Location: Albany,OR, USA
Posting Number: 0601307-C Position Type: Classified Special Notes to Applicants:
Information Regarding the Salary Placement Process:
According to the terms of the Collective Bargaining Agreement between LBCC and the Independent Association of Classified Employees (IACE), all Classified employees begin at Step 1 of the salary schedule, corresponding to the position's grade. Placement at a higher step on the schedule is not negotiable, except by mutual written agreement of Association leadership and LBCC Human Resources. These exceptions are uncommon, and only granted in limited circumstances.
The Administrative Assistant position is graded as a Grade 17. Step 1 on the Classified salary schedule for this grade is $50,615. Progression on the salary schedule is subject to the terms and conditions laid out in the IACE Collective Bargaining Agreement. Click here to view the current agreement, including the negotiated salary schedules by fiscal year.
As a part of your total compensation, LBCC is pleased to offer comprehensive benefits, including:
* Medical Insurance for employees and their dependents
* Vision Insurance for employees and their dependents
* Dental Insurance for employees and their dependents
* 12 paid holidays per year
* 11 Vacation days accrued per year
* 8 Hours of Sick Leave accrued per month
* On-Site Discounted Childcare
* Free tuition for employees and their dependents
* PERS (Public Employees Retirement) eligibility, with LBCC paying the 6% employee contribution
* Professional Development Funds
* Free use of on-site fitness center
As a condition of employment, all new employees are required to be compensated via direct deposit.
LBCC is an Equal Opportunity Educator and Employer.
Offers of employment are contingent on the applicant having Oregon residency at the time work commences.
LBCC offers a pay incentive to eligible employees who demonstrate proficiency in conversational Spanish when evaluated and formally certified by a college-approved professional or agency. Eligibility to apply for and receive bilingual pay incentives for Spanish and languages other than English are subject to the provisions of Administrative Rule 6025-06. For more information, please LBCC Bilingual Pay Incentive Administrative Policy or the Classified Association Agreement.
Position Title: Administrative Assistant Employment Requirement Criminal Background Check - C4 Division/Department: Science, Engineering and Mathematics Location Albany Campus, Albany, OR Job Summary:
Provides complex and technical administrative program support for the Business, Education, and Liberal Arts & Science, Engineering, and Math divisions. Assists and supports the deans with various tasks.
Required Qualifications:
Applications are reviewed for minimum qualifications. In order to be considered, your application must clearly show you meet the minimum qualifications for this position.
Education and Experience:
* Position requires an AA/AS degree plus the equivalent of three years full-time related experience including the use of integrated databases, preferably Banner, OR;
* The equivalent of five years full-time progressively responsible related experience, OR;
* An equivalent combination of related education and experience.
Knowledge and Skills:
* Requires desire and commitment to work with students.
* Requires thorough knowledge of office practices and procedures that include highly proficient use of database and spreadsheet software applications, various office equipment, and filing systems.
* Must be skilled in reception and telephone techniques, and letter and report writing.
* Requires thorough knowledge of staff administration, basic bookkeeping, and confidential record keeping.
* Requires skills in English, grammar, spelling, punctuation, and mathematics.
* Requires thorough knowledge of word processing, formatting, computer software applications and design techniques and printing formats.
* Requires strong organizational, planning and communication skills.
Abilities:
* Requires the ability to independently perform the duties of the position efficiently and effectively using judgment and discretion.
* Requires the ability to perform highly technical and complex secretarial and administrative duties with speed and accuracy.
* Must have demonstrated initiative and self-direction to learn, interpret, explain and apply knowledge of the college and department organization, operations, programs, functions and special department terminology.
* Requires ability to plan, organize, and prioritize work to meet schedules and timelines.
* Requires the ability to oversee staff and work-study students in a manner that encourages high morale and efficiency.
* Requires the ability to revise and maintain established procedural systems and controls and establish work priorities.
* Must be able to communicate formally and informally with students, staff, and the public using tact, diplomacy and courtesy.
* Must be able to work respectfully with individuals of all cultures, backgrounds, perspectives, and abilities.
Preferred Qualifications:
* Prefer a thorough knowledge of special practices, techniques and policies associated with the division, plus knowledge of campus dynamics.
* Prefer familiarity with college operations, practices and policies as they relate to the division.
Physical Requirements and Working Conditions:
Physical Skills and Abilities:
Learned physical skill is required to perform keyboarding functions. Occasional lifting, guiding, or carrying of lightweight materials or equipment may be required. Sitting for extended periods while working at a computer terminal, the ability to bend, stoop, and crawl while troubleshooting office equipment failure may be required.
Working Conditions:
Work is normally performed in an office setting with little or no exposure to health and safety hazards. Requires occasional travel to other college's and educational entities. Occasional early or late work hours are required. Considerable time is spent working at a computer.
Essential Duties:
* Serves as point of contact within the divisions relating to operations, including onboarding new staff, preparing offices for full and part-time faculty, submitting work orders for building maintenance, textbook procurement, room assignments, workroom needs, work-study oversight, supply orders, event coordination, putting up notices in case of faculty illness, and external inquiries.
* Communicate with the Associate Dean and Admin of Part-time Faculty on questions or problem-solving related to schedule issues. Support the Office of Part-time Faculty Associate to adjust the schedule based on cancellations or additions; communicate with the Registrar and Curriculum and Scheduling Manager as needed.
* Provides support and data to division department chairs for various needs, including office and logistical needs such as checking program maps annually for program review or creating a list of majors for chairs. Check all maps for accuracy against the schedule. Proactively suggests edits to either maps or schedules to department chairs and follows through on the process to change either. Creates reports using Watermark for faculty to make decisions around program data.
* Communicate with students when classes are changed or canceled, using advanced knowledge of programs and curriculums to appropriately assist and direct students into alternate classes following FERPA guidelines.
* Assist the Deans with any grant or specialized funding requirements, including support for any reporting.
* Provide event support, coordinate guest speaker arrangements and publicity, create flyers, order refreshments, and reserve rooms. Coordinates and schedules room reservations, food service, materials, and equipment needs for BELA both divisions' faculty and staff meetings and/or events. Supports all campus or divisional special events with planning and coordination as directed (e.g. art gallery events, receptions, Welcome Day, etc.). Attend Division