Use word processing, spreadsheet, database, and other specialized software to generate materials which may include certificates, correspondence, reports, FAC's, contracts, course materials, forms, tables, rosters, tests, etc. from rough draft and/or verbal instruction. Review for grammar and edit as necessary. May update department websites, compose routine correspondence and/or, produce departmental brochures, newsletters, and events marketing, and other materials requiring use of desktop publishing software.
Update, compile and distribute information and reference materials for supervisor or as requested by others, which may require running reports, selecting appropriate data from various sources, and preparing summaries and reports. Documents may include evaluations, grade rosters, class schedules, etc., depending on departmental assignment.
Set up and maintain administrative and confidential student files, record keeping systems and schedules to ensure easy retrieval, safety and integrity of files and records, in accordance with established guidelines. Comply with college, State, and federal requirements, Federal Educational Rights of Privacy Act (FERPA), accreditation requirements and all other applicable privacy laws. Maintain log books, work orders, etc.
May distribute and collect student evaluations and compile and distribute results, maintaining confidentiality and anonymity of students. Prepare information packets for use by division personnel.
May work with the department chairs and other faculty to compile quarterly schedule of classes. May collect, compile and distribute updates for the annual catalog.
Develop and maintain departmental records and reports for multiple funds for expenditures, invoices and receipts for the departments. Monitor budgets, tracking current status, alerting Chair to overages. Assist Department Chairs in forecasting end-of-year expenditures and contingencies, and projecting subsequent year needs. Monitor payment of course fees and process payments in accordance with college policy.
Purchase office supplies and routine instructional supplies. Purchase other instructional supplies in collaboration with the department chairs. Track delivery of ordered items. Follow through with Business Office to pay bills in a timely fashion. Work with chairs to procure quotes when required and purchase as directed by the department chairs. Initiate department credit card purchases and keep card numbers and receipts secure. Oversee petty cash funds. Process point-of-sale transactions (cash and credit cards) for donations or event admission. Distribute and balance receipts and keep accurate records of all transactions. May coordinate textbook ordering process and submit requisitions.
Develop and maintain office forms, calendars, and procedures to assure organized processing of information and requests. Collaborate with the supervisor to facilitate quarterly and long-term strategic planning for departments.
Monitor student work study personnel: participate in the selection process, train, and oversee day-to-day work. Schedule projects for work study and intern students. Model FERPA-compliance and handling of sensitive/confidential files and documents.
Assist staff and faculty with policies, procedures, use of Smart Classrooms, and general information.
Reserve locations, order catering, and prepare agenda/minutes for departmental meetings and special events. Coordinate, schedule, and promote departmental workshops and events. Assist faculty with planning departmental events including assisting with coordination, location, logistics, participants, and registration. Staff public events including Fall, Winter, and Spring mainstage theatre productions, occasionally covering or being available on weekends or after normal business hours.
Perform a variety of clerical activities, such as copying, processing mail, sorting documents, and other duties as assigned.
Maintain cooperative working relationship with College staff, other organizations, and the public.
Follow all safety rules and procedures for work areas.
AUXILIARY JOB FUNCTIONS: MINIMUM/MANDATORY EDUCATION AND EXPERIENCE REQUIREMENTS: KNOWLEDGE:SKILL:ABILITIES:SPECIAL REQUIREMENTS/LICENSES:
DESIRABLE REQUIREMENTS: Other Job Elements: PHYSICAL DEMANDS OF POSITION: WORKING CONDITIONS: SUPERVISORY RESPONSIBILITIES: SUPERVISION RECEIVED: Additional Information: ADDITIONAL POSTING INSTRUCTIONS: SUPPLEMENTAL INFORMATION: email@example.com. 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.
Clackamas Community College is a values-driven organization serving over 35,000 students (over 8000 FTE). Recognized for its committed, supportive faculty and staff, CCC offers classes and services at three active campuses – the Oregon City campus, the Harmony Community Campus in North Clackamas, and the Wilsonville campus. Our district also includes extension sites located in the towns of Canby a...nd Molalla, where CCC offers English as a Second Language, GED in Spanish, computer science and a variety of community education classes.