Job Posting for Administrative Assistant - CAP at Central Oregon Community College

Position Details

Position Information

Position Title

Administrative Assistant - CAP

Classification Title

Classified

Position Number

B75PD

Grade Level

17, step 1-2

Starting Wage/Salary

$22.07-22.51/hr plus exceptional benefits

Close Date

05/26/2024

Position Type/Employee Class

Classified

Faculty Status

FTE

1.0

Contract Months

12.0

Overtime Eligible

Non-Exempt

Location

Bend

Hybrid Remote Work Eligible?

Exceptional COCC Benefits Summary

TO VIEW BENEFITS & PERKS

Primary Purpose

Serve as the administrative assistant for CAP Services, which includes the areas of career services, academic advising and personal counseling. Provide prospective, continuing and returning students with accurate and timely information about basic policies and procedures related to admissions, registration, advising, enrollment, financial aid, academic warning, student services, and student technology. Provide office support to the department in the areas of budgeting and purchases, web site maintenance, training of work-study students, and maintaining statistical records.

Essential Duties and Responsibilities

General Functions

Serve as one of two staff providing customer services for students and staff in CAP Services. Perform administrative support and oversight to office operations.
Manage multiple phone lines, in-person traffic, and email correspondence. Make appointments for personal counseling, placement, advising, and career exploration. Oversee office operations and reception scheduling to provide students and staff with consistent access to CAP Services staff and services.
Provide prospective students with information needed to apply, provide placement, and advise, and register for classes. Provide special services on new student advising days such as registration guidance in a computer lab and scheduling/reserving rooms. Provide basic information about applying for and receiving financial aid. Provide information to continuing students about advising requirements, wait lists, academic warning requirements, tuition payments, transcripts, and graduation. Use COCC’s student information system to provide accurate information, solve problems, and protect student privacy.
Under the direction of the CAP Services Director, responsible for recruitment of and training work-study students and temporary employees.
Provide appropriate and private support and maintain confidentiality for students who are using counseling services. Determine appropriate response for students, or staff supporting students, in urgent situations, which may include referral to community health services and coordination with college officials.
Participate on the CAP Services and FYE teams to support a shared vision of excellence in student services. Actively support systematic assessment including routine measurement and evaluation. Participate in continuous improvement by inviting and providing honest and timely feedback.
Perform other duties and projects as they pertain to the overall objective of the position.
Serve on college committees.

Business Processes

Produce rosters, reports, forms, correspondence, and graphics for publications. Generate mass mailings using Banner, Access reports, Word, and mail merge. Support departmental web pages.
Coordinate operational functions of department to include maintaining department financial records and budget ledger for three budgets; prepare purchase orders and check requests as needed; monitor and purchase office supplies for department; monitor and order college promotional materials.
Maintain electronic job board software and/or webpage to post jobs for prospective employers, set up student accounts, and retrieve reports and data. Train hourly and work students in job board maintenance.

Department Specific

Knowledge, Skills, and Abilities

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. Ability to understand complex academic environment and provide accurate and timely information to students and staff.

Ability to respond with consistent, excellent customer service to a high volume of contacts (including simultaneous inquiries both in-person and via multiple phone lines) in an environment of frequent interruptions.
Ability to communicate effectively with students, staff, and the public from diverse cultural, social, economic, and educational backgrounds.
Ability to adhere to federal student privacy requirements for information related to student records; able to maintain accurate records, file and maintain filing systems, maintain confidentiality of private or sensitive information as required by the Family Educational Rights and Privacy Act of 1974.
Ability to provide support to personal counseling with professionalism and confidentiality as well as support counselor’s adherence to HIPAA requirements.
Ability to use appropriate technology tools to accomplish the job functions, and understands and uses technology to collect data and communicate.
Must have knowledge of or the ability to learn technology that includes: windows computer, software applications (e.g., Word, PowerPoint, Excel, Outlook, Access), database and web interface Student Information Systems, E- recruiting software, placement test scoring software and use of general office equipment.
Ability to guide students to use basic student technology such as their student online account and the e- recruiting software.
Must have good communication and proofreading skills.
Must be able to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
Ability to work independently and collaboratively, prioritize workload, analyze problems and determine solutions.
Ability to remain calm in stressful situations, work under pressure, meet deadlines and timetables, maintain attention to detail, and combine multiple tasks simultaneously.
Able to effectively organize workflow and tasks in order to support the overall needs of the team.

Ergonomic Requirements

Regular office hours are 8 am to 5 pm during the workweek. Employee 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 the ability to write, read written materials and computer screens, and hold telephonic conversations. Occasional lifting up to 25 lbs. All individuals are required to perform essential functions with or without reasonable accommodation.

Minimum Requirements

Education

Associates Degree or completion of equivalent college-level coursework.

Experience

Two (2) years of comprehensive office experience, employing effective skills in organization, budgeting, interpersonal communication, and computer-based technology.

Equivalency Statement

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 under equivalency by responding to the supplemental question presented during the application process.

Preferred Qualifications

Bachelor’s degree.
Knowledge of Banner and instructional support processes.
Work experience with community colleges, school districts, or public entities.

EEO Statement

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.

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Administrative Assistant - CAP

Job Posting for Administrative Assistant - CAP at Central Oregon Community College

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