Independently perform confidential and executive administrative support functions for the President’s office and the VPFO’s office. Manage the President’s office by providing support to the President, Board of Directors, and committees formed by the President. Monitor and control the financial records of both the President and Board. Manage the VPFO’s office by independently managing and performing confidential and administrative support functions for the VPFO.

Additional Employee Benefits:

 

• Receive and direct contact with the President’s and VPFO’s offices from visitors, telephone calls, and emails. Independently sort and direct emails, correspondence, phone calls, mail, and redirect inquiries and complaints. Serve as liaison to and coordinate the exchange of information and communication among the President and/or VPFO and campus departments and staff, College Board of Directors, external community members, leaders and partners.

• Act independently as office manager. Make decisions relating to the daily operational matters, and coordinate and monitor work flow of the offices. Schedule and make arrangements for meetings for the President and the College Board of Directors; coordinate communications, planning and calendaring for the President; make all travel arrangements for the President and Board of Directors. Supervise compilation of back-up materials, agendas, minutes, and mailings. Reimburse the President and board members for college-related travel.

• Maintain accurate and up-to-date files, manuals, and records, many of which are for historical purposes for both offices.

• Perform routine administrative functions for the President and VPFO offices and the Board, such as processing purchase orders, book and periodical orders, processing mail, answering phones and directing calls, monitoring budget and budget transactions, ordering supplies and equipment, arranging for maintenance of office equipment, etc.

• Perform notarization of a variety of documents, college-related and personal.

• Responsible for preparation of the annual budgets for the President’s Office and Governing Board.

• Directly responsible for signing on all accounts and keeping expenditure records. Prepare budget transfers, expense claims, travel reimbursements, personnel action forms, purchase orders, and intercampus order forms as needed for both offices.

 

• Assist with projects of Senior Leadership Team members, if there is time and as directed by the President.

• Work closely with the President, Board of Directors, executive leadership, as directed, and other College staff to provide information and services to the college’s internal and external customers.

• Maintain the website for the President and the Board of Directors; maintain the Board of Directors Policies and Procedures manual on the COCC website.

• Prepare and coordinate the development of Board of Directors’ monthly board meeting agenda, prepare and distribute packets for board meetings, work sessions, executive sessions, board and budget committee meetings. Notification of public meeting announcements for related Board of Directors’ meetings in accordance with Oregon Public Meeting law.

• Act as recording secretary by taking and transcribing official minutes of all board and budget committee related meetings, distribute information and file as appropriate. Make meeting room arrangements; supervise compilation of back-up materials, agendas, minutes, and mailings.

• Promote the College by representing the Office of the President and VPFO in a positive manner through the professional delivery of services.

• Act on a regular and continuous basis in a confidential capacity handling all types of confidential information.

• Represent the President and/or VPFO at internal and external meetings, as requested.

• Supervise the activities of part-time clerical personnel, if they are needed.

• Perform related duties and responsibilities as assigned that support the overall objectives of the President’s Office.

Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.

• Possess personal and human relations skills, ability to communicate, verbally and in writing, using the English language with or without the use of an interpreter.

• Ability to use mature judgement, informed decision making, concern for detail and timeliness, as well as, appropriate discretion to deal with complex, confidential and sensitive issues.

• Ability to work independently and handle all the affairs of the President, Board of Directors and VPFO in a confidential manner.

• Possess effective interpersonal skills, including problem-solving skills, tested judgment, maturity and diplomacy in human relations.

• Possess computer literacy and technical skills, including proficiency in the Microsoft Office Suite, updating webpages, and using college enterprise systems.

• Ability to multi-task, effectively communicate via written and verbal methods, and have strong attention to detail.

• Ability to work with a diverse clientele, including College employee groups, supervisors, Board of Directors, Budget Boards, students, and organizations external to the College.

• Knowledge of budget control, office management, and computers.

• Knowledge and ability to perform mathematical calculations and understand changing regulatory requirements.

• Ability to transcribe minutes of meetings.

• Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.

Regular office hours are established between 8 am – 5 pm during the workweek. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the responsibilities.

Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25lbs. All individuals are required to perform essential functions with or without reasonable accommodation.

The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.

This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.

In support of COCC’s EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.

 

• Bachelor’s degree.

• Three (3) years of progressively responsible managerial and administrative experience to include familiarity of budgets, records management, professional communication skills, and technology skills.

• Two (2) years of project management/coordination experience.

 

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.