Career & Technical Education (CTE) Programs Administrative Assistant

Chemeketa Community College•Salem Campus. Salem, OR

6d•Onsite

About The Position

The CTE Programs Administrative Assistant at Chemeketa Community College works collaboratively with program staff and the community across the college’s Business Technology, Applied Technology, Apprenticeship, and Emergency Services departments. This position will interact daily with students, community members and Chemeketa personnel while providing positive customer service throughout the year. This role supports multiple locations by managing and entering program schedules working with program deans and instructors as needed. 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. Unofficial Transcripts - A n 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.

Requirements

Two (2) years of full-time work experience that reflects the knowledge, skills and experience to perform the essential functions listed above.
Associate’s Degree or two (2) years of full-time work experience which reflects the knowledge, skills and experience to perform the essential functions listed above
Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
Ability to perform basic mathematical calculations
Skills in using computers and related software applications; preparing a variety of reports
Ability to prioritize work and perform multiple tasks
Skills in maintaining various databases; maintaining various confidential records
Skills in providing customer service; communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction
Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others.

Nice To Haves

Experience facilitating training sessions
Experience in creating and maintaining databases
Microsoft Office Suite and database experience

Responsibilities

Collaborates effectively with a variety of industry contacts, students, and college departments
Provides general college and specific program/department information and assistance on the phone and in person
Makes appropriate referrals to college programs/services or community agencies; provides detailed, specific information about relating to Contractors Board licenses, training, exams, and classes
Notifies students, staff, and class sites of class cancellations and location or time changes
Supports program dean/director at multiple locations as directed
Prepares and maintain required records and documentation related to program operations
Schedules classes, trainings, and events including determining costs, fees, location, time and instructors at multiple locations based on documented processes
Provides guidance to employers, administrators, and students based on college or department policies, procedures, and practices
Researches, and gathers information and reports on special projects as directed
Composes, edits, and types correspondence for department staff and instructors; including program reports, news releases, web site information, schedule information, course outlines and syllabi, class materials, and other documents as requested
Designs/develops forms, fliers, brochures, newsletter, program displays, and other publicity materials
Schedules appointment calendars and arranges for meetings, food, facilities, and equipment
Takes and transcribes advisory committees meeting minutes for the department’s academic programs
Orders, distributes, and maintains office supplies, forms, brochures, and handouts
Processes purchase requisitions, and check requests for payment, and prepares deposits according to department processes
Verifies budget information on requisitions and purchases for multiple accounts and the accuracy of billings
Serves as a technical resource for students, training agents and employers
Prepares, compiles, distributes, and monitors materials for credit and non-credit classes, including registration packets, instructional materials, media requests, class rosters, course outlines, copy materials, faculty evaluations, and instructor contracts; orders program textbooks; balances and monitors textbook sales/receipts
Reviews class schedule information; contacts adjunct faculty for availability; performs computer input for schedules, class status, and changes; confers with Dean and Program Chairs to make necessary changes; proofs schedule; obtains student record information from Banner computer system; performs data input for instructors’ new contracts and addendums
Assists students with telephone and in-class registrations; balances and monitors registrations; input registration information and update student information in Banner; enter credit card payments into Nelnet
Develops, maintains, and monitors computer and manual record keeping systems for FTE/enrollment, adjunct faculty evaluations, contracts, time sheets, registrations, attendance sheets and special projects as directed
Provides support for special projects as directed.
Conducts research and gathers information related to specialized activities and information in assigned area of responsibility
Develops and maintains large detailed mailing lists on computer database and Constant Contact email lists
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