Administrative Assistant

Position Details

Position Information

Position Title Administrative Assistant Classification Title Classified Position Number B97PD Grade Level 17 Starting Wage/Salary $24.93 - $25.94, plus exceptional benefits Close Date 08/23/2026 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? No Exceptional COCC Benefits Summary

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Primary Purpose

The Administrative Assistant provides administrative support to the Redmond Campus Director and Redmond Campus to include student services, instruction, campus operations, campus programs and events. Provides program support for Manufacturing Technology and other academic programs as assigned. Serves as first point of contact, interacts with and provides accurate information and guidance to credit and noncredit college faculty, prospective and current credit and noncredit students, and community members. This position also applies advanced skills in organization, technology, interpersonal communication, record keeping and information retrieval, strategic planning, and problem solving.

Essential Duties and Responsibilities

General Functions:

• Provide faculty, instructional assistants, department administrative assistants, and other college departments with onsite support, including but not limited to, campus technology support, room requests, and assistance with CRN management of courses offered on the branch campuses.
• Provide administrative support and assistance to Redmond Campus Director and Manufacturing Technology Program Director.
• Monitor and maintain security, equipment, furniture, and supplies of classrooms, offices, and workrooms for the campus.
• Assist in planning and revising the schedule, prepare course approval and program amendment forms for academic programs. Update schedule text, catalog copy, and program inserts.
• Coordinate, enter, and proof annual and adjusted quarterly class schedules, appropriate classroom assignments, and footnotes for assigned academic programs, including off-campus and online courses, by College deadlines.
• Prepare and process faculty Notices of Appointment and full-time faculty quarterly load sheets by College deadlines; completing these tasks entails tracking and maintaining accurate spreadsheets detailing faculty loads for scheduled program courses and approved non-teaching assignments, part-time faculty overload pay rates, and accounts to be charged.
• Schedule and update door locks on weekly basis. Communicate procedures to weekend users.
• Review and approve non-instructional Redmond Campus room requests in 25Live software.
• Serve as backup to Redmond Enrollment Services Senior: answering questions, in person and on the telephone, regarding program opportunities and student support services offered at COCC. Provide back up support to Madras and Prineville Administrative Assistants as needed.
• Serve as liaison between department Administrative Assistants located on the Bend Campus and Redmond faculty to include classroom placements, office assignments, and mail.
• Responsible for processing key and fob requests, including issuing keys and fobs, maintaining records, programming fobs, and tracking the return of keys and fobs.
• Assist Redmond Campus Director with scheduling all internal events on the Redmond Campus.
• Assist Manufacturing Program Director with meetings to include bi-annual Program Advisory committee meetings (coordination, communication, and meeting details). Maintain and update web pages for Redmond Campus and assigned academic departments, as needed.
• Regularly update and monitor campus and program web pages, social media sites, and other

Web-based campus platforms.

• Process textbook orders for scheduled courses each quarter, track and maintain records of departmental textbook orders submitted, and initiate reminders to faculty whose orders have not been submitted by COCC bookstore deadline.

Business/Fiscal Processes

• Prepare and process fiscal paperwork for assigned academic programs and Redmond campus, (e.g. check requests, purchase orders, and travel expense forms) for authorized dispersal of departmental funds; monitor expenditures in all cost centers at regular intervals to promote responsible budget management; and maintain accurate fiscal records, in paper and/or electronic formats best suited for ready retrieval upon demand
• Assist department chairs and program directors with annual budgets for multiple cost centers in accordance with College fiscal parameters and policies. Maintain a working knowledge of credit card, capital, grants, and career pathways fiscal procedures.
• Monitor and order supplies for faculty and staff on the Redmond Campus and assigned academic programs

Additional Responsibilities

• Ensure the building and assigned areas are prepared and ready for business operations including the computer, signage, bulletin boards, door lock/unlock and report any building or set-up problems to the appropriate department or supervisor. Assist with accommodations for registered ADA students.
• Assist with the planning and execution of Student Life and Redmond campus events.
• Under direction from Campus Director, assist with community and high school recruitment
• Provide registration and payment services for Community Education classes.
• Serve on college committees.
• Other duties as assigned.

Department Specific Knowledge, Skills, and Abilities

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 initiate and perform work with minimal supervision.
• Ability to work as a positive team member to solve problems and achieve goals; establish working relationships with staff.
• Ability to travel to all COCC Campuses, as needed.
• Ability to work independently engaging in problem-solving and complete multiple tasks within expected and communicated timelines.
• Skill in working with complex scheduling software; spreadsheets and other databases related to project tasks.
• Skill in scheduling and coordinating meetings, managing multiple schedules; ability to create documentation from requested meetings.
• Skill and ability to communicate effectively and positively with College faculty, staff, and administration, both orally and in writing, using the English language with or without the use of an interpreter.
• Knowledge of how to effectively and sensitively work with constituents from diverse cultural backgrounds and perspectives.
• Ability to provide and maintain a high level of professional customer service for students, staff, and departments via in-person, email, and/or phone.
• Ability to effectively utilize common Microsoft applications (Word, PowerPoint, Excel); Able to learn and effectively utilize a student information system (Banner and other required software 25Live, Lenel, Argos, etc.), standard office equipment, internet research, and phone skills.
• Ability to track budgets and do basic bookkeeping duties.
• Ability to demonstrate essential job functions outlined 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

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

Preferred Qualifications:

Education:

• Bachelor's degree.

Experience:

• 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 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

• Bachelor's Degree in Progress

• Bachelor's 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 minimum 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 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 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 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 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-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

• College Transcript 2 (unofficial)
• US Military DD 214
• License or Certification