Primary Purpose

The Administrative Assistant provides a wide range of administrative support services, for the department of Tutoring and Testing and to the department Director; assists department coordinators, tutors, and proctors; provides customer service to both students and faculty members throughout the COCC service district.

Essential Duties and Responsibilities

• Serve as receptionist and primary contact for the Tutoring & Testing Center, 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.
• Serve as primary contact for students using tutoring services; capture sign-ins and maintain data generated from usage of the area. Be able to pull reports from departmental database.
• Schedule one-on-one tutoring appointments, maintain tutor schedules in 26 subjects, via face- to-face, on-line and phone interactions.
• Assist Director with in-take of new staff for area via coordinating parking permits, e-mail accounts, area badges and personnel files for new hires. Track on timesheets for 87 hourly hires.
• Provide support to test proctors when issues of test security occur for high-stakes certifications/ADA/make-up testing.
• Schedule rooms, hand out training schedules, and track on tutors’ progress in area’s Regular and Advanced levels of College Reading & Learning Association tutor training program.
• Work with faculty to obtain resources used by tutors for reference.
• Organize, update and maintain hand-outs for tutors.
• Assist with promotion of the area via e-mail notices, posters and participation in student activity events. Promote use of the area’s on-line tutoring program. Present on services area offers to visiting classes when Director is absent.

• Lend, maintain and track usage of learning resource equipment and assist Director in ordering office supplies for Tutoring Center, Writing Center, Science (embedded) Tutoring, GED Testing and all other testing contracts the area supports.
• Exercise proficiency in using current College computer-based software applications (e.g. Microsoft Office, Banner, Resource 25, Outlook) and other technologies (web editors, custom databases, office equipment) to perform essential Tutoring & Testing Center administrative support functions.
• Maintain proficiency in updated College technologies through attending scheduled training opportunities and initiating requests for special training as required. Stay current on FERPA/mandatory reporter (Oregon statute)/ADA section 504.
• Assist Director with preparing billings for testing vendors.
• Perform other duties and projects as they pertain to the overall objective of the position.
• Serve on college committees.

Knowledge, Skills and Abilities

• Possess organizational skills to track, coordinate, and complete multiple tasks to support the effectiveness of a large and complex academic department.
• Ability to initiate and perform work without supervision, anticipating the needs of Tutoring & Testing Center as a whole.
• Ability to use effectively Microsoft platform desktop computer and various software (e.g., Microsoft Office, Outlook, Banner, Resource 25, databases) and to operate all standard office equipment.
• 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 Academic Affairs, and support staff of other departments.
• Ability to prepare for simultaneous deadlines by prioritizing tasks based on urgency, managing time wisely, requesting aid and making referrals as needed.
• Ability to manage office needs as staffing changes, and initiate capital, technology, and furniture requests as needed.
• 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.
• Ability to work cooperatively with, and contribute to, a diverse workplace.
• Must be able to perform essential job functions described above.

Ergonomic Requirements

Regular office hours are 8 am to 5 pm during the workweek. Employee must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires the ability to write, read written materials and computer screens, and hold telephonic conversations. Occasional lifting up to 25 lbs. All individuals are required to perform essential functions with or without reasonable accommodation.

Minimimum Requirements

• Associates Degree or completion of equivalent college-level coursework.

• Two (2) years of comprehensive office experience, employing effective skills in organization, budgeting, interpersonal communication, and computer-based technology.

Equivalency Statement

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.

Preferred Qualifications

• Bachelor’s degree

• Experience working in a higher education environment (community college or university)
• Experience with Banner database software
• Experience in basic web page maintenance
• Experience or education in college level tutoring and/or testing