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Administrative Assistant – Culinary

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

Provide administrative, clerical and instructional support for the culinary faculty, programs and department chair, including Baking and Pastry, Culinary Arts and Hospitality Management. Responsible for scheduling, course inventory paperwork, college communications and general office duties. Serve as department receptionist and primary contact for in- person and phone communications. Apply advanced skills in organization, computer-based technology, interpersonal communication, record keeping and information retrieval, and problem solving in performing these support services.

Essential Duties and Responsibilities

General Functions:
  • Support the CCI Faculty Meetings and Program Advisory Committee meetings with scheduling, invitation management via Constant Contact, agenda creation, recording minutes and accreditation record management.
  • Process student evaluations at the end of each term for Culinary Programs. After processing (printing), distribute to the Chair and Dean of Instruction; track service learning and attendance.
  • Assist the Culinary department chair/program director in preparing forms for online recruitment and hiring of new faculty, classified staff, and work-study positions.
  • Support the culinary department chair and faculty with student recruitment and enrollment management efforts and distribution of marketing materials.
  • Serve as receptionist and primary contact for the Cascade Culinary Institute including Elevation restaurant, applying effective and hospitable inter-communication skills in multiple modes. Duties include frequent monitoring of daily e-mail and voicemail message from prospective students.
  • Assist the Elevation dining room manager with the guest reservations system via phone, email and the OpenTable reservations management system.
  • Perform hourly summer term duties as needed.
  • Assist Culinary department chair/program director and program faculty, as requested, in compiling data and completing forms to support departmental assessment projects, course/program change proposals, accreditation visit preparation, exchange visits and other curricular initiatives.
  • Coordinate efforts for high school cooking competitions; student and or visitor tours.
  • Prepare all textbook adoption forms for each full-time and part-time instructor per term for their approval, additions, etc. within Bookstore deadline dates.
  • Gather syllabi from all faculty members for each course and section and place the syllabi in a department file (and electronic file if available.)
  • Assist the Culinary department chair/program director and collaborate with the COCC Foundation with coordinating the student scholarship application and award process on a quarterly basis.
  • Perform other duties and projects as they pertain to the overall objective of the position.
Business Processes:
  • Provide purchasing, accounting, and budget support for the Culinary Department, including purchase orders/requests, check requests, travel requests, time sheets for irregular wage/college work study personnel, and maintenance of financial records.
  • Assist in planning and revising schedule and staffing, through analysis of relevant factors such as enrollment patterns and contracted faculty loads.
  • Prepare faculty assignments under FLAC guidelines and full-time faculty quarterly load sheets.
  • Coordinate on- boarding of new hires with appropriate COCC departments.
  • Create and distribute e-newsletters, special event invitations, etc. through Constant Contact to all CCI constituents (Constituents consist of the following groups: active students, perspective students, community at large and Elevation guests, CCI alumni, and industry professionals and program advisory committees).
  • Promote effective internal and external communication about CCI program offerings and special events.
  • Responsible for processing charges for Elevation and special events; provide back up to Purchasing Specialist as needed; receive and respond to donation requests to and from outside parties.
  • Coordinate department travel and lodging processes.
  • Maintain recruitment and marketing materials; employee job board.

Knowledge, Skills and Abilities

Candidates must possess the listed knowledge, skills and abilities and be able to perform the essential functions of the job, with or without reasonable accommodation, using a combination of skills and abilities. The incumbent is expected to follow College work rules and policies.
  • Ability to initiate and perform work without supervision.
  • Ability to plan and maintain multiple budget accounts.
  • Ability to plan and coordinate academic scheduling of classes/labs for academic year.
  • Ability to prioritize several major projects at any single time.
  • Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
  • 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 Instruction, and support staff of other departments.
  • Ability to effectively utilize common MicroSoft applications (Word, PowerPoint, Excel) as well as the ability to learn and effectively utilize Argos, and the student information system (Banner) and standard office machines.
  • Ability to demonstrate patience, resiliency, and prioritizing skills to complete required tasks efficiently.
  • Ability to maintain efficient office procedures while meeting simultaneous deadlines and fulfilling receptionist demands for various programs.
  • Ability to maintain confidentiality and security of documents and departmental personnel files.
  • 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.

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 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 by responding to the supplemental question presented during the application process.
All employees are required to successfully complete and pass a background screen, which includes a criminal history check.

Preferred Qualifications

  • Bachelor’s degree.
  • Knowledge of Banner and instructional support processes.
  • Experience working in community colleges, school districts, or public entities.

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