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Administrative Assistant

Full Time
  • Full Time
  • Bend, OR
  • $22.07-22.96/hr. USD / Year
  • Salary: $22.07-22.96/hr.

Website Central Oregon Community College

Primary Purpose

The Administrative Assistant position provides a wide range of administrative support services for non-credit programs in the Center for Business, Industry, and Professional Development by applying advanced skills in organization, technology, interpersonal communication, record keeping and information retrieval, strategic planning and problem solving.

Essential Duties and Responsibilities

General Functions:
  • Act as first point of contact for people inquiring about department services through phone, email and in-person customer service.
  • Assist customers by providing course information and student registration using the Enrole software program.
  • Support events and courses including facility scheduling, marketing, preparing course materials, course communication with students and instructors, supporting students with Learning Management System (LMS) questions, classroom set-up and clean-up, preparing student evaluations, etc.
  • Perform course set-up using course management programs (Enrole, Banner).
  • Manage department website including content management and class updates.
  • Perform data entry and reporting as required by the College, state and specific industries.
Business Processes:
  • Process instructor applications, contracts and other required documents in a timely and accurate manner to support course delivery.
  • Complete CEU transcription and curriculum completion documentation for specific courses when required.
  • Process pay documents, invoices, cash deposits, prepare journal entries and purchase orders in a timely manner.
Additional Responsibilities:
  • Recommend policy/procedure updates to improve operations and efficiency while meeting college and state requirements.
  • Perform other duties and projects as they pertain to the overall objective of the position.

Knowledge, Skills and Abilities

Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.
  • Ability to work independently in a team environment.
  • Possess strong communication and organization skills. Ability to maintain a positive and professional attitude while handling multiple tasks.
  • Ability to set priorities, initiate work, function well under tight time constraints and meet deadlines with minimal guidance.
  • Ability to provide a high level of customer service to students, instructors, College staff, businesses, state and local agencies, and contracted education service providers.
  • Ability to use a computer, copier, scanner/ printer and a variety of software programs including MS Outlook, Excel and Word.
  • Ability to learn new things quickly and problem solve effectively, using attention to detail, accuracy, and good organizational skills.
  • Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
  • Ability to cooperatively and contribute to a diverse workplace through ideas or experience.

Ergomomic 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.

Minimum 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.
  • Knowledge of Banner and instructional support processes.
  • Work experience with community colleges, school districts, or public entities.

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