY EMPLOYER

Chemeketa Community College prohibits unlawful discrimination based on the following:

Or any other status protected by federal, state, or local law in any area, activity or operation of the College. The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with rights or privileges granted under federal, state or local laws.

Under College policies, equal opportunity for employment, admission, and participation in the College’s programs, services, and activities will be extended to all persons, and the College will promote equal opportunity and treatment through application of its policies and other College efforts designed for that purpose. All persons having questions or concerns related to Equal Employment Opportunity or Affirmative Action should contact the Affirmative Action Officer at 503.399.2537, 4000Lancaster Dr. NE, Salem OR 97305.