Executive Assistant, Vice President for Instruction and Student Services
Clackamas Community College
Opening Date/Time: Tue. 03/28/17 12:00 AM Pacific Time
Closing Date/Time: Continuous
Salary: $26.33 - $38.63 Hourly
$4,563.63 - $6,695.03 Monthly
$54,763.56 - $80,340.36 Annually
Job Type: Full-Time, Non-Union
Location: Oregon City Campus, 19600 Molalla Avenue, Oregon City, Oregon
Department: Instruction & Student Services
This position will remain open until filled. For full consideration ensure application materials are received by April 23, 2017.
Serve as the executive assistant to the Vice President of Instruction and Student Services.Provide administrative support to the vice president and back-up support to the entire executive office.Serve as a liaison between the vice president and statewide colleagues, all College staff, students, lawyers, and the general public. Respond to internal and external complaints and requests for information.Plan and coordinate College events, production of the annual academic calendar, accreditation, graduations and other events as assigned. Design and create informational packets, documents, reports and PowerPoint presentations for the Board, college committees, public entities and college staff.Interpret, apply and explain administrative policies and accepted procedures. Provide assistance to the vice president as needed.
ESSENTIAL JOB FUNCTIONS:
Provide executive-level support to the Vice President of Instruction and Student Services, anticipating needs and furnishing information required for reply to correspondence and other official duties; and maintaining a complex calendar of appointments, meetings and conferences, arranging travel as needed.
Handle highly sensitive and confidential information in both verbal and written form; serve as the confidential assistant to the vice president in personnel matters, grievance and arbitration procedures, and student discipline proceedings.Access confidential Datatel student and staff records, personnel and applicant files. Provide administrative support to all management teams for collective bargaining. Collaborate with Human Resources on searches, as needed.
Serve as a liaison and professional representative for the vice president. Act as informational resource in person, by phone, fax, or email and share information on the behalf of the College with the faculty, staff, students, public, and outside agencies, including other colleges, county offices, and state agencies. Interpret and apply administrative policies and accepted procedures.Work within Federal, State and local regulations and codes. Respond to outside requests for student contacts and/or student information while adhering to student protection laws. Respond to and receive internal and external complaints. Respond to public records requests. Screen and refer calls and visitors, and schedule appointments as appropriate.
Plan and work with the Vice President to communicate effectively with various stakeholders at the college, including developing innovative ways of communicating in an atmosphere of shared governance.
Proficiently use a variety of computer software applications (MS Word, Excel, PowerPoint, Outlook, Visio, website support, Moodle, Datatel, SPOL, 25Live and Adobe Acrobat Professional). Use appropriate technology tools to conduct research, compile information, generate spreadsheets and various reports, prepare presentations maintain websites, and other job functions; understand and utilize available technology as communication and data gathering tools; foster a technologically advanced environment encouraging the use of technology by all staff.
Assist the vice president in creating and reviewing documents and contracts.
Plan, review, and produce College annual and academic calendars.Create and maintain organizational charts and campus contact information sheets used by College staff and the Call Center.
Assist and collaborate to plan and implement two graduation ceremonies annually.Work with the Foundation and President to identify honorees for graduation ceremonies.Order awards and correspond with and support honorees.
Coordinate College sponsored student scholar nominations, solicit staff and faculty nominations, verify student qualifications, recruit and prepare selection committee, assist students with the application process, coordinate with state and national organizations regarding requirements, applications and results.
Provide support for institutional accreditation, including preparing reports, participating as a team member when developing and producing the self-study documents, maintaining updates (forms, requirements, and regulations) and creating and maintaining compliance files.
Generate FACs associated with collective bargaining agreements or special grants and other unique situations. Monitor the department budgets. Process invoices. Create, track and approve payment of purchase orders.
Plan and coordinate events and meetings as assigned and function as liaison on committees and events as requested.Take and transcribe minutes as requested.
Be a role model and maintain and foster cooperative and professional working relationships with members of the College staff, other organizations, and the public who represent a variety of cultural, social, economic and educational backgrounds.
AUXILIARY JOB FUNCTIONS:
Maintain proficiency by attending trainings and meetings, reading materials, and meeting with others in areas of responsibilities. Maintain work areas in a clean and orderly manner.
The education and/or work experience sections of your online application form must demonstrate that you meet all of the following Minimum Qualifications.The information on the cover letter/resume will not substitute for the completed application.
