Administrative Assistant II - Health Sciences Part-Time Clackamas Community College
Description For full consideration, please ensure your application materials are received by 5:00PM on December 10, 2018.
Provide a wide variety of administrative support, including information/referral for students, employees, and the public; budget preparation; and purchasing assistance. Maintain various records, including sensitive student/employee information. Perform various other general office tasks as necessary.
This position may work up to 19.5 hours/week.
ESSENTIAL JOB FUNCTIONS: Serve as information resource in response to inquiries from students, public and college personnel regarding departments' activities, procedures, policies and programs. Greet visitors and answer telephone, determine nature of visit/call, provide information requested, direct to appropriate person or take and relay messages. Make tentative appointments. Contact other departments or outside persons/organizations to secure/relay information and/or follow up on administrative or other requests.
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 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. 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.
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: Provide assistance to other department personnel as workload and staffing levels dictate. Maintain proficiency by attending training and meetings, reading materials, and meeting with others in areas of responsibility. 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: Advanced knowledge of secretarial and general office practices and procedures, English and business grammar, (Spanish as applicable), proofreading, spelling, word processing and spreadsheet applications software and use of standard office equipment. Equivalent to high school education supplemented by additional secretarial training and at least two years of related experience, or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties.
KNOWLEDGE: Knowledge of general office practices, grammar/spelling, and positive customer service.
SKILL: Skill in the use of personal computers, office software programs, 10-key, phone menu system, and standard office equipment. Strong English, (Spanish as applicable) grammar and proofreading skills.
ABILITIES: Ability to establish and maintain an effective working relationship with management, staff, students, other agencies, and the general public; manage time effectively; read and interpret policies, regulations and laws as they relate to the job; communicate effectively, both orally and in writing, with individuals and groups. Strong organizational skills and an ability to prioritize and meet deadlines while providing calm, courteous, accurate and professional service in a fast-paced environment with multiple interruptions. Maintain a high degree of discretion when dealing with sensitive/confidential information. Ability to make independent judgments, work efficiently under pressure, physical ability to perform the essential job functions.
SPECIAL REQUIREMENTS/LICENSES: Bi-lingual in Spanish and English if supporting the ESL department. Valid Driver's License.
DESIRABLE REQUIREMENTS: Bi-lingual Spanish and English if supporting Student or Enrollment Services areas.
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. The position requires mobility. Duties involve moving materials weighing up to 5 pounds on a regular basis such as files, books, office equipment, etc., and may infrequently require moving materials/objects weighing 25 to 60 pounds. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, calculator, 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.
WORKING CONDITIONS: Usual office working conditions. The noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noise.
SUPERVISORY RESPONSIBILITIES: 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.
SUPERVISION RECEIVED: Works under the general supervision of the immediate supervisor.
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
Completed responses to the Supplemental Questions
Upon hire, candidate will be required to provide official transcripts for degrees earned, if applicable. -------------------------------------------------------------------------------------------------------------------- SUPPLEMENTAL INFORMATION: 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.
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 and Molalla, where CCC offers English as a Second Language, GED in Spanish, computer science and a variety of community education classes.