Center for Academic Innovation Department Specialist

Chemeketa is a proud Hispanic-Serving Institution that aspires to be an inclusive environment where we honor and value the unique contributions of our diverse students, employees, and community. We seek to foster cultural competence and pursue equitable solutions that support all students in achieving their educational goals. If you are interested in joining the work of the college to pursue a supportive and inclusive culture, we encourage you to apply.

When applying for this position, please attach the electronic documents listed below. Failure to do so will result in your application being rejected as an incomplete application. Any documents you provide that are not listed will not been seen by the Search Committee.

• Unofficial Transcripts - An electronic copy of your academic transcript(s) from an accredited institution which clearly indicate the degree awarded, and any other applicable information, must be attached with your application if you would like it considered as part of your eligibility for the position. Any applicants who earned academic credentials from outside of the United States and wish to use those credits for consideration must also upload an evaluation of college credit earned at the non-U.S. institution.

Department Administrative Support 

• Assists in oversight of the daily operational activities of the Center for Academic Innovation; assists with the coordination of daily office coverage; tracks multiple projects simultaneously; performs independent work from brief guidelines or instructions; anticipates needs of department Dean and recommends new methods of operation to streamline processes; participates in problem solving issues; trains staff on department policies and procedures; recommends improvements to increase department effectiveness and efficiency

• Provides administrative and troubleshooting support to the Dean including managing projects within the assigned area of responsibility, and in particular, faculty professional development projects, maintaining faculty resources, coordinating all stakeholders in the Excellence in Teaching Award process, and administering the part-time professional development funding process

• Provides administrative g support to the Associate Dean of the Center for Academic Innovation department, in particular, assisting with Media Studio coordination, quality online instruction programming, and distance education promotion and assessment 

• Schedules Dean’s appointment calendar and arranges for meetings, facilities, equipment and travel as needed. Maintains appointment calendar for Dean using Google calendar; organizes and maintains information, manages/coordinates schedules and calendars, and communicates on and off campus, answers phones, correspondence to email. Maintains and updates activities on the college-wide Academic Innovations calendar to ensure the accuracy of events that are displayed on the college employee intranet (Chemeketa Connects)

• Initiates requests for information or actions from Deans, Associate Deans, Directors, or other departments; problem-solves issues, makes recommendations for solutions; acts as first level of response for the Dean and uses independent judgment to provide appropriate responses; interprets college policies, practices, and procedures to make appropriate referrals, responses, or recommendations

• Participates in the development, maintenance, and updating of policies, procedures, project materials, and/or other related documents

• Supports logistics for college-wide events and/or activities

• Takes and transcribes minutes of meetings; prepares and distributes agendas and minutes for college-wide committees administered by the CAI, including distribution of necessary support materials; tracks actions and outcomes of meetings to ensure that proper follow-up is completed; maintains committee records

• Coordinates and oversees access for all department employees including access to shared drives (Google Drive), and equipment, Media Studio, Academic Technology Hub, and conference rooms; Prepares all administrative forms for Dean’s approval (Key request, Google Drive, equipment, budget transfers, etc.).

• Participates in college-wide committees

• Assists in recruitment and hiring of part-time and full-time employees. Trains part time employees.

Customer Service

• Serves as technical resource to students, faculty, employees, partner agencies, and the community regarding department information, policies, procedures, and processes; provides general customer service which may include researching and responding to inquiries; provides information regarding college policies and procedures

• Assists with confidential personnel matters and student issues; uses independent judgment to make requests for information and interpret responses; identifies and brings forward issues confronting students, faculty, and office staff to the attention of the department Dean or Associate Dean 

• Collaborates with all campus departments and outreach campuses using problem solving and decision-making skills to maintain effective and efficient work flow and quality working relationships; serves as liaison with students for the Dean on a wide range of inquiries and makes decisions based on Dean’s directions to assist and advise students

• Applies continuous improvement and workplace organizational practices in a team environment to provide effective, high-quality services to both internal and external customers 

