Polk Center Administrative Assistant

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.

Polk Center Administrative Support

• Acts as main contact for the Polk Center when director is not available

• Provides general college and specific department information to students, staff and the public on the phone and in person; makes appropriate referrals to college programs, services, or community agencies

• Schedule appointment calendars and arranges for meeting, facilities, equipment and travel as needed

• Make and convey decisions with regard to facility needs in keeping with established operational procedures and practices

• Collaborates with and support Polk Center administrator to ensure efficient and quality operations

• Coordinates term projects weekly for center activities to support schedule input, registration, first-week of term enrollment activities, course evaluation and schedules all classroom use of facilities by faculty, partnering agencies, private groups and outside vendors

• Maintains and verifies record keeping system; coordinates cashiering functions; balances cash accounts; generates billings and check requests; tracks project timelines

• Composes, types and edits documents including correspondence, program reports, news releases, publicity materials, schedule information, class materials, certificates, and others as requested

• Coordinates ordering of supplies, supplies requisitions; prepares center’s requisition forms for director’s signature and assists with follow-up on major equipment and supplies

• Organizes approved activities/events by scheduling meetings, agendas, task assignments, schedules for participation and ordering/purchasing food

• Communicates with staff and faculty on logistics and details and respond to inquiries from college staff, vendors, students and community

• Coordinates, assists, trains, and schedules part-time hourly clerical staff; assists administrator in the recruitment, interviewing and hiring of part-time hourly staff

• Inputs and utilizes computer data from multiple sources to schedule input (Banner), payroll (generating PA), part-time faculty contracts, addendums, faculty workload, and other systems to ensure accuracy and quality

• Organizes center’s academic year schedule

• Reviews verification reports for accuracy of class schedules, notify Director of necessary changes; proofs detailed promotional copy for quarterly class schedule 

• Processes, maintains, updates and archives site records, files and databases Coordinates processes to support instructional and instructor needs

• Supports instructors in communicating textbook needs to the bookstore representative

• Assists director in making decisions on course cancellations/terminations and associated paperwork for notifications and contracts

• Regularly attend Schedule Input Team meetings and Front Office Staff meetings

Data Management & Reporting

• Researches opportunities for marketing Polk Center to students and community. Work with representatives of various agencies to determine appropriate involvement in activities/events to increase student enrollment

• Gathers and compiles information for reports and special projects

• Retrieves various levels of information through Banner Reports and Banner Forms

• Assists with routine and out-of-cycle budget planning and development; monitors the centers budgets; researches incorrectly assigned expenditures; advises Director of potential budget issues

Institutional 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/General Equivalency Diploma (G.E.D.) 

-AND-

Three years of administrative support experience

-OR-

Associate's Degree from an accredited institution 

-AND-

One year of administrative support experience

• Customer service principles

• Modern office equipment and procedures

• Marketing and advertising practices

• General recordkeeping principles

• Basic database management principles

• Inventory maintenance principles

• Spelling and grammar principles

• Providing customer service

• Filing and using computers and related software applications

• Preparing a variety of reports

• Creating marketing displays

• Prioritizing work and performing multiple tasks

• Maintaining various databases

• Maintaining various confidential records

• Take and transcribe minutes and other notes at a moderate rate of speed

• Excellent knowledge of standard English

• Basic math and general office practices and procedures

• Interpersonal and team work skills

• Ability to understand and carry out oral and written directions

• Ability to work independently with accuracy and speed

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

Preferred Qualifications:

• Three years' secretarial work experience which includes strong customer skills, word processing and computer experience

• Familiarity with college data management systems

• Knowledge of spreadsheet software applications

• Marketing or secretarial coursework

• Knowledge of project management principles

• 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 2024.
• 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 

Light Work:  Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Even though weight lifted may be negligible, it may be rated light work if frequent walking and/or standing is required.

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 (Download PDF reader).

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. 

504/ADA Coordinator for Students

For concerns, inquiries or complaints regarding student disability accessibility and accommodations, please contact Karen Alexander, Director of Student Accessibility and Testing Services. Ph: 503.399.5276

Section 504/ADA Coordinator for Employees 

For concerns, inquiries or complaints regarding employee disability accessibility and accommodations, please contact Patrick Proctor, Associate Vice President of Human Resources. Ph: 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, please contact the Title IX coordinator, Jon Mathis. Ph: 503.584.7323, Located at 4000 Lancaster Dr. NE, Salem, OR 97305, You can find additional information at 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, Patrick Proctor, 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