Administrative Assistant II
Job Description
Description
Clackamas Community College (CCC) seeks to hire a full-time Administrative Assistant II position. We are interested in finding the best candidate for the job, and candidates that may be from a less traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective, and thought. We encourage you to apply, even if you do not believe you meet every one of the qualifications described.
CCC is committed to continuous improvement and innovation in support of student-centered teaching and learning. We are committed to understanding and dismantling systems of oppression and to co-creating a more equitable educational system that in turn fosters a more equitable society. We strive to be a student-ready institution that supports and partners with students to promote discovery and growth. We work to mobilize community-wide awareness and action related to College strategic priorities and seek to build relationships in support of community well-being. At CCC, individuals are celebrated for their experience and expertise, and are validated for their unique perspectives. CCC encourages faculty, staff, and students to be engaged in ways that reflect their needs and interests. To learn more about CCC visit Leadership, Vision and Initiatives.
Purpose of Position:
Provide comprehensive administrative departmental support, including information/referral for students, employees, and the public; budget preparation; funds tracking; and purchasing; create/edit course, schedule and catalog files; maintain various records, including sensitive student/employee information. Provide project coordination within the department. Perform various other general office tasks as necessary.
Essential Job Functions:
1. Scheduling and Catalog Development (10% – 20%)
1.2. Initiate and coordinate textbook ordering process. Submit textbook requisitions.
1.3. In coordination with Course Scheduling, ensure accuracy of departmental course offerings and special events. Submit term and annual schedules, and their edits, to course scheduling.
1.4. Track changes and assist in verifying, editing, compiling, and distributing all course changes within the department and the general information pages and descriptions for the online annual catalog.
1.5. Assign and submit requests for classroom, labs and other spaces during schedule building process.
1.6. Add, cancel, consolidate, cross-list, and change course and section information for all department courses.
1.7. Maintain comprehensive syllabi on current and discontinued department courses as required by the Northwest Commission on Colleges and Universities (NWCCU) accreditation requirements.
1.8. Prepare term masters and program amendment forms for new and updated courses/programs for the department.
1.9. May assist with submission of online course outlines.
2. Department Financial Support (15% - 30%)
2.2. Generate and manage Faculty Assignment Contracts and Course Assignment forms for faculty and Independent Contractor Agreements for workshops, special events, and guest speakers.
2.3. Purchase instructional and office supplies. Create purchase order with appropriate account number, place order with vendor via phone or internet, track delivery and return of errors.
2.4. Create Request for Payment for invoices; track faculty professional development funds and assist with reimbursement/payment requests.
2.5. Develop and maintain departmental records and reports and multiple funds for revenue, expenditures, invoices, and receipts for the department.
2.6. Manage department credit cards, initiate purchases, and track receipts. Track credit limit to purchase ratio with regard to departmental and instructor usage. Verify receipts and pay monthly statements.
2.7. Assist with forecasting and developing year-end projections for payroll and operating budgets.
2.8. Assist with forecasting anticipated financial needs for classrooms and offices based on department history and budget.
2.9. Produce budget reports, initiate account adjustments, and compile data to verify the completeness and accuracy of the Business Office on all financial transactions for the department.
2.10. Procure three bids on items over $5,000 when required, on occasion.
2.11. Oversee petty cash funds, fundraising and department related club/activity accounts.
2.12. Support the implementation of department grants, tuition waivers and scholarships. Track awards and their documentation, purchasing, and invoices.
2.13. Track specialized department inventory.
3.2. Work independently and initiate projects so that college and department deadlines are met.
3.3. Coordinate new hire process/training for department employees with campus phone extension, keys, mailbox, copy ID card directions, office space, office supplies, ITS requests, and college email address, as well as college systems and procedures.
3.4. Provide information and facilitate emergency assistance for classroom technology issues. Assist with specialized equipment including software and hardware for faculty and students in the department.
3.5. Create and update department calendar and handbook to ensure compliance with college policies and deadlines.
3.6. Research and compile statistics and collaborate with the department chair to submit a thorough and accurate institutional planning and assessment report to the dean.
3.7. Research, compile, and analyze data from multiple sources for department chair, including enrollment and FTE reports for courses and events.
3.8. Participate in departmental, division, and committee meetings. Accurately and efficiently record and transcribe comprehensive minutes as needed. Track, proofread, and manage departmental documents.
3.9. Maintain shared workroom equipment and supplies to support faculty and staff. Maintain other shared department spaces and classrooms. Submit duplication work orders.
3.10. Monitor department website and notify College Relations & Marketing of needed updates.
General Job Functions:
- Establish and maintain effective working relationships with students, staff, other agencies, and the general public.
- Perform other duties as assigned within the scope of the classification.
- Participate in college committees when requested.
- Maintain proficiency by attending training and meetings, reading materials, and meeting with others in areas of responsibility, which may require travel.
- Maintain work areas in a clean and orderly manner.
- Maintain student confidentiality, data integrity, and comply with all related college, state, and federal standards, including the Family Educational Rights and Privacy Act (FERPA).
