Limited Duration Executive Assistant

Chemeketa Community College•Salem Campus. Salem, OR

1d•Onsite

About The Position

The Executive Assistant works in the Government Relations, Engagement and Planning division providing administrative support to the Associate Vice President and to the General College Counsel. The position acts as a lead resource for legislative support, tracking, documentation and hearing monitoring. They will serve as the point person to coordination public record requests, draft documents, prepare materials, and oversee policy changes for review and approval. 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.

Requirements

High School Diploma/General Equivalency Diploma (G.E.D.) -AND- Five (5) years’ experience in a progressively responsible administrative support position -OR- Associate Degree from an accredited institution -AND- Three (3) years’ experience in a progressively responsible administrative support position -OR- Any combination of education and/or experience that is sufficient to perform the duties of the role.
Provides friendly, prompt, undistracted, accurate customer service
Possesses time management skills
Ability to navigate interpersonal relationships in the workplace, including tolerating differences, tolerating conflict, maintaining composure in stressful or uncomfortable situations, and contributing to a positive environment
Identifying and resolving problems
Working independently when necessary
Demonstrated skill in working with standard office software, including email clients, electronic calendaring, word processing, presentation software, spreadsheet software, etc.
Excellent working knowledge of grammar, spelling, and other writing fundamentals
Exercising discretion and strict adherence to confidentiality
Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others

Nice To Haves

Experience in keeping detailed records
Knowledge of public records law
Knowledge of the state legislative process
Experience in event planning/execution
Experience in website creation and management

Responsibilities

Draft and prepare initial versions of advocacy letters or emails to state and federal representatives based on templates provided by organizations like the Association of Community College Trustees (ACCT)
Monitor the progress of specific bills and policy-related legislation; maintain a current "legislative directory" of elected officials and their staff
Assist in recording and tracking institutional outreach efforts
Monitor pertinent committee meetings and interim activities when the state legislature is not in session, providing summaries of relevant discussions
Schedule meetings with external stakeholders, including elected officials, community leaders, and government agencies
Assist in organizing logistics for campus visits from external stakeholders, including preparing briefing materials, coordinating room setups, and managing attendee lists
Provide high-level calendaring support, ensuring preparation for time-sensitive legislative deadlines and advocacy opportunities
Receive public records requests via email; identify custodian of records; coordinate internal records review; prepare and disseminate required notices; track statutory timelines to ensure legal compliance
Keep accurate records of all public records requests and responses
Prepare materials for proposed policy changes for Board of Education review and approval
Update website with policy changes based on Board of Education’s approval/revision of policies
Collaborate with administrative staff to provide high-level support and customer service for the President’s Office.
Prepare check requests, travel reimbursements, and other financial forms related to travel and department operations.
Use current and develop new methods to track and update community relations and external communications.
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