Career & Technical Education (CTE) Programs Administrative Assistant

JOB INFORMATION

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The CTE Programs Administrative Assistant at Chemeketa Community College works collaboratively with program staff and the community across the college’s Business Technology, Applied Technology, Apprenticeship, and Emergency Services departments. This position will interact daily with students, community members and Chemeketa personnel while providing positive customer service throughout the year. This role supports multiple locations by managing and entering program schedules working with program deans and instructors as needed.

Chemeketa is a proud Hispanic\-Serving Institution that aspires to be an inclusive environment where we honor and value the unique contributions of our diverse students, employees, and community. We seek to foster cultural competence and pursue equitable solutions that support all students in achieving their educational goals. If you are interested in joining the work of the college to pursue a supportive and inclusive culture, we encourage you to apply.

When applying for this position, please attach the electronic documents listed below. Failure to do so will result in your application being rejected as an incomplete application. Any documents you provide that are not listed will not been seen by the Search Committee.

* Unofficial Transcripts \- An electronic copy of your academic transcript(s) from an accredited institution which clearly indicate the degree awarded, and any other applicable information, must be attached with your application if you would like it considered as part of your eligibility for the position. Any applicants who earned academic credentials from outside of the United States and wish to use those credits for consideration must also upload an evaluation of college credit earned at the non\-U.S. institution.

DUTIES \& RESPONSIBILITIES

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Customer Service \& Community Collaboration

• Collaborates effectively with a variety of industry contacts, students, and college departments
• Provides general college and specific program/department information and assistance on the phone and in person
• Makes appropriate referrals to college programs/services or community agencies; provides detailed, specific information about relating to Contractors Board licenses, training, exams, and classes
• Notifies students, staff, and class sites of class cancellations and location or time changes

Administrative Support

• Supports program dean/director at multiple locations as directed
• Prepares and maintain required records and documentation related to program operations
• Schedules classes, trainings, and events including determining costs, fees, location, time and instructors at multiple locations based on documented processes
• Provides guidance to employers, administrators, and students based on college or department policies, procedures, and practices
• Researches, and gathers information and reports on special projects as directed
• Composes, edits, and types correspondence for department staff and instructors; including program reports, news releases, web site information, schedule information, course outlines and syllabi, class materials, and other documents as requested
• Designs/develops forms, fliers, brochures, newsletter, program displays, and other publicity materials
• Schedules appointment calendars and arranges for meetings, food, facilities, and equipment
• Takes and transcribes advisory committees meeting minutes for the department’s academic programs
• Orders, distributes, and maintains office supplies, forms, brochures, and handouts
• Processes purchase requisitions, and check requests for payment, and prepares deposits according to department processes
• Verifies budget information on requisitions and purchases for multiple accounts and the accuracy of billings
• Serves as a technical resource for students, training agents and employers

Instructional Support

• Prepares, compiles, distributes, and monitors materials for credit and non\-credit classes, including registration packets, instructional materials, media requests, class rosters, course outlines, copy materials, faculty evaluations, and instructor contracts; orders program textbooks; balances and monitors textbook sales/receipts
• Reviews class schedule information; contacts adjunct faculty for availability; performs computer input for schedules, class status, and changes; confers with Dean and Program Chairs to make necessary changes; proofs schedule; obtains student record information from Banner computer system; performs data input for instructors’ new contracts and addendums
• Assists students with telephone and in\-class registrations; balances and monitors registrations; input registration information and update student information in Banner; enter credit card payments into Nelnet

Record Management \& Tracking

• Develops, maintains, and monitors computer and manual record keeping systems for FTE/enrollment, adjunct faculty evaluations, contracts, time sheets, registrations, attendance sheets and special projects as directed
• Provides support for special projects as directed. Conducts research and gathers information related to specialized activities and information in assigned area of responsibility
• Develops and maintains large detailed mailing lists on computer database and Constant Contact email lists

Institutional Expectations

• Embraces diversity and actively collaborates effectively with a variety of students, staff and the public from diverse cultural, social, economic and educational backgrounds
• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success
• Embraces, understands and uses appropriate technology tools to accomplish job functions
• Provides high quality, effective service to internal and external customers through continuous improvement and adoption of lean office practices

CANDIDATE QUALIFICATIONS

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Your application will be scored based on the minimum qualifications, core competencies, and preferred qualifications listed below. If you are unsure whether you meet all of the qualifications , we encourage you to apply and address through your application materials all of the relevant education, transferable skills, and related experience that makes you a great candidate for this position. *The information provided on your application will be used to determine step placement upon hire. Please ensure you include all information on your application which you wish to be considered.*

Minimum Qualifications:

This level requires an equivalency of two (2\) years of full\-time work experience that reflects the knowledge, skills and experience to perform the essential functions listed above.