Budget, Data Tracking & Reporting Assistance 

• Coordinates the collection of data from multiple sources; assists with special reports and projects; researches and compiles data for various purposes including budgets; reviews and verifies data for completeness and accuracy 

• Maintains the department’s professional development database

• Supports the Statewide Affinity Coordinator to monitor and maintain the tracking of statewide HECC grants, Oregon Community College Distance Learning Association consortium funding, monitors the status of statewide consortial license agreements

• Collaborates with all campus departments on the tracking and payment processes of college-wide faculty stipends managed by the Center for Academic Innovation. Maintain tracking of all payments and share information with appropriate departments. (e.g. In-service, Faculty Retreat, Canvas training, faculty professional development, etc.) 

• Performs routine, financial activities, including tracking budget accounts, assisting with budget transfers, identifying and allocating charges to appropriate accounts, creating invoices and chargebacks to other college departments or organizations, tracking contract logistics and reconciling contract hours, creating invoices for OCCDLA professional development activities, preparing/reviewing travel reimbursements and/or other related financial forms for assigned department; assists with reviewing and reconciling Dean and Associate Dean’s P-card

• Tracks, processes documents and coordinates with Business Services office and other departments in the renewal of departmental and college-wide contracts, licenses, agreements and subscriptions

• Processes payroll authorizations, tracks part-time hourly workload, responsible for the collection, tracking and accuracy of timesheets

Banner Input & Review

• Monitors and coordinates Banner schedule input for the Center for Academic Innovation and coordinates registrations for a variety of activities which require receipt of payment/fees; ensures receipt and information is forwarded to Business Services office and assigned to the proper accounts 

• Initiates, compiles, and inputs departmental information to the Banner student information system which includes class schedules, consent codes, and personnel documents; tracks all data for accuracy and make appropriate changes/adjustments in conjunction with the stakeholders

• Assists Dean and Associate Dean in developing recommendations for the College’s online programming

• Inputs and utilizes computer data from several sources to schedule input (Banner), payroll (submitting timesheets for special projects stipends and generating PA’s), and contract addendums and other systems to ensure accuracy

Intitutional Expectations

• Embraces diversity and actively collaborates effectively with a variety of students, staff and the public from diverse cultural, social, economic and educational backgrounds
• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success
• Embraces, understands and uses appropriate technology tools to accomplish job functions
• Provides high quality, effective service to internal and external customers through continuous improvement and adoption of lean office practices

Your application will be scored based on the minimum qualifications, core competencies, and preferred qualifications listed below. If you are unsure whether you meet all of the qualifications , we encourage you to apply and address through your application materials all of the relevant education, transferable skills, and related experience that makes you a great candidate for this position. The information provided on your application will be used to determine step placement upon hire. Please ensure you include all information on your application which you wish to be considered.

Minimum Qualifications:

High School Diploma/GED 

-AND-

Three years of secretarial experience

-OR-

Associate Degree from an accredited institution 

-AND-

One year of secretarial experience 

Core Competencies:

• Office experience managing simultaneous activities and multiple deadlines

• Significant experience utilizing a variety of computer programs, web-based tools, and internet browsers

• Ability to learn new computer applications easily

• Ability to work well with people of varying skill levels

• Ability to effectively plan and organize work; ability to communicate effectively both orally and in writing

• Excellent knowledge of standard English and basic math

• Ability to work independently with accuracy and speed

• Ability to work well under pressure with multiple activities simultaneously

• Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others

Preferred Qualifications:

• Experience working as an Administrative Assistant for an academic dean or department

• Intermediate or advanced computer experience: MS Windows, MS Office Suite (Access, Word, Excel, Publisher) and Google Workspace

• Experience using Banner SIS SharePoint

• Knowledge of Student Information Systems (SIS) and online learning environments including Learning Management Systems (LMS) 

