Administrative Assistant - CAP Services

Position Details

Position Information

Position Title Administrative Assistant - CAP Services Classification Title Classified Position Number B75PD Grade Level 17 Starting Wage/Salary $23.86 - $25.32/hour plus exceptional benefits. Wage placement is dependent on qualification and pay equity. Close Date 06/14/2026 Open Until Filled No Open Until Filled Notes Position Type/Employee Class Classified Faculty Status FTE .5 (20 hrs/wk) Typically 4 hours per day between 8am - 5pm, Monday through Friday. Contract Months 12.0 Overtime Eligible Non-Exempt Location Bend Hybrid Remote Work Eligible? No Exceptional COCC Benefits Summary

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Primary Purpose

Serve as the administrative assistant for CAP Services, which includes the areas of career services, academic advising and placement. Provide prospective, continuing and returning students with accurate and timely information about basic policies and procedures related to admissions, registration, advising, enrollment, financial aid, academic warning, student services, and student technology. Provide office support to the department in the areas of budgeting and purchases, web site maintenance, training of work-study students, and maintaining statistical records.

Essential Duties and Responsibilities

General Functions

• Serve as one of two staff providing customer services for students and staff in CAP Services. Perform administrative support and oversight to office operations.
• Manage multiple phone lines, in-person traffic, and email correspondence. Make appointments for placement, advising, and career exploration. Oversee office operations and reception scheduling to provide students and staff with consistent access to CAP Services staff and services.
• Provide prospective students with information needed to apply, provide placement, and advise, and register for classes. Provide special services on new student advising days such as registration guidance in a computer lab and scheduling/reserving rooms. Provide basic information about applying for and receiving financial aid. Provide information to continuing students about advising requirements, wait lists, academic warning requirements, tuition payments, transcripts, and graduation. Use COCCs student information system to provide accurate information, solve problems, and protect student privacy.
• Under the direction of the CAP Services Assistant Director, responsible for recruitment of and training work-study students and temporary employees.
• Provide appropriate and private support and maintain confidentiality for students. Determine appropriate response for students, or staff supporting students, in urgent situations, which may include referral to community health services and coordination with college officials.
• Participate on the CAP Services team to support a shared vision of excellence in student services. Actively support systematic assessment including routine measurement and evaluation. Participate in continuous improvement by inviting and providing honest and timely feedback.
• Perform other duties and projects as they pertain to the overall objective of the position.
• Serve on college committees.

Business Processes

• Produce rosters, reports, forms, correspondence, and graphics for publications. Generate mass mailings using Banner, Access reports, Word, and mail merge. Support departmental web pages.
• Coordinate operational functions of department to include maintaining department financial records and budget ledger for three budgets; prepare purchase orders and check requests as needed; monitor and purchase office supplies for department; monitor and order college promotional materials.
• Maintain electronic job board software and/or webpage to post jobs for prospective employers, set up student accounts, and retrieve reports and data. Train hourly and work students in job board maintenance.

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 understand complex academic environment and provide accurate and timely information to students and staff.

• Ability to respond with consistent, excellent customer service to a high volume of contacts (including simultaneous inquiries both in-person and via multiple phone lines) in an environment of frequent interruptions.
• Ability to communicate effectively with students, staff, and the public from diverse cultural, social, economic, and educational backgrounds.
• Ability to adhere to federal student privacy requirements for information related to student records; able to maintain accurate records, file and maintain filing systems, maintain confidentiality of private or sensitive information as required by the Family Educational Rights and Privacy Act of 1974.
• Ability to provide support to personal counseling with professionalism and confidentiality as well as support counselors adherence to HIPAA requirements.
• Ability to use appropriate technology tools to accomplish the job functions, and understands and uses technology to collect data and communicate.
• Must have knowledge of or the ability to learn technology that includes: windows computer, software applications (e.g., Word, PowerPoint, Excel, Outlook, Access), database and web interface Student Information Systems, E- recruiting software, placement test scoring software and use of general office equipment.
• Ability to guide students to use basic student technology such as their student online account and the e- recruiting software.
• Must have good communication and proofreading skills.
• Must be able to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
• Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
• Ability to work independently and collaboratively, prioritize workload, analyze problems and determine solutions.
• Ability to remain calm in stressful situations, work under pressure, meet deadlines and timetables, maintain attention to detail, and combine multiple tasks simultaneously.
• Able to effectively organize workflow and tasks in order to support the overall needs of the team.

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.

Experience

• Two (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

• Bachelors degree.
• Knowledge of Banner and instructional support processes.
• Work experience with community colleges, school districts, or public entities.

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 COCCs 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

• Master's Degree in Progress

• Master's Degree

• Ph.D in Progress

• Ph.D

• Ed.D in Progress

• Ed.D

• J.D.

• M.D

• Other Doctorate Level Degree

• • Please describe how you meet the requirement of two (2) years of comprehensive office experience, employing effective skills in organization, budgeting, interpersonal communication, and computer-based technology.

(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 COCCs 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 either your DD214 and 215 (215 if applicable) or your certification that you expect to be honorably discharged from the military within 120 days. You will have the opportunity to upload the document(s) in the next step of this application process. If you have questions about what document(s) to provide, email MyHR@cocc.edu.

• 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. Are you currently residing in, or willing to relocate to, the state of Oregon by the start date of this position?

• Yes, I currently reside in or will reside in the state of Oregon by the start date of this position.

• 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 Colleges 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 Colleges sponsorship or support by the positions 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 Colleges sponsorship or support by the positions start date.

• No.

• • Background checks are required for all employees of COCC. Should an offer of employment be made 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 COCCs criminal history check policy can be found online in the General Procedures Manual, Section HR-4-0. 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