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Administrative Assistant - Humanities

Company: Central Oregon Community College
Location: Bend
Posted on: March 15, 2020

Job Description:

Posting Details

Application Instructions
Please read carefully before applying:You must provide all information requested on the application form (resumes will not be considered as a substitute for the application). Initial screening by Human Resources for minimum requirements is based on your APPLICATION ONLY (supporting documents will not be reviewed during initial screening). Incomplete applications will not be considered by hiring committees. You will have an opportunity to upload supporting documents for committee consideration during this online application process.

Position Information

Posting Number:06001699Position Title:Administrative Assistant - HumanitiesPosting Date:03/06/2020Closing Date:03/27/2020Open Until Filled (notes):Length of Position:9.5 months per yearAnticipated Start Date:
May 4, 2020

Position Type/Employee Class:ClassifiedFTE:1.0 FTESalary Level:Classified Salary Level 15Starting Pay Range$17.23 - $17.90 plus exceptional benefitsHours per Week:40 hr/wkWork Schedule:8:00am - 5:00pmDays of the Week:Monday - FridayJob Summary/Purpose:
Terms of Employment:
1. This is a full-time (1.0 FTE, 40hr week) 9.5 month non-exempt position at grade level 15 in the Classified Appendix Schedule.
2. Requires flexible work schedule, which may include evenings and/or weekends as well as travel throughout the district when needed.
3. Requires the provision of official transcripts upon hire.
4. Upon hire, must pass criminal background check and/or driving history; only information relevant to the position will be considered.

Provide a wide range of administrative support services, for the department chair, approximately 40 faculty members, and several instructional programs of the Humanities department. Maintain security, equipment, furniture and supplies of classrooms, offices, and workroom in assigned building. Apply advanced skills in organization, computer- based technology, interpersonal communication, record keeping and information retrieval, strategic planning and problem solving, in performing these support services.

Essential Functions:
General Functions

1.Coordinate, enter and proof annual and adjusted quarterly class schedules, appropriate classroom assignments, and footnotes for Humanities, Literature, and Writing programs, including off-campus and online courses, by College deadlines; assist in planning and revising schedule and staffing, through analysis of relevant factors such as enrollment patterns and contracted faculty loads.
2.Monitor and maintain security, equipment, furniture, and supplies of classrooms, offices, and workrooms for Ochoco building, including tracking and anticipating needs and preparing requests for capital, technology, furniture, and supplies needed to support effective instruction at optimal capacity.
3.Serve as receptionist and primary contact for the Humanities Department, applying effective inter-communication skills in multiple modes, as well as informed departmental-College knowledge, needed to address promptly or re- direct appropriately all internal and external queries, help requests, concerns, and comments. Frontline duties include early and frequent monitoring of daily e-mail and voicemail message from departmental faculty requesting that their day's classes and office hours be canceled due to the onset of illness or other unanticipated reasons.
4.Exercise proficiency in using current College computer-based software applications (e.g. Microsoft Office, Banner, Resource 25, Outlook) and other technologies to perform essential Humanities Dept. administrative support functions; maintain proficiency in updated College technologies through attending scheduled training opportunities and initiating requests for special training as required; and assist departmental faculty in learning how to use these technologies by providing immediate problem solving and/or by requesting ITS help and training.
5.Prepare and process faculty Notices of Appointment and full-time faculty quarterly load sheets by College deadlines; completing these tasks entail tracking and maintaining accurate spreadsheets detailing faculty loads for scheduled program courses and approved non-teaching assignments, part-time faculty and full-time faculty overload pay rates, and accounts to be charged.
6.Prepare and process confidential student evaluations assigned each quarter as required by annual faculty evaluation schedules and COCC instructional administrative practices.
7.Maintain personnel records for Humanities Dept. part-time and full-time faculty and classified staff; including Notices of Appointment and Load Sheets; student, peer, supervisor evaluation reports and Annual Reports of Activities; raise and rehire recommendations; approved professional improvement plans, funding requests, and final reports; approved non-teaching load, Sabbatical Leave, medical leave, and other relevant documents.
8.Promote effective internal and external communication about Humanities Dept. programs through maintaining and updating departmental Outlook conferences and Webs; and assist departmental chair and program faculty, upon request, in communicating relevant College and departmental news.
9.Assist department chair and program faculty, as requested, in compiling data and completing forms to support departmental assessment projects, course/program change proposals, and other curricular initiatives.
10.Perform other essential duties as they pertain to the objective of the position.
11.Serve on college committees.
12.Review College Outlook conferences and Webs, print documents and other resources to acquire knowledge of, and keep abreast of changes in, College policies, procedures, practices, and deadlines applicable to Humanities Department operations.