• Bilingual English/Spanish

SCHEDULE & MODALITY

• This is a 100%, 12-month classified assignment of the B3 band and grade
• Please note: The college is currently undertaking a comprehensive classification and compensation study.  No employee will lose base pay because of this study, however, classification titles and pay grades may change. The successful candidate will receive notice of all changes prior to implementation which is currently projected for the Winter of 2025.
• This position has a 6-month probationary period
• All positions at Chemeketa are required to be available for work onsite as requested by the college.
• Requires flexible work schedule to meet program needs, which may include evenings and/or weekends
• This position may require the use of your personal vehicle for transportation between campus locations
• If requested, requires the provision of official transcripts upon hire
• Employees must maintain Oregon, Washington or Idaho residency as a condition of employment.
• Successful applicants for designated positions must successfully pass a background inquiry, which may include criminal, driving, credit and full background checks. Only information relevant to the position will be considered. An individual with negative information on their background inquiry will not necessarily be denied employment. 
• Providing false information will result in rejection of an application, employment offer or dismissal

PHYSICAL REQUIREMENTS 

Sedentary Work:  Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary requirements are met.

VETERANS' PREFERENCE

Applicants are eligible to use Veterans' Preference when applying with Chemeketa Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will be given only if the applicant meets the minimum criteria of the position and electronically attach the required documentation at the time of application.

For information regarding Veterans' Preference qualifications, visit http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq

DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE 

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) -OR-
  • Letter from the US Dept. of Veterans Affairs indicating receipt of a non-service connected pension -OR-
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate
• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs -OR-
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/ 

*Please Note: As part of the first round of screening, the committee will conduct an anonymous review of the application materials and will not be able to view any personally identifiable information. Please be sure that your application is complete and thoroughly depicts how you meet the minimum qualifications, core competencies and preferred qualifications. Required documents must be provided at the time of application. Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. Chemeketa makes employment decisions based solely on the candidate's demonstrated competencies as related to successful performance in the position.  

PUBLIC SERVICE LOAN FORGIVENESS

Chemeketa Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.

LEGAL COMPLIANCE

View our CTE Program Summaries & Admission Requirements.

Chemeketa Community College prohibits unlawful discrimination based on the following:

• Race
• Color
• Religion
• National Origin
• Sex
• Marital Status
• Disability
• Protected Veteran Status
• Age
• Gender
• Gender Identity/Expression
• Sexual Orientation
• Pregnancy
• Whistleblowing
• Genetic Information
• Domestic Abuse Victim
• Expunged Juvenile Record
• Injured Workers
• Protected Hairstyle (CROWN Act)
• Victims of Domestic Violence (Sexual Assault, Stalking, and/or Harassment)
• Political Affiliation or Belief
• Tobacco Use During Work Hours

Or any other status protected by federal, state, or local law in any area, activity or operation of the College. The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with the individual’s rights or privileges granted under federal, state or local laws.

Under College policies, equal opportunity for employment, admission, and participation in the College’s programs, services, and activities will be extended to all persons, and the College will promote equal opportunity and treatment through application of its policies and other College efforts designed for that purpose. 

For concerns, inquires or complaints regarding student disability accessibility and accommodations contact:
Section 504/ADA Coordinator Students
Karen Alexander, Director, Student Accessibility and Testing Services
503.399.5276

Section 504/ADA Coordinator Employees  
For concerns, inquires or complaints regarding employee disability accessibility and accommodations contact:
Patrick Proctor, Associate Vice President, Human Resources
503.315.4586

Persons having questions or concerns about Title IX, which includes gender-based discrimination, sexual harassment, sexual violence, gender-based violence, and stalking, contact the Title IX coordinator, Jon Mathis at 503-584-7323, 4000 Lancaster Dr. NE, Salem, OR 97305, or http://go.chemeketa.edu/titleix. 

All persons having questions or concerns related to Equal Employment Opportunity or Affirmative Action should contact the Affirmative Action Officer at 503.315.4586, 4000 Lancaster Dr. NE, Salem OR 97305.  

Individuals may also contact the U.S. Department of Education, Office for Civil Rights (OCR), 810 3rd Avenue #750, Seattle, WA 98104, 206.607.1600. 

To request this publication in an alternative format, please call 503.399.5192. For language access please call 503.315.4586 or email patrick.proctor@chemeketa.edu.

Salary : $3,766 - $5,755