MINIMUM/MANDATORY EDUCATION AND EXPERIENCE REQUIREMENTS:
Equivalent to a bachelor's degree and at least four (4) years of related experience, or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties.
Must exhibit attention to detail, strong organizational skills, ability to take initiative, work independently, and maintain confidentiality.
Advanced knowledge and skills in administrative support practices and procedures.
Demonstrated ability to establish and maintain a professional and effective working relationship with management, employees, other agencies, and the general public; write reports; read and interpret policies; communicate effectively, both orally and in writing, with individuals and groups.
Valid Driver's License acceptable in the State of Oregon.
Significant experience as an administrative assistant to a senior administrator.Experience in an education setting. Demonstrated ability to manage tasks that are varied and change rapidly in scope and complexity. Demonstrated ability to prioritize work to meet critical deadlines within short timelines.
Experience working with high-level professionals in a higher education setting. Knowledge of College policies, procedures, mission, philosophy and structure.
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.
PHYSICAL DEMANDS OF POSITION:
While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach, and manipulate objects.Duties involve moving materials weighing up to 5 pounds on a regular basis, such as files, books, office equipment, etc., and may occasionally require moving materials weighing up to 25 pounds.Manual dexterity and coordination are required more than 50% of the work period while operating equipment such as computers, keyboards, telephones, calculators, and standard office equipment.
TOOLS AND EQUIPMENT USED:
Computer, laptop, keyboard, monitor, projector, scanner, printer, telephones, fax, copy machines and standard office equipment.
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is in an open area outside administrative offices. The noise level is typical of most office environments with traffic through office, telephones, personal interruptions, and background noises.
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.
Works under the general supervision of the Vice President of Instruction and Student Services.
Clackamas Community College is a diverse community that provides equal opportunity in employment, activities, and its programs. It is the policy of the Clackamas Community College and its Board that there will be no discrimination or harassment in any educations programs, activities or employment on the grounds of race, color, religion, ethnicity, use of native language, national origin, sex, sexual orientation, marital status, disability, veteran status, age, genetic information or any other status protected under applicable federal, state or local laws.
The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with rights or privileges granted under anti-discrimination laws.
Persons having questions about equal opportunity and nondiscrimination should contact the dean of Human Resources for Clackamas Community College in Barlow Hall at the Oregon City campus, 503-594-3300. Please note the following areas of responsibility, should you need relevant resources or information: Section 504 Coordinator, Disability Coordinator, Oregon City campus, 503-594-3181; Title II Coordinator, Associate Dean, Oregon City campus, 503-594-3392; Title IX Coordinator, Dean, Human Resources, Oregon City campus, 503-594-3300.
ADDITIONAL POSTING INSTRUCTIONS:
To apply for this position, you must submit:
Completed online application
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 or Curriculum Vitae
2 Letters of Recommendation
Completed responses to the Supplemental Questions
Upon hire, candidate will be required to provide official transcripts for degrees earned, if applicable.
CCC only accepts applications through this online application system. We want you to be successful in applying with us. We highly encourage you to complete and submit your application in advance of the deadline.
For assistance with this, please email firstname.lastname@example.org. For technical assistance with your application, please call (855) 524-5627.
Please note: This is initially a self-screening system. We recognize that our application process can be lengthy, so before you begin, please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum/special qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions, the system may automatically screen you out from further consideration.
Required documents must be provided at the time of application. Please remove any personal information such as photographs, date of birth, gender, social security number, and other protected information from your documents. Documents containing protected information will be considered incomplete. Incomplete applications will not be considered.
Positions are subject to budget consideration and approval. For the candidate who is hired into this position, salary placement will be based on guidelines in the handbook or association agreement (as applicable) to assess education and experience. For this reason, please be sure to include everything in your application that you want the college to consider towards placement.
Clackamas Community College participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee's Form I-9 to confirm work authorization. This information is kept completely confidential, is obtained only after a candidate is hired, and will not be used to pre-screen any job applicant.
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.
REASONABLE ACCOMMODATION STATEMENT:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform. All employees of Clackamas Community College are expected to perform tasks as assigned by Clackamas Community College supervisory/management personnel regardless of job title or routine job duties.
VETERAN'S PREFERENCE STATEMENT:
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.
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 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 Veteran's Preference qualifications, visit the following website: http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtml
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