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Administrative Assistant job

Chemeketa Community College jobs

Company

Salary

Skills

Benefits

Job Description

Description

Chemeketa 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:

The successful incumbent will have excellent interpersonal and communication skills, exercising strong organizational and time-management skills with exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem-solving; demonstrated ability to manage time and multiple priorities in a busy environment; ability to take requests from more than one person. The successful candidate must demonstrate resourcefulness in approach to completing assignments, and must be flexible and adaptable in responding to multiple, frequently changing priorities; monitoring project timelines and identifying issues.

Duties and Responsibilities

Essential Functions:

Customer Service/Center Liaison

* Provides general and specific college information to staff, students, and the general public on the phone and in person; works in a multicultural team work environment
* Represents campus internally and externally at various meetings on and off campus
* Identifies and brings forward issues confronting students, office staff, and outreach campuses in general to the attention of the appropriate authority (i.e. Director, Dean, Association, etc.
* Works with various college departments to ensure consistency among campuses for process and procedures
* Acts as main contact for the Woodburn Center when dean is not available
* Act as back up to registration assistant /receptionist duties as needed
* Serves as a technical resource to faculty and staff, students, and the community regarding campus programs, information, policies, procedures, and processes, which may include: researching and responding to inquires; and, providing information regarding College policies and procedures

Administrative Support

* Monitors instructors' workloads to avoid overload, prints report and share with Dean
* Monitors department budget monthly, develops forms for tracking of budgets
* Maintains and verifies records; tracks project time lines for each term
* Schedules building classroom for partnering agencies, private groups and outside vendors
* Actively pursues continuous improvement and workplace organizational practices in a team environment to provide effective, high-quality services to both internal and external customers
* Recruits and recommends hiring of part-time hourly staff
* Schedules, supervises, trains and assists in evaluating part-time/hourly staff and work-study students
* Schedules daily office coverage for classified and part-time/hourly staff and is responsible for time sheets
* Coordinates, assists, trains and schedules classified staff on and off campus
* Composes, edits and types correspondence, reports, manuals, publicity materials, proposals and other documents; gathers and researches information for reports and special projects as needed
* Schedules appointment calendars and arranges for meetings, facilities, equipment and travel as needed
* Collaborates with applicable staff to gather information and/or implement projects, systems, and procedures for programs and/or college initiatives to insure standards, continuity, and quality of implementation efforts

Center Cashier Oversight

* Makes appropriate referrals as needed; provides counter help and coordinates cashiering functions and balances cash accounts
* Maintains and verifies record-keeping systems; generates billings/invoices, check requests and agreements for presentation services. Tracks Instructional Service Agreements for all contracted courses offered at the center

Schedule Banner Input

* Inputs, utilizes, and maintains computer data for registration, class schedules (campus course offerings), payroll (contract management), and other systems, and makes necessary changes as directed
* Compiles information and enters class schedule in Banner
* Review verification reports, notify dean of necessary changes
* Contacts Instructors for schedule confirmation

Institutional 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 practices

Qualifications

Minimum Qualifications:

High School Diploma/General Equivalency Diploma (G.E.D.)

* AND-

Four years of increasingly responsible administrative support experience

* OR-

Associate's Degree from an accredited institution

* AND-

Two years of increasingly responsible administrative support experience

Core Competencies

* Knowledge of standard English and basic math
* Skills in providing customer service
* Skills in filing; using computers and related software applications
* Skills in maintaining various databases and confidential records
* Accurate and efficient keyboarding and ten-key calculator
* Effective communication skills
* Organizational and time management skills

Preferred Qualifications

* Knowledge of spreadsheet software applications
* Bilingual - English/Spanish or Russian

Supplemental Information

When applying for this position you will be required to attach the following electronic documents:

* Cover Letter
* Resume
* 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 dismissal

Terms of Employment:

* This is a 100%, 12-month classified assignment of the B3 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 considered

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.

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.shtmlq

Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Even though weight lifted may be negligible, it may be rated light work if frequent walking and/or standing is required.
Estimated annual salary
$32,806
average
Minimum
$23,037
Maximum
$57,508

TASKS

  • Manage and maintain executives' schedules.
  • Make travel arrangements for executives.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.

SKILLS

  • Reading ComprehensionUnderstanding written sentences and paragraphs in work related documents.
  • Active ListeningGiving 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.
  • WritingCommunicating effectively in writing as appropriate for the needs of the audience.
  • SpeakingTalking to others to convey information effectively.

KNOWLEDGE

  • Administration and ManagementKnowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  • ClericalKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Customer and Personal ServiceKnowledge 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.
  • Computers and ElectronicsKnowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Apprenticeship Program
Reduced or Flexible Hours

Chemeketa Community College

Type

College / University

Size

Medium

Revenue

$1M to $5M

Location

Multiple locations

Industry

Education/Training

Founded

2011

Job Filters

Instructor - Life SciencesChemeketa Community CollegeSalem, WV
Chemeketa Community College welcomes applications for a full-time Life Sciences Instructor.Position SummaryChemeketa is a proud Hispanic-Serving Institution that aspires to be an inclusive environment where we honor and value the unique contributions of...Read more

Closed Job Filters

DescriptionChemeketa 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, andRead more
Technical Support ManagerChemeketa Community CollegeSalem, OR
DescriptionChemeketa 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, andRead more
HVAC TechnicianChemeketa Community CollegeSalem, OR
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 competenceRead more
Instructional SpecialistChemeketa Community CollegeSalem, OR
Description Position Summary: This position will assist program Machining Technology faculty in lecture and lab as required to report student academic and skill progress, and to prepare lab spaces andRead more
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 competenceRead more
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