Business Processes

13.Develop accurate full-year Humanities Dept. budgets in accordance with College fiscal parameters and policies; preparatory tasks include prior years' cost comparisons and next year's change rationales, incorporating faculty load projections based on advance schedule planning.
14.Prepare and process fiscal paperwork (e.g. check requests, purchase orders, and travel expense forms) for authorized dispersal of departmental funds; monitor expenditures in cost centers at regular intervals to promote responsible budget management; and maintain accurate fiscal records, in paper and/or electronic formats best suited to ready retrieval upon demand.
15.Solicit and process textbook orders for scheduled courses each quarter, track receipt and maintain records of departmental textbook orders submitted, and initiate reminders to faculty whose orders have not been submitted by COCC Bookstore deadlines.
16.Assist the chair in preparing forms for online and in person recruitment and hiring of new full-time and part-time faculty and classified staff; in assembling data and rationales to support approval requests for new or replacement full-time and adjunct positions each year; in updating approved part-time faculty provisional and regular hiring forms on file as required by renewal deadlines or changed course teaching assignments; and in maintaining records of these completed personnel forms readily accessible upon demand.

Additional Responsibilities

17.Perform other essential duties as they pertain to the objective of the position.
18.Serve on college committees.
19.Review College Outlook conferences and Webs, print documents and other resources to acquire knowledge of, and keep abreast of changes in, College policies, procedures, practices, and deadlines applicable to Humanities Department operations.

Knowledge, Skills and Abilities:
Candidates 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.

1.Advanced organizational skills to track, coordinate, and complete multiple tasks to support the effectiveness of a large and complex academic department.
2.Ability to initiate and perform work without supervision, anticipating the needs of Humanities Department as a whole, as well as of individual instructional staff.
3.Ability to operate all standard office equipment, use of keyboard and multi-line telephone including voice mail management for the program, and ability to monitor.
4.Exercise effective interpersonal communication skills to work productively with multiple constituencies, including students, faculty, Fiscal Services, committees, vendors, Student and Enrollment Services, Information Technology Services, Instructional Technology Coordinator, offices of the Instructional Deans and Vice President of Instruction, and support staff of other departments.
5.Apply knowledge of faculty preferences, existing resources, enrollment patterns and other significant factors in schedule development.
6.Skills in maximizing limited resources in administering departmental budget, by monitoring expenditures, prioritizing needs, and recommending cost-saving measures.
7.Skills to prepare for simultaneous deadlines by prioritizing tasks based on urgency, managing time wisely, requesting aid and making referrals as needed.
8.Ability to manage office needs as faculty change, and initiate capital, technology, and furniture requests as needed.
9.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.
10.Must be able to perform essential job functions described above.
11.Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.

Physical Demands and Other Ergonomic Requirements:
Working hours are regular, per the established work schedule. Work is performed in an ordinary office, mostly sitting. While performing the duties of this position, the employee is required to function effectively indoors in an office environment engaged in work of primarily a sedentary nature with the ability to sit or stand at workstation for extended periods. The employee is regularly required to sit, use hands and fingers, handle or feel objects, tools or controls, reach with hands and arms and requires near visual acuity to write, read written materials and computer screens, and sufficient hearing and speech ability for ordinary telephonic conversations. Occasional lifting under ten pounds for 15 percent of the time. Computer screen is used more than 75 percent of the time. All individuals are required to be able to perform the essential functions with or without reasonable accommodation.

Equal Employment Opportunity (EEO) Statement
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 status, or any of the classes protected under Federal and State statutes in any education program, activities, or employment. Persons having questions about equal opportunity and nondiscrimination should contact the Equal Employment Officer, c/o COCC's Human Resources office, 541.383.7216.

