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Administrative Assistant

Full Time
  • Full Time
  • Bend, OR
  • Salary: $21.74 - $22.18/hr

Website centraloregoncc Central Oregon Community College

Primary Purpose

The Administrative Assistant serves as reception and primary contact for in-person, email, and phone communications for the department; provides comprehensive administrative support the Director of Campus Safety and the Campus Safety department; coordinates and performs administrative projects within the department; coordinates information and workflow, support activities, projects and programs; acts in a confidential capacity involving sensitive, complex, and privacy-protected student, staff, and community issues.

Essential Duties and Repsonsibilities

Administrative Functions:

  • Performs technical and complex administrative support involving the use of independent judgment and an in- depth understanding of the functions and procedures of the department, with a working understanding of functions and procedures of other college departments/areas.
  • Schedules meetings and appointments for the Director; processes confidential CPS records. Creates documents and spreadsheets, drafts correspondence and assists with compilation of statistical reports. Establishes and tracks data for projects, activities, and required submissions.
  • Generates information profiles for campus safety administrators and specialists using both proprietary and public databases including, but not limited to, OJIN, Banner, and Lenel. Performs real time data entry dispatch and directs calls to campus safety specialists and outside emergency service providers for response to security incidents using radio and phone based on CPS protocol.
  • Operates access control systems daily using Lenel software including: door scheduling, emergency locks and unlocks, and day-time monitoring. Responsible for database management.
  • Prepares purchase orders, check requests, petty cash requests, and other budgetary functions; generates budget reports assists in the preparation of requests for proposals, requests for Information, and other bid-process tasks.
Communication and Collaboration:
  • Acts as point of contact and collaboration for Campus Safety Department in key relationships including other college departments, outside vendors, and public agencies.
  • Manages and updates the communications on the department webpages.
  • Provides support for annual special events and activities.
  • Serves on college committees.

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 effectively communicate with and help to de-escalate persons who may be in an agitated state, in need of emergency services or having difficulty articulating their need for assistance.
  • Ability to process information provided via phone and radio calls and articulate appropriate responses as well as taking appropriate action in response.
  • Knowledge or training with maintaining databases (data entry and report generation).
  • Skills with telephone etiquette, calm demeanor and organizational skills.
  • Ability to compile complex population selections and utilize campus reporting tools, audit data, and generate reports.
  • Ability to effectively receive, prioritize and dispatch calls for service under stressful and time limited conditions.
  • Ability to maintain the confidentiality of sensitive and confidential information obtained through the course of completing assignments.
  • Ability to work and communicate effectively with emergency services, department supervisors, students, traffic control, the Department of Motor Vehicles, instructional departments, cashiers, food services personnel, and printing and mail services personnel.
  • Ability to use computer applications (Microsoft Office – Access, Word, Excel, Outlook) and keyboard. Familiar with basic office equipment (fax, 2-way radio, scanner, copier, etc.).
  • Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
  • Ability to demonstrate essential job functions outlined above.
  • Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
  • Ability to effectively multi-task in a fast-paced work environment that is responsible for providing emergency assistance to students and staff.
  • Ability to be a liaison on integration of internal and external agencies and resources.
  • Knowledge of report writing, budgeting, and accounting practices.

Ergonomic Requirements

Regular office hours are established between 8 am – 5 pm during the workweek. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the responsibilities.
Incumbent 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 to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25lbs. All individuals are required to perform essential functions with or without reasonable accommodation.

Minimum Requirements

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

Equivalence 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 by responding to the supplemental question presented during the application process.

Preferred Qualifications

  • Experience in fast paced, public safety environment with an emphasis on customer service and public interaction.
  • Experience with dispatch services using mobile units.

EEO Statement

The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.
This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.
In support of COCC’s EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.

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