DescriptionChemeketa 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.Position Summary:Provides administrative support services to maintain an effective work flow for the Agricultural Science Department. Functions as part of the Agricultural Sciences team to support both credit and non-credit programs. Serves as important front office resource to students, customers, and the general public.Duties and ResponsibilitiesESSENTIAL FUNCTIONS:Administrative Support* Researches, and gathers information and reports on special projects; composes, edits, and types correspondence for department staff and instructors; composes and prepares 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, and assists with events for the Community Agriculture, , Horticulture and AgriBusiness Management Programs; participates in training employees on policies, procedures and emergency response plans* Schedules appointment calendars and arranges for meetings, food, facilities, and equipment* Takes and transcribes meeting minutes (Horticulture and AgriBusiness Management Advisory committees and others as assigned)* Orders and maintains office supplies, forms, brochures, and handouts; initiates purchase requisitions and check requests for payment; verifies budget information on requisitions and purchases for multiple accounts; verifies accuracy of billings; prepares deposits; monitors workshop/event expenditures* Coordinates/supervises part-time hourly employees and work study students* Delegates and verifies work of other departmental salaried staff; Distributes mail and other materialsInstructional Support* 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 schedule information; contacts adjunct faculty for availability; performs computer input for schedules, class status, and changes; confers with Associate Dean and Program Chairs to make necessary changes; proofs schedule; obtains student record information from Banner computer system; performs computer input for "Request for Hire", addendums, and workload* 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* Assists with greenhouse plant sales; requests and monitors change fund boxes; acts as cashier; facilitates advertisement, performs budget transfersCustomer Service & Community Collaboration* 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 relating to Oregon Pesticide Applicator and Oregon Landscape Contractors Board licenses, training, exams, and classes; notifies students, staff, and class sites of class cancellations and location or time changesRecord Management & Tracking* Develops, maintains, and monitors computer and manual record keeping systems for FTE/enrollment, adjunct faculty evaluations, contracts, "Request for Hire", time sheets, registrations, attendance sheets (both Chemeketa and Oregon Department of Agriculture Pesticide Division) and special projects as requested* Develops and maintains large detailed mailing lists on computer database and Constant Contact email listsInstitutional Expectations* 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 practicesQualificationsMinimum Qualifications:High School Diploma/General Equivalency Diploma (G.E.D.)* AND-Three years of increasingly responsible administrative support experience with high public contact* AND-Bilingual English/Spanish required* OR-Associate's Degree from an accredited institution* AND-One year of increasingly responsible administrative support experience with high public contact* AND-Bilingual English/Spanish requiredCore Competencies:* Skills in managing projects* Ability to conducting research; identifying and resolving problems* Skills in providing customer service* 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 directionPreferred Qualifications:* Experience with Constant Contact* Experience facilitating training sessions* Experience in creating and maintaining databases* Microsoft Office Suite and database experienceSupplemental InformationWhen applying for this position you will be required to attach the following electronic documents:* Cover Letter* Resume* (Optional) Unofficial Transcripts- An electronic copy of your academic transcripts demonstrating completion of an approved technical/vocational/apprenticeship program if used to meet the minimum qualifications for the position. Transcripts are not required if you meet the minimum qualifications based on a High School Diploma/G.E.D. and five years of experience.Required documents must be provided at the time of application. Please remove your social security number from your documents, including transcripts. Documents containing social security numbers 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.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 dismissalTerms of Employment:* This is a 100%, 12-month classified assignments of the B2 band and grade* Requires flexible work schedule to meet program needs, which may include evenings and/or weekends* Requires the provision of official transcripts upon hire* Upon hire, must pass security inquiry which may include criminal history; only information relevant to the position will be consideredApplicants 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.DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE* 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* 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 Veterans' Preference qualifications, visit the following website:http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlqSedentary 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.