Job duties vary by department. The following focus areas may be assigned these additional duties:
Focus Areas:
- Art – Administer the procurement of Public, Educational and Governmental Access funds through requests for bids and ensure competitive solicitations for grant ranging from $75,000 - $150,000.
- Automotive & Welding - Gather and submit information to Inter-Industry Conference on Auto Collision Repair (I-CAR) for program testing and I-CAR certifications. Proctor student prep exams under the guidelines of (ASE).
- Bilingual – Provide bilingual support to students as outlined above.
- Counseling – Triage and schedule students seeking counseling services.
- Engineering / WET – Gather and submit workshop information to the Oregon Environmental Services Advisory Council, Oregon Water Education Foundation, and Pacific Northwest Subsection of the American Water Works Association.
- English – Maintain and coordinate the use of the Literary Arts Center lending library. Assist with Publication Lab software licensing renewals, laptop rentals reservations, and student access.
- ESOL / Skills Development – Bi-lingual support to students as outlined above; coordination of student internships, orientation, and assessments.
- Horticulture – Gather and submit detailed information to the Oregon Department of Agriculture, Landscape Contractors Board and Irrigation Association for approval of license recertification credits; maintain and provide service for Horticulture department library. Assign and maintain equipment lockers for student use.
- Math – Collaborate with and support the Learning Center.
- Music - Manage ticketing software/sales for events and concerts; catalog and maintain sheet music, vinyl record, and archival cassette library; facilitate and maintain record of equipment rental.
- Office of Education Partnerships – Perform additional financial support such as: adding student holds, sponsoring student accounts with fee waivers, billing third parties, high school partners and students, completing stipend forms, and supporting annual contract development for High School Connections programs.
- Theatre – Manage ticketing software/sales for productions.
- Workforce – Assist Advisors with coordination of participant/student support services.
- World Languages – Coordinate interpreter requests for services to accommodate ASL faculty.
Qualifications
Required Qualifications:
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Associate’s degree in related field AND one (1) year of directly related work experience. Any equivalent combination of education and experience which provide the knowledge, skills, and abilities required to perform the duties as described.
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Ability to manage time effectively; read and interpret policies, regulations and laws as they relate to the job; communicate effectively, both orally and in writing, with individuals and group; prioritize and meet deadlines; maintain a high degree of discretion; maintain strong organizational skills. Knowledge of general office practices; grammar/spelling; customer service skills, Microsoft Office, standard office equipment.
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Ability to exemplify traits that reflect the College’s culture, including integrity, a customer service orientation, cultural competency, trustworthiness, flexibility and a willingness to change.
Other Job Elements
The physical demands listed below represent those that must be met by an incumbent to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.
Working Conditions:
The position requires minimal (20-40%) ability to use dexterity and fine motor skills assemble, build or repair machines or other objects. Frequent (51-80% of the time) use of office equipment.
The position requires minimal (5-20%) physical effort such as lifting, carrying, or movement, etc. Movements required to complete work are not difficult, and only require some degree of agility and hand eye coordination.
The work environment is usually well-protected, with minimal hazards or obstacles (5-20%). There is little or minimal element of personal risk or hazard. Job conditions are usually comfortable, with minimal (5-20%) issues of confinement, temperature change, incident of noise, or interactions of a disagreeable nature, inside/outside work, dirty conditions, exposure to contagious disease, etc. Position may have minimal responsibility for driving.
Supervisory Responsibilities:
Supervision of others is not a typical function assigned to this position. May provide training and orientation to newly assigned personnel, and may assign work to student workers.
Supervision Received:
Works under the general direction of the department chair, director, or associate dean.
Additional Information
Application Instructions:
When applying to this position, you will be required to complete the NeoGov application and attach the following electronic documents.
- Cover Letter explaining your interest in the position and describing how you meet the minimum and special qualifications and requirements of the position
- Current Resume
- If applicable: Veterans' Preference documentation
Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. CCC makes employment decisions based solely on the candidate's demonstrated competencies as related to successful performance in the position.
Veteran's Preference:
Applicants are eligible to use Veteran's Preference when applying with Clackamas Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application. For information regarding Veterans' Preference qualifications, visit http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq
Documents Required for Veterans' Preference
One of the following:
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
-OR-
Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate
In addition to one of the above documents, Disabled Veterans must also submit one of the following:
A copy of their Veterans disability preference letter from the Department of Veterans Affairs
-OR-
Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.
You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/
Terms of Employment:
- This is a part-time position that will work primarily in-person, with the potential to work a hybrid schedule based on student demand and staffing needs.
- Requires flexible work schedule to meet department needs, which may include evenings and/or weekends.
- Employees must maintain Metro Portland, OR or Vancouver, WA residency as a condition of employment.
- The college does not sponsor employees in the visa application process if they intend to use this as their means to work in the United States. This means that all required work visas must be in place and supported by appropriate evidence to be employed by Clackamas.
- Successful applicants must successfully pass a background inquiry, which may include criminal, driving, 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.
Equal Employment Opportunity:
CCC is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected class.
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