Administrative Assistant - Apprenticeship

Position Details

Position Information

Position Title Administrative Assistant - Apprenticeship Classification Title Classified Position Number B1006PD Grade Level 17 Starting Wage/Salary $25.43 - $26.46/hour plus exceptional benefits. Wage placement is dependent on qualification and pay equity. Close Date 07/05/2026 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 Redmond Hybrid Remote Work Eligible? Yes but no COCC position is fully remote. Hybrid/Remote possibilities to be determined by the supervisor/department and discussed during interview process. Exceptional COCC Benefits Summary

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Primary Purpose

The Apprenticeship Operations Specialist provides comprehensive administrative and operational support for the College's registered apprenticeship and pre-apprenticeship programs. This position serves as the primary administrative point of contact for apprentices, applicants, employers, training agents, faculty, and regulatory partners.

The role ensures accurate program administration, student registration, records management, regulatory reporting, and contract compliance in alignment with College policies and requirements of the Oregon Bureau of Labor and Industries (BOLI) and other apprenticeship governing bodies.

Essential Duties and Responsibilities

Administrative Operations & Student Support:

• Serve as the first point of contact for apprenticeship program inquiries via phone, email, and in-person communication.
• Respond to prospective and current apprentice inquiries regarding program requirements, timelines, and processes.
• Complete course scheduling in both credit and non-credit systems (CLSS and Enrole).
• Coordinate apprentice registration each term in accordance with program requirements and timelines.
• Prepare and distribute apprentice and pre-apprentice paperwork and ensure completion of required student documentation.
• Process room reservations for apprenticeship committee meetings, interviews, orientations, and related trainings.
• Processing of personnel-related paperwork, including approval to hire forms, resignation notifications, and routine correspondence between the apprenticeship program and instructors.

Apprenticeship Program Administration Support:

• Process candidate applications and ensure eligibility documentation is complete and compliant.
• Coordinate and participate in candidate interviews, including scheduling, materials preparation, scoring documentation, and rank list support.
• Process apprenticeship agreements, contracts, and Memoranda of Understanding (MOUs) with committees and training agents.
• Support maintenance of apprenticeship standards and program documentation.
• Ensure records management and retention practices align with regulatory and College requirements.

Compliance, Reporting & Regulatory Support:

• Support tracking and documentation of On-the-Job Training (OJT) and Related Training Instruction (RTI) hours and completion.
• Assist the Apprenticeship Manager in compiling, verifying, and submitting required reports to BOLI.
• Maintain organized electronic and physical filing systems for audits, compliance, and reporting purposes.
• Assist with preparation for internal and external audits and monitoring reviews.
• Monitor deadlines and ensure timely submission of required documentation and reports.

Student Marketing/Recruiting:

• Establish relationships with apprentices (students) and apprenticeship representatives (employer partners).
• Support the Apprenticeship marketing plan and update COCC Apprenticeship website page.
• Support program recruiting efforts through email and phone contact with prospective students. Answer questions, return emails, host visiting students & family members. Distribute program information to new contacts.
• Answer questions, track enrollment progress, and assist with students transition to the college.

Department Specific Knowledge, Skills, and Abilities

Individuals must possess the listed knowledge, skills and abilities and be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The incumbent is expected to follow College work rules and policies.

• Knowledge of office administration practices, records management, and customer service principles.
• Ability to interpret and apply College policies and apprenticeship program standards.
• Ability to understand and support compliance requirements associated with registered apprenticeship programs.
• Strong organizational skills and ability to manage multiple deadlines in a fast-paced environment.
• High level of accuracy and attention to detail, particularly in data entry, reporting, and compliance documentation.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to work in a complex work environment with frequent interruptions and time constraints.
• Proficiency with student information systems, databases, and Microsoft Office applications.
• Ability to communicate effectively, both orally and in writing.
• Ability to work independently while contributing positively to a collaborative team environment.
• Ability to work effectively with diverse populations including apprentices, employers, labor representatives, faculty, and regulatory agencies.

Ergonomic Requirements

Work is performed in a standard office environment and is primarily sedentary in nature. The employee is regularly required to sit, use hands and fingers, reach with hands and arms, and operate standard office equipment. The position requires near visual acuity for computer work and sufficient hearing and speech ability for telephonic and in-person communication. Occasional lifting of up to 15 pounds may be required. Essential functions may be performed with or without reasonable accommodation.

Minimum Requirements

Education:

• Associate's Degree in business, public administration, accounting, or related field; and

Experience:

• Two years of progressively responsible administrative or office support experience, including experience with records management and data tracking.

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.

Preferred Qualifications

• Experience supporting apprenticeship programs or workforce development programs.
• Experience working with state or federally regulated programs.
• Familiarity with student information systems (e.g., CLSS, Enrole, Banner or similar ERP systems).
• Experience working in a community college or public sector environment.
• Experience supporting audits, compliance reviews, or regulatory reporting processes.

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 describe how you meet the minimum requirement of two years of progressively responsible administrative or office support experience, including experience with records management and data tracking.

(Open Ended Question)

• • We recognize 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 education/experience should be considered equivalent. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on the box or boxes you check, as we are committed to a fair and thorough evaluation process.

• I meet all minimum requirements (education and experience) listed for this position.

• I do not meet the minimum education degree requirement(s).

• My degree is not in the required stated area(s).

• 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. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on your response, as we are committed to a fair and thorough evaluation process.

(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)

• • 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)

• • 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

• • The College CANNOT provide support or sponsorship of any type for visa applications and related paperwork for employment purposes. To be considered, applicants must already be authorized to begin work in the United States, be able to arrive in the country, and maintain work eligibility without the College's sponsorship or support. Are you currently, or will you be, authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College's sponsorship or support by the position's start date?

• Yes, I am already or will be authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College's sponsorship or support by the position's start date.

• 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

• US Military DD 214