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INTERNAL ONLY - Executive Assistant - GETS job

Chemeketa Community College jobs

Company

Salary

Skills

Benefits

Job Description

DescriptionTHIS POSITION IS FOR INTERNAL CANDIDATES ONLY. FOR THE PURPOSES OF THIS RECRUITMENT, INTERNAL CANDIDATES ARE DEFINED AS CURRENT, SALARIED CHEMEKETA EMPLOYEES. PLEASE DO NOT APPLY TO THIS POSTING IF YOU ARE NOT A CURRENT CHEMEKETA EMPLOYEE.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:This position provides administrative support to the Executive Dean of General Education and Transfer Studies.Duties and ResponsibilitiesEssential Functions:Administrative Support* Performs independent work on complex projects with limited instructions and short timelines for the Executive Dean and/or the Vice President* Intercepts questions and requests to the Executive Dean and uses independent judgment to provide appropriate responses* Interprets college policies, practices, and procedures to make appropriate referrals, responses or recommendations* Serves as a confidential secretary to the Executive Dean of General Education and Transfer Studies assisting with confidential matters, personnel issues, and collective bargaining issues* Works on confidential materials that require special handling* Uses independent judgment to make requests for information and interpret responses* Responsible for accurate preparation and maintenance of confidential material and personnel mattersCalendar & Meeting Management* Schedules meetings and appointments* Manages calendar for the Executive Dean; acts as resource person for the Executive Dean* Creates meeting agendas, takes minutes, and monitors outcomes for division meetings* Participates on college committees and workgroups as required; represents the Executive Dean in meetings and reports on key decisions or outcomesBudget, Reporting & Data Management* Routinely researches, analyzes and prepares reports on a variety of enrollment, FTE and budget data for the Executive Dean and the Vice President; tracks multiple projects simultaneously* Assists with routine and out-of-cycle budget planning and development* Monitors the division budgets* Researches incorrectly assigned expenditures and advises Executive Dean of potential budget issues* Independently grants budget approvals based on an agreed upon level of authority* Initiates budget and expenditure transfers and Employee Personnel Action forms;* Organizes and manages the annual equipment request processes for the division* Monitors faculty workloads; research overloads; initiates requests for corrections to deans, associate deans, directors, or coordinators* Assists with preparation of quarterly Strategic Planning reports for the Executive DeanInstitutional 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:A High School Diploma or General Equivalency Diploma (G.E.D.)* AND-Five (5) years' experience in a progressively responsible administrative support position* OR-Associate's Degree from an accredited institution* AND-Three (3) years' experience in a progressively responsible administrative support positionCore Competencies:* Demonstrated effective oral and written communication skills* Demonstrated interpersonal skills* Extensive knowledge of office practices and management* Ability to work independently on multiple projects / tasks and priorities* Knowledge of Standard English, spelling, punctuation, and basic mathematics* Proficiency with MS Word Suite* Demonstrated ability to keep complex records and prepare accurate reports* Ability to deal effectively with a diverse population of staff, students, and the public* Ability to work in a spirit of cooperative teamwork with othersPreferred Qualifications:* Knowledge of Banner software, experience creating and using computer spreadsheets* Demonstrated ability to work in a spirit of cooperative teamwork with others* Knowledge and understanding of the goals and objectives of a comprehensive community college system or higher education setting* Experience working on large projects affecting college operations* Experience working with faculty and budgets in the transfer disciplinesSupplemental 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 exempt assignments of the B4 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, including the human body. 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.
Estimated annual salary
$47,128
average
Minimum
$32,004
Maximum
$63,078

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

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
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
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
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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