COCC
Administrative Assistant - Science Department
COCC, Bend, Oregon, United States, 97707
Administrative Assistant - Science Department
Below you will find details for the position including any supplementary documentation and questions you should review before applying for this opening. To apply for this position, please click the Apply for this Job link/button. If you would like to bookmark this position for later review, click on the Bookmark link. If you would like to print a copy of this position for your records, click on the Print Preview link.
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Position Details
Position Information
Position Title Administrative Assistant - Science Department
Classification Title Classified
Position Number B51PD
Grade Level 17, steps 1-3
Starting Wage/Salary $22.07-22.96/hr plus exceptional benefits
Close Date 11/17/2024
Position Type/Employee Class Classified
Faculty Status
FTE 1.0
Contract Months 9.5
Overtime Eligible Non-Exempt
Location Bend
Hybrid Remote Work Eligible?
Exceptional COCC Benefits Summary
CLICK HERE TO VIEW BENEFITS & PERKS
Primary Purpose
Provide a wide range of high-level administrative and instructional support services. Coordinates information and workflow for the Science Department including its related functions, projects, and programs. Serve as first point of contact and information resource for students, faculty, and the public.
Essential Duties and Responsibilities
General Functions:
Coordinate, enter, and proof annual and quarterly class schedules, appropriate classroom assignments, and footnotes for all courses offered by the Department, including off-campus and online courses, by College deadlines.
Collect all class syllabi each term and maintain an archive.
Onboard new faculty including key requests, office assignments, and general college and department procedures.
Order and maintain department workroom office supplies.
Manage Science Building copiers, printers, paper-stock, and mail-room.
Submit campus service requests for building maintenance needs.
Update and maintain all faculty and staff office signage and mailboxes.
Business Processes:
Prepare and process confidential student evaluations assigned each quarter as required by annual faculty evaluation schedules.
Prepare and process full-time, part-time, and adjunct faculty instructional loads quarterly by College deadlines.
Track and maintain faculty loads each term keeping an accurate record of yearly load totals and overloads.
Track and maintain Part-time and Adjunct Instructors leaves, teaching substitutions, and meeting stipends.
Submit IT service requests for all classroom and office hardware, software, and phone maintenance requests.
Support faculty in their preparation of fiscal accounts payable forms including check requests and administrative and professional travel reimbursements for authorized dispersal of departmental funds.
Solicit, process and manage textbook orders for scheduled courses each quarter.
Maintain accurate fiscal records for Science Office budget center for Department Chair review.
Serve on college committees when/where appropriate.
Perform other essential functions as assigned that support the overall objective of the position.
Department Specific
Knowledge, Skills, and Abilities
Individuals must possess the listed knowledge, skills and abilities and be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The incumbent is expected to follow College work rules and policies.
Ability to work cooperatively and effectively in a team environment and promote a positive work culture.
Skills to track, coordinate, and complete multiple tasks to support the effectiveness of a large academic department.
Ability to initiate and perform work with minimal supervision, anticipating the needs of department and individual instructional staff.
Ability to use effectively Microsoft platform desktop computer and various software, and to operate all standard office equipment.
Ability to exercise effective interpersonal communication skills to work productively with multiple constituencies.
Ability to track budgets and complete basic bookkeeping duties.
Ability to prepare for simultaneous deadlines by prioritizing tasks based on urgency, managing time wisely, requesting aid and making referrals as needed.
Ability to communicate clearly, in writing and speaking, face-to-face, via telephone, and e-mail, 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.
Ergonomic Requirements
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 ability 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.
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.
Below you will find details for the position including any supplementary documentation and questions you should review before applying for this opening. To apply for this position, please click the Apply for this Job link/button. If you would like to bookmark this position for later review, click on the Bookmark link. If you would like to print a copy of this position for your records, click on the Print Preview link.
Bookmark this Posting Print Preview | Apply for this Job
Position Details
Position Information
Position Title Administrative Assistant - Science Department
Classification Title Classified
Position Number B51PD
Grade Level 17, steps 1-3
Starting Wage/Salary $22.07-22.96/hr plus exceptional benefits
Close Date 11/17/2024
Position Type/Employee Class Classified
Faculty Status
FTE 1.0
Contract Months 9.5
Overtime Eligible Non-Exempt
Location Bend
Hybrid Remote Work Eligible?
Exceptional COCC Benefits Summary
CLICK HERE TO VIEW BENEFITS & PERKS
Primary Purpose
Provide a wide range of high-level administrative and instructional support services. Coordinates information and workflow for the Science Department including its related functions, projects, and programs. Serve as first point of contact and information resource for students, faculty, and the public.
Essential Duties and Responsibilities
General Functions:
Coordinate, enter, and proof annual and quarterly class schedules, appropriate classroom assignments, and footnotes for all courses offered by the Department, including off-campus and online courses, by College deadlines.
Collect all class syllabi each term and maintain an archive.
Onboard new faculty including key requests, office assignments, and general college and department procedures.
Order and maintain department workroom office supplies.
Manage Science Building copiers, printers, paper-stock, and mail-room.
Submit campus service requests for building maintenance needs.
Update and maintain all faculty and staff office signage and mailboxes.
Business Processes:
Prepare and process confidential student evaluations assigned each quarter as required by annual faculty evaluation schedules.
Prepare and process full-time, part-time, and adjunct faculty instructional loads quarterly by College deadlines.
Track and maintain faculty loads each term keeping an accurate record of yearly load totals and overloads.
Track and maintain Part-time and Adjunct Instructors leaves, teaching substitutions, and meeting stipends.
Submit IT service requests for all classroom and office hardware, software, and phone maintenance requests.
Support faculty in their preparation of fiscal accounts payable forms including check requests and administrative and professional travel reimbursements for authorized dispersal of departmental funds.
Solicit, process and manage textbook orders for scheduled courses each quarter.
Maintain accurate fiscal records for Science Office budget center for Department Chair review.
Serve on college committees when/where appropriate.
Perform other essential functions as assigned that support the overall objective of the position.
Department Specific
Knowledge, Skills, and Abilities
Individuals must possess the listed knowledge, skills and abilities and be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The incumbent is expected to follow College work rules and policies.
Ability to work cooperatively and effectively in a team environment and promote a positive work culture.
Skills to track, coordinate, and complete multiple tasks to support the effectiveness of a large academic department.
Ability to initiate and perform work with minimal supervision, anticipating the needs of department and individual instructional staff.
Ability to use effectively Microsoft platform desktop computer and various software, and to operate all standard office equipment.
Ability to exercise effective interpersonal communication skills to work productively with multiple constituencies.
Ability to track budgets and complete basic bookkeeping duties.
Ability to prepare for simultaneous deadlines by prioritizing tasks based on urgency, managing time wisely, requesting aid and making referrals as needed.
Ability to communicate clearly, in writing and speaking, face-to-face, via telephone, and e-mail, 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.
Ergonomic Requirements
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 ability 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.
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.