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.

Minimum Qualifications:
---Associates Degree or completion of equivalent college-level coursework.
---Two years' comprehensive office experience, employing effective skills in organization, interpersonal communication, computer-based technology.

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.

Special Qualifications:
---Work experience in community colleges, school districts or public entities
---Bachelor's degree
---Experience or education in Liberal Arts or Humanities
---Experience with Banner or database software

Special Instructions to Applicants:
Note that you will be required to upload/create the required documents indicated in this posting at the time you apply. Unofficial transcripts are acceptable at application. It is the responsibility of the applicant to upload all required documents, including transcript(s). If you have questions please contact Human Resources at 541-383-7216.

Is a Criminal History Check required?YesIs a Credit History Check Required?NoOpen Until FilledNoSupplemental Questions
Required fields are indicated with an asterisk (*).

--- * Are you a U.S. military veteran? (COCC provides qualifying veterans and disabled veterans with preference in employment. To receive veterans preference in this recruitment process, you must upload your DD214 or DD215 form as supporting documentation. You will have the opportunity to upload the document in the next step of this application process.)
- Yes, I am a veteran
- No, I am not a veteran
--- If you have identified yourself as a qualified veteran or disabled veteran by submitting your DD214 or DD215 form as proof of veteran status, please describe any transferable skills earned during your military service that you feel relate to the requirements/preferences of this position. (Open Ended Question)
--- * What is your highest level of education?
- No High School Diploma or GED
- High School Diploma or GED
- Professional Certification or License (not a degree)
- Associates Degree
- Bachelors Degree in Progress
- Bachelors Degree
- Masters Degree In Progress
- Masters Degree
- Ph.D. in Progress
- Ph.D.
- J.D.
- M.D.
- Other Doctorate Level Degree
--- 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. There may be other requirements where an equivalency is acceptable. Please be aware that applicants who do not meet the minimum requirements and do not provide an equivalency statement will not be selected for an interview.Your statement should make clear the requirement you are addressing. Example: The position requires a Master's degree. You have a Bachelor's degree and work experience when combined you feel is equivalent to the degree requirement. Please make clear why you feel it is equivalent. (Open Ended Question)
--- * Knowledge of programs like Microsoft Excel and PowerPoint are highly desirable in that this position often reviews budgeting and scheduling data and must compile them to present them to the department chair and to faculty members. Please describe your experience and breadth of knowledge using Excel and PowerPoint. (Open Ended Question)
--- * Please describe how you meet the minimum requirement of two years' comprehensive office experience, employing effective skills in organization, interpersonal communication and computer-based technology. (Open Ended Question)
--- * Background checks are required for all employees of COCC. Should an offer of employment be made to you and accepted by you, you will receive an email from COCC / HireRight Screening requesting your consent and basic information to complete the check. The offer of employment will be conditional upon satisfactory completion of the criminal background check. Confirmed findings on a criminal background check will not automatically disqualify you from being hired into a position. Results are evaluated on a case-by-case basis, considering the job responsibilities and other risk factors. Additional information regarding COCC's criminal history check policy can be found online in the General Procedures Manual, Section HR-2-1. Please indicate here if you will provide consent to the criminal history check when requested by the College:
- Yes, I will provide my consent when requested
- No, I will not provide my consent when requested
--- * The College is NOT able to support Visa applications for this position. Applicants must already be eligible to work in the United States to be considered for this position. Are you, or will you be eligible to work in the US by the start date of the position?
- Yes
- No
Applicant DocumentsRequired Documents
--- Resume/Vitae
--- Cover Letter
--- Letter of Recommendation 1
Optional Documents
--- Letter of Recommendation 2
--- Letter of Recommendation 3
--- College Transcript 1 (unofficial)
--- College Transcript 2 (unofficial)
--- College Transcript 3 (unofficial)
--- College Transcript 4 (unofficial)
--- US Military DD 214
--- Other Document 1
--- Other Document 2
--- Other Document 3
--- Other Document 4
--- Other Document 5
--- License or Certification

Keywords: Central Oregon Community College, Bend , Administrative Assistant - Humanities, Administration, Clerical , Bend, Oregon

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