Administrative Assistant - Campus Services
COCC
Position Details Position Information Position Title Administrative Assistant - Campus Services Classification Title Classified Position Number B36PD Grade Level 17, Step 1-3 Starting Wage/Salary $22.07-$22.96/hr plus exceptional benefits Close Date 04/20/2025 Open Until Filled No Open Until Filled Notes Position Type/Employee Class Classified Faculty Status Not applicable FTE 1.0 Contract Months 12.0 Overtime Eligible Non-Exempt Location Bend Hybrid Remote Work Eligible? No Exceptional COCC Benefits Summary
CLICK HERE TO VIEW BENEFITS & PERKS Primary Purpose The Administrative Assistant Provides general office functions/support to the Director of Campus Services and to the whole Campus Services department, including Grounds, Maintenance, Custodial, Shuttle, and ADA issues. Essential Duties and Responsibilities General Functions: Act as main receptionist for Campus Services, greeting and providing customer service to employees, students, vendors, and guests. Answer phones and radio dispatch, schedule appointments, and process correspondence and mail. check requests, purchase orders, bid requests, filing, and ordering office supplies. Manage help desk and process work orders. Process key/FOB requests, issue/order keys, and maintain key records; program FOB’s for faculty/staff and Wickiup residents. Assist Campus Services Operation Coordinator in processing vehicle scheduling for COCC vehicles, processing outside rental vehicles, requesting DMV driving records for driving approval for Campus Services fleet, and processing driving approval forms and DMV reports. Create and maintain organized hard copy and electronic filing systems for easy retrieval, including monthly fuel usage records. Produce professional documents, charts, spreadsheets, and schedules using Microsoft Office products (Word, Excel, Access, Outlook, PowerPoint). Assist with coordination of shuttle transportation for registered ADA students. Update ADA schedule each term. Assist with coordinating classroom furniture accommodations for registered ADA students. Business Processes: Implement and maintain correct billing procedures. Assure accurate accounting coding of invoices. Manage and process check requests, purchase orders, and bid requests. Prepare budget reports from Banner for all Campus Services departments; manage monthly billing reports & tracking for 508, FACFEE, and CARS. Prepare meeting agendas/minutes and assure appropriate distribution and filing. Attend safety meetings and prepare minutes. Coordinate committee meetings and oversee folder access. Assist Director of Campus Services with maintaining, updating, and cataloging building plans archive. Under the direction of the Director of Campus Services, arrange for temporary labor and verify billing for such personnel. File employee Leave Requests and submit to Payroll. Access 25Live for event and reservation information for use by Campus Services. Perform other duties and projects as they pertain to the overall objective of the position. Department Specific 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 and communicate effectively with faculty, staff, students and members of the public, both orally and in writing, using the English language with or without the use of an interpreter. Must be highly proficient in use of computer applications (Microsoft Office – Word, Excel, Outlook); able to use standard office equipment. Ability to create and maintain hard copy and electronic filing systems. Ability to track budgets and do basic bookkeeping duties. Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience. Exhibit professional phone skills and in-person customer service skills. Ability to refer emergencies to the appropriate staff member in the absence of the Director of Campus Services. Ability to take on small projects related to Campus Services and complete in a timely manner. Ability to maintain a neat, orderly, and efficient office environment to ensure professional and effective operations. Must demonstrate patience, resiliency, and prioritizing skills to complete required tasks efficiently. Must be able to maintain efficient office procedures while meeting simultaneous deadlines and fulfilling receptionist demands for various programs. Must be a self-starter and prioritize workload to accommodate time constraints. Ability to maintain confidentiality and security of documents and departmental personnel files. Ergonomic Requirements Working hours are regular, per the established work schedule. 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 Education Associates Degree or completion of equivalent college-level coursework. ExperienceTwo (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 Education: Bachelor’s degree Experience: Work experience in a community college, school district or public entity. Experience with electronic scheduling system(s) such as Webviewer, Meeting Room Manager, Event Manager. Experience with Microsoft Project, blueprints and building documents. 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. Supplemental Questions
CLICK HERE TO VIEW BENEFITS & PERKS Primary Purpose The Administrative Assistant Provides general office functions/support to the Director of Campus Services and to the whole Campus Services department, including Grounds, Maintenance, Custodial, Shuttle, and ADA issues. Essential Duties and Responsibilities General Functions: Act as main receptionist for Campus Services, greeting and providing customer service to employees, students, vendors, and guests. Answer phones and radio dispatch, schedule appointments, and process correspondence and mail. check requests, purchase orders, bid requests, filing, and ordering office supplies. Manage help desk and process work orders. Process key/FOB requests, issue/order keys, and maintain key records; program FOB’s for faculty/staff and Wickiup residents. Assist Campus Services Operation Coordinator in processing vehicle scheduling for COCC vehicles, processing outside rental vehicles, requesting DMV driving records for driving approval for Campus Services fleet, and processing driving approval forms and DMV reports. Create and maintain organized hard copy and electronic filing systems for easy retrieval, including monthly fuel usage records. Produce professional documents, charts, spreadsheets, and schedules using Microsoft Office products (Word, Excel, Access, Outlook, PowerPoint). Assist with coordination of shuttle transportation for registered ADA students. Update ADA schedule each term. Assist with coordinating classroom furniture accommodations for registered ADA students. Business Processes: Implement and maintain correct billing procedures. Assure accurate accounting coding of invoices. Manage and process check requests, purchase orders, and bid requests. Prepare budget reports from Banner for all Campus Services departments; manage monthly billing reports & tracking for 508, FACFEE, and CARS. Prepare meeting agendas/minutes and assure appropriate distribution and filing. Attend safety meetings and prepare minutes. Coordinate committee meetings and oversee folder access. Assist Director of Campus Services with maintaining, updating, and cataloging building plans archive. Under the direction of the Director of Campus Services, arrange for temporary labor and verify billing for such personnel. File employee Leave Requests and submit to Payroll. Access 25Live for event and reservation information for use by Campus Services. Perform other duties and projects as they pertain to the overall objective of the position. Department Specific 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 and communicate effectively with faculty, staff, students and members of the public, both orally and in writing, using the English language with or without the use of an interpreter. Must be highly proficient in use of computer applications (Microsoft Office – Word, Excel, Outlook); able to use standard office equipment. Ability to create and maintain hard copy and electronic filing systems. Ability to track budgets and do basic bookkeeping duties. Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience. Exhibit professional phone skills and in-person customer service skills. Ability to refer emergencies to the appropriate staff member in the absence of the Director of Campus Services. Ability to take on small projects related to Campus Services and complete in a timely manner. Ability to maintain a neat, orderly, and efficient office environment to ensure professional and effective operations. Must demonstrate patience, resiliency, and prioritizing skills to complete required tasks efficiently. Must be able to maintain efficient office procedures while meeting simultaneous deadlines and fulfilling receptionist demands for various programs. Must be a self-starter and prioritize workload to accommodate time constraints. Ability to maintain confidentiality and security of documents and departmental personnel files. Ergonomic Requirements Working hours are regular, per the established work schedule. 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 Education Associates Degree or completion of equivalent college-level coursework. ExperienceTwo (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 Education: Bachelor’s degree Experience: Work experience in a community college, school district or public entity. Experience with electronic scheduling system(s) such as Webviewer, Meeting Room Manager, Event Manager. Experience with Microsoft Project, blueprints and building documents. 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. Supplemental Questions
Required fields are indicated with an asterisk (*).
* What is your highest level of education? No High School Diploma or GED High School Diploma or GED Professional Certification or License (not a degree) Associates Degree Bachelors Degree in Progress Bachelors Degree Masters Degree In Progress Masters Degree Ph.D. in Progress Ph.D. J.D. M.D. Other Doctorate Level Degree * Please define how you meet the two years of comprehensive office experience, employing effective skills in organization, budgeting, interpersonal communication, and computer-based technology.(Open Ended Question)
* The College recognizes the value of skills, knowledge, and experience gained outside of formal education and paid employment. Applicants who do not meet minimum education and/or experience requirements but possess other qualifications or experience they feel are equivalent are encouraged to apply. Check the applicable box(es) below and explain in the next question why your feel your education/experience should be considered equivalent. I meet all minimum requirements (education and experience) listed for this position. I do not meet the minimum education degree requirement(s). For example, the position requires a Bachelor's degree, I have an Associate's degree. My degree is not in the required stated area(s). For example, the position requires a Bachelor's degree in Accounting, I have a Bachelor's degree in another area. I have less than the minimum years' experience in the area(s) required. * As a follow up to the previous question, explain how your education/experience should be considered equivalent to the minimum requirements. If you feel you meet all the stated minimum requirements, please put N/A.(Open Ended Question)
In support of COCC’s commitment to diversity, equity, and inclusion, bilingual fluency in English and another language is considered a plus: Please list any languages other than English in which you are fluent (read and write)(Open Ended Question)
* COCC employees must work and reside in the state of Oregon at the time their work is being performed. Are you, or will you be residing in the state of Oregon by the start date of this position? Yes No * Are you a U.S. military veteran? COCC provides qualifying veterans and disabled veterans with preference in employment. To receive veterans' preference in this recruitment process, you must upload your DD214 and 215 (215 if applicable) or certification that you expect to be honorably discharged from the military within 120 days of certifying veteran status as supporting documentation. You will have the opportunity to upload the document(s) in the next step of this application process. Yes, I am a veteran No, I am not a veteran If you have identified yourself as a qualified veteran or disabled veteran by submitting your DD214 and DD215 (if applicable) form(s) as proof of veteran status, please describe any transferable skills earned during your military service that you feel relate to the requirements/preferences of this position.(Open Ended Question)
* The College is NOT able to support Visa applications for this position. Applicants must already be eligible to work and have the ability to arrive in the United States without the College’s support to be considered for this position. Are you, or will you be eligible to work and have the ability to arrive in the United States without the College’s support by the start date of this position? Yes No * Background checks are required for all employees of COCC. Should an offer of employment be made to you and accepted by you, you will receive an email from COCC / HireRight Screening requesting your consent and basic information to complete the check. The offer of employment will be conditional upon satisfactory completion of the criminal background check. Confirmed findings on a criminal background check will not automatically disqualify you from being hired into a position. Results are evaluated on a case-by-case basis, considering the job responsibilities and other risk factors. Additional information regarding COCC’s criminal history check policy can be found online in the General Procedures Manual, Section HR-2-1. Please indicate here if you will provide consent to the criminal history check when requested by the College Yes, I will provide my consent when requested No, I will not provide my consent when requested Required Documents Required Documents Resume/Vitae Cover Letter College Transcript 1 (unofficial) Optional Documents Letter of Recommendation 1 US Military DD 214
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