Administrative Assistant II - Industrial Technology [Full-Time]

Clackamas Community College•Oregon City, OR

14h•Hybrid

About The Position

Clackamas Community College (CCC) seeks to hire an Administrative Assistant II. This is a full-time, classified, non-exempt, and benefits-eligible position working Monday through Friday from 8 AM to 5 PM. At CCC, individuals are celebrated for their experience and expertise, validated for their unique perspectives, and engaged in ways that reflect their needs and interests. We are interested in finding the best candidate for the job, and candidates that may be from a less traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective, and thought. CCC is committed to continuous improvement and innovation in support of student-centered teaching and learning. We are committed to understanding and dismantling systems of oppression and to co-creating a more equitable educational system that in turn fosters a more equitable society. We strive to be a student-ready institution that supports and partners with students to promote discovery and growth. We work to mobilize community-wide awareness and action related to the college’s strategic priorities and seek to build relationships in support of community well-being. The appointment will be made between step 1 ($22.95 hourly) and step 4 ($25.01 hourly) tied to Grade V. The purpose of this position is to 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; and perform various other general office tasks as necessary.

Requirements

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 groups; 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, and 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 adapt.

Responsibilities

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).
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.
Initiate and coordinate textbook ordering process. Submit textbook requisitions.
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.
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.
Assign and submit requests for classroom, labs and other spaces during schedule building process.
Add, cancel, consolidate, cross-list, and change course and section information for all departmental courses.
Maintain comprehensive syllabi on current and discontinued department courses as required by the Northwest Commission on Colleges and Universities (NWCCU) accreditation requirements.
Prepare term masters and program amendment forms for new and updated courses/programs for the department.
Assist with submission of online course outlines.
Assist department chair/director with annual budget.
Generate and manage Faculty Assignment Contracts and Course Assignment forms for faculty and Independent Contractor Agreements for workshops, special events, and guest speakers.
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.
Create Request for Payment for invoices; track faculty professional development funds and assist with reimbursement/payment requests.
Develop and maintain departmental records and reports and multiple funds for revenue, expenditures, invoices, and receipts for the department.
Manage departmental 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.
Assist with forecasting and developing year-end projections for payroll and operating budgets.
Assist with forecasting anticipated financial needs for classrooms and offices based on department history and budget.
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.
Procure three bids on items over $5,000 when required.
Oversee petty cash funds, fundraising and department related club/activity accounts.
Support the implementation of department grants, tuition waivers and scholarships. Track awards and their documentation, purchasing, and invoices.
Track specialized department inventory.
Coordinate, administer and distribute student evaluations for each instructor as required by the faculty collective bargaining agreements. Maintain confidentiality and anonymity of students from start to end of process.
Work independently and initiate projects so that college and department deadlines are met.
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.
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.
Create and update department calendar and handbook to ensure compliance with college policies and deadlines.
Research and compile statistics and collaborate with the department chair to submit a thorough and accurate institutional planning and assessment report to the dean.
Research, compile, and analyze data from multiple sources for department chair, including enrollment and FTE reports for courses and events.
Participate in departmental and division committee meetings, division, and committee meetings. Accurately and efficiently record and transcribe comprehensive minutes as needed. Track, proofread, and manage departmental documents.
Maintain shared workroom equipment and supplies to support faculty and staff. Maintain other shared department spaces and classrooms. Submit duplication work orders.
Monitor department website and notify College Relations & Marketing of needed updates.
Serve as first point of contact in the department for students and refer students to appropriate departmental and campus resources.
Inform current and potential students about educational offerings, degree requirements, community resources, and departmental internships.
Monitor work study personnel and student workers: participate in the selection process, train, schedule projects, coordinate and oversee day to day work.
Assist students in creating special arrangement and independent study classes.
Respond to and resolve problems regarding student issues.
Serve as informational resource in response to students, public and college personnel regarding departmental activities, procedures, policies and programs.
Assist with department or division event coordination, including skills days, open houses, graduation, high school recruitment events, and advanced college credit courses coordination.
Facilitate course cancellations and notices. Act as liaison between students, faculty, and the public.
Initiate facility work orders, 25Live event reservations, catering, and registration.
May create and update departmental brochures, newsletters, and flyers.
Generate email, social media messages, and direct mailings.