This is typically achieved through an Associate’s Degree or two (2\) years of full\-time work experience which reflects the knowledge, skills and experience to perform the essential functions listed above

The college will review relevant education and experience as equivalent in most cases. Some experience cannot be exchanged for education and is noted above, if relevant. Core Competencies:

• Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
• Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Ability to perform basic mathematical calculations
• Skills in using computers and related software applications; preparing a variety of reports
• Ability to prioritize work and perform multiple tasks
• Skills in maintaining various databases; maintaining various confidential records
• Skills in providing customer service; communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction
• Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others.

Preferred Qualifications:

• Experience facilitating training sessions
• Experience in creating and maintaining databases
• Microsoft Office Suite and database experience

ADDITIONAL INFORMATION

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SCHEDULE \& MODALITY

This position is not eligible for remote/hybrid work.

TERMS OF EMPLOYMENT

• This is a 100%, 12\-month classified assignment at pay grade 11
• This position has a 6\-month probationary period
• All positions at Chemeketa are required to be available for work onsite as requested by the college.
• Requires flexible work schedule to meet program needs, which may include evenings and/or weekends
• This position may require the use of your personal vehicle for transportation between campus locations
• If requested, requires the provision of official transcripts upon hire
• Employees must maintain Oregon, Washington or Idaho residency as a condition of employment.
• Successful applicants for designated positions must successfully pass a background inquiry, which may include criminal, driving, credit 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

PHYSICAL REQUIREMENTS

Sedentary Work:Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary requirements are met.

VETERANS' PREFERENCE

Applicants are eligible to use Veterans' Preference when applying with Chemeketa Community College in accordance with ORS 408\.225, 408\.230 and 408\.235; and OAR 105\-040\-0010 and 105\-040\-0015\. Preference will be given only if the applicant meets the minimum criteria of 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/

* Please Note:As part of the first round of screening, the committee will conduct an anonymous review of the application materials and will not be able to view any personally identifiable information. Please be sure that your application is complete and thoroughly depicts how you meet the minimum qualifications, core competencies and preferred qualifications. Required documents must be provided at the time of application. Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. Chemeketa makes employment decisions based solely on the candidate's demonstrated competencies as related to successful performance in the position.

PUBLIC SERVICE LOAN FORGIVENESS

Chemeketa Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full\-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education. LEGAL COMPLIANCE

Chemeketa Community College prohibits unlawful discrimination based on the following:

Or any other status protected by federal, state, or local law in any area, activity or operation of the College. The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with rights or privileges granted under federal, state or local laws.

Under College policies, equal opportunity for employment, admission, and participation in the College’s programs, services, and activities will be extended to all persons, and the College will promote equal opportunity and treatment through application of its policies and other College efforts designed for that purpose.

504/ADA Coordinator for Students

For concerns, inquiries or complaints regarding student disability accessibility and accommodations, please contact Karen Alexander, Director of Student Accessibility and Testing Services. Ph: 503\.399\.5276

Section 504/ADA Coordinator for Employees

For concerns, inquiries or complaints regarding employee disability accessibility and accommodations, please contact Alice Sprague, Vice President of Governance \& Administration. Ph: 503\.399\.2537

Persons having questions or concerns about Title IX, which includes gender\-based discrimination, sexual harassment, sexual violence, gender\-based violence, and stalking, please contact the Title IX coordinator, Jon Mathis. Ph: 503\.584\.7323, Located at 4000 Lancaster Dr. NE, Salem, OR 97305, You can find additional information at http://go.chemeketa.edu/titleix.

All persons having questions or concerns related to Equal Employment Opportunity or Affirmative Action should contact the Affirmative Action Officer at 503\.399\.2537, 4000 Lancaster Dr. NE, Salem OR 97305\.

Individuals may also contact the U.S. Department of Education, Office for Civil Rights (OCR), 810 3rd Avenue \#750, Seattle, WA 98104, 206\.607\.1600\.

To request this publication in an alternative format, please call 503\.399\.5192\. For language access please call 503\.399\.2537 or email alice.sprague@chemeketa.edu.

In addition to a rewarding and energizing career opportunity, Chemeketa offers a comprehensive benefits package to all salaried Chemeketa employees and eligible dependents. Benefits available to Chemeketa employee's include:

Core Benefits: Complete health insurance package, employer\-paid group life insurance, Long term disability insurance, employee assistance programs

Voluntary Benefits: Voluntary life insurance, long term care insurance, AFLAC cancer insurance, flexible spending accounts.

Public Service Loan Forgiveness: Chemeketa Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full\-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.

Qualifying employees will receive contributions to the Public Employee's Retirement System (PERS) as well as the opportunity to enroll in optional 403(b) and 457(b) deferred compensation plans.Additional perks of joining the Chemeketa team include tuition waiver for employees and their qualifying dependents, on\-campus wellness activities, and generous leave policies.