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Administrative Assistant

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

Website Central Oregon Community College

Primary Purpose

The Administrative Assistant performs various technical and administrative support duties primarily for the COCC Foundation and its Trustees, and secondarily, for the Office of College Advancement, which includes Marketing and Public Relations. Coordinates and performs office management and administrative projects within these departments, ensuring information, workflow, support activities, and their related functions and partnerships are met.

Essential Duties and Responsibilities

General Functions:
  • Receive telephone calls, visitors, email inquiries and physical mail, and then route contacts and correspondence to appropriate staff. Independently handle routine-to-difficult matters.
  • Provide confidential administrative support for the Chief Advancement Officer/Foundation Executive Director, Director of Marketing and Public Relations, and Director of Foundation Programs and all departmental support staff, as needed.
  • Provide high-level administrative support for COCC Foundation Board of Trustees: send meeting information, schedule rooms, prepare meeting packets, and take notes and minutes for Foundation Board and committee meetings.
  • Organize, prioritize, and execute technical and complex administrative support involving independent judgment and an in-depth understanding of the functions, procedures, calendars/cycles, and available staffing of the Office of College Advancement and the COCC Foundation.
  • Schedule appointments and arrange meetings as directed. Notify participants of meeting details and prepare materials (reports and/or statistical data) for presentations and discussions.
Business Processes and Event Support:
  • Prepare and process invoices for College Advancement and COCC Foundation and serve as the first contact for resolving matters related to checks, online donations, receipts, etc.
  • Coordinate the administrative aspects of projects, events and mailings and work with service providers and external vendors to ensure compliance (e.g. caterers, printers, mail house, etc.).
  • Assist with student and community volunteer coordination, scheduling, and correspondence.
  • Perform other essential duties as assigned that support the overall objective of the position.

Knowledge, Skills and Abilities

Individuals must possess these knowledge, skills and abilities or demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
  • Proficient in computer use with expertise in MS Word, Teams, PowerPoint, and Excel, as well as Adobe Acrobat Pro and Zoom.
  • Ability to communicate effectively (both orally and in writing) using the English language, with or without the use of an interpreter.
  • Ability to work with diverse constituents, including community leaders, Foundation and COCC board members, volunteers, students, College and Foundation staff, committees, and organizations external to the College.
  • Ability to multi-task and set and adjust fast-changing priorities organizationally.
  • Ability to assist with office workflow and assign work to others based on office needs.
  • Ability to produce accurate written materials that are proofed/edited for grammatical and spelling errors.
  • Ability to work occasional evening hours during Foundation board meetings and Advancement-related events.
  • Ability to maintain the confidentiality of sensitive and confidential information obtained while completing assignments.
  • Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
  • Ability to perform essential job functions outlined above.

Ergonomic Requirements

Regular office hours are established between 8 – 5 p.m. during the workweek. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the responsibilities.

Applicant 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 writing and reading written materials and computer screens, and ability to use 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 years’ progressively responsible, fast-paced office experience to include general office management, customer relations, and the need for a high degree of accuracy.

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 in Business, Education, Communications, or related field.
  • Experience in a development/fundraising office environment.
  • Experience simultaneously providing administrative assistance to multiple stakeholders.

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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