Administrative Assistant - Tutoring/Testing Department
COCC
Position Details Position Information Position Title Administrative Assistant - Tutoring/Testing Department Classification Title Classified Position Number B90PD Grade Level 17 Starting Wage/Salary $22.07 - $22.96/hr plus exceptional benefits Close Date 01/12/2025 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 a wide range of administrative support services, for the department of Tutoring and Testing and to the department Director; assists department coordinators, tutors, and proctors; provides customer service to both students and faculty members throughout the COCC service district. Essential Duties and Responsibilities General Functions: Serve as receptionist and primary contact for the Tutoring & Testing Center, applying effective inter-communication skills in multiple modes, as well as informed departmental-College knowledge, needed to address promptly or re-direct appropriately all internal and external queries, help requests, concerns, and comments. Serve as primary contact for students using tutoring services; capture sign-ins and maintain data generated from usage of the area. Be able to pull reports from departmental database. Schedule one-on-one tutoring appointments, maintain tutor schedules in 26 subjects, via face- to-face, on-line and phone interactions. Assist Director with in-take of new staff for area via coordinating parking permits, e-mail accounts, area badges and personnel files for new hires. Track on timesheets for 87 hourly hires. Provide support to test proctors when issues of test security occur for high-stakes certifications/ADA/make-up testing. Schedule rooms, hand out training schedules, and track on tutors’ progress in area’s Regular and Advanced levels of College Reading & Learning Association tutor training program. Work with faculty to obtain resources used by tutors for reference. Organize, update and maintain hand-outs for tutors. Assist with promotion of the area via e-mail notices, posters and participation in student activity events. Promote use of the area’s on-line tutoring program. Present on services area offers to visiting classes when Director is absent. Business and Technology Processes: Lend, maintain and track usage of learning resource equipment and assist Director in ordering office supplies for Tutoring Center, Writing Center, Science (embedded) Tutoring, GED Testing and all other testing contracts the area supports. Exercise proficiency in using current College computer-based software applications (e.g. Microsoft Office, Banner, Resource 25, Outlook) and other technologies (web editors, custom databases, office equipment) to perform essential Tutoring & Testing Center administrative support functions. Maintain proficiency in updated College technologies through attending scheduled training opportunities and initiating requests for special training as required. Stay current on FERPA/mandatory reporter (Oregon statute)/ADA section 504. Assist Director with preparing billings for testing vendors. Perform other duties and projects as they pertain to the overall objective of the position. Serve on college committees. 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.
Possess organizational skills to track, coordinate, and complete multiple tasks to support the effectiveness of a large and complex academic department. Ability to initiate and perform work without supervision, anticipating the needs of Tutoring & Testing Center as a whole. Ability to use effectively Microsoft platform desktop computer and various software (e.g., Microsoft Office, Outlook, Banner, Resource 25, databases) and to operate all standard office equipment. 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 Academic Affairs, and support staff of other departments. Ability to prepare for simultaneous deadlines by prioritizing tasks based on urgency, managing time wisely, requesting aid and making referrals as needed. Ability to manage office needs as staffing changes, and initiate capital, technology, and furniture requests as needed. Ability to communicate clearly, in writing and speaking, face-to-face, via telephone, and e-mail, using the English language with or without the use of an interpreter. Ability to work cooperatively with, and contribute to, a diverse workplace. Must be able to perform essential job functions described above. Ergonomic Requirements Regular office hours are 8 am to 5 pm during the workweek. Employee 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 the ability to write, read written materials and computer screens, and hold telephonic conversations. Occasional lifting up to 25 lbs. 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: Experience working in a higher education environment (community college or university) Experience with Banner database software Experience in basic web page maintenance Experience or education in college level tutoring and/or testing 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 a wide range of administrative support services, for the department of Tutoring and Testing and to the department Director; assists department coordinators, tutors, and proctors; provides customer service to both students and faculty members throughout the COCC service district. Essential Duties and Responsibilities General Functions: Serve as receptionist and primary contact for the Tutoring & Testing Center, applying effective inter-communication skills in multiple modes, as well as informed departmental-College knowledge, needed to address promptly or re-direct appropriately all internal and external queries, help requests, concerns, and comments. Serve as primary contact for students using tutoring services; capture sign-ins and maintain data generated from usage of the area. Be able to pull reports from departmental database. Schedule one-on-one tutoring appointments, maintain tutor schedules in 26 subjects, via face- to-face, on-line and phone interactions. Assist Director with in-take of new staff for area via coordinating parking permits, e-mail accounts, area badges and personnel files for new hires. Track on timesheets for 87 hourly hires. Provide support to test proctors when issues of test security occur for high-stakes certifications/ADA/make-up testing. Schedule rooms, hand out training schedules, and track on tutors’ progress in area’s Regular and Advanced levels of College Reading & Learning Association tutor training program. Work with faculty to obtain resources used by tutors for reference. Organize, update and maintain hand-outs for tutors. Assist with promotion of the area via e-mail notices, posters and participation in student activity events. Promote use of the area’s on-line tutoring program. Present on services area offers to visiting classes when Director is absent. Business and Technology Processes: Lend, maintain and track usage of learning resource equipment and assist Director in ordering office supplies for Tutoring Center, Writing Center, Science (embedded) Tutoring, GED Testing and all other testing contracts the area supports. Exercise proficiency in using current College computer-based software applications (e.g. Microsoft Office, Banner, Resource 25, Outlook) and other technologies (web editors, custom databases, office equipment) to perform essential Tutoring & Testing Center administrative support functions. Maintain proficiency in updated College technologies through attending scheduled training opportunities and initiating requests for special training as required. Stay current on FERPA/mandatory reporter (Oregon statute)/ADA section 504. Assist Director with preparing billings for testing vendors. Perform other duties and projects as they pertain to the overall objective of the position. Serve on college committees. 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.
Possess organizational skills to track, coordinate, and complete multiple tasks to support the effectiveness of a large and complex academic department. Ability to initiate and perform work without supervision, anticipating the needs of Tutoring & Testing Center as a whole. Ability to use effectively Microsoft platform desktop computer and various software (e.g., Microsoft Office, Outlook, Banner, Resource 25, databases) and to operate all standard office equipment. 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 Academic Affairs, and support staff of other departments. Ability to prepare for simultaneous deadlines by prioritizing tasks based on urgency, managing time wisely, requesting aid and making referrals as needed. Ability to manage office needs as staffing changes, and initiate capital, technology, and furniture requests as needed. Ability to communicate clearly, in writing and speaking, face-to-face, via telephone, and e-mail, using the English language with or without the use of an interpreter. Ability to work cooperatively with, and contribute to, a diverse workplace. Must be able to perform essential job functions described above. Ergonomic Requirements Regular office hours are 8 am to 5 pm during the workweek. Employee 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 the ability to write, read written materials and computer screens, and hold telephonic conversations. Occasional lifting up to 25 lbs. 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: Experience working in a higher education environment (community college or university) Experience with Banner database software Experience in basic web page maintenance Experience or education in college level tutoring and/or testing 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 indicate how you satisfy the requirement of two years 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)
* 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 * 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)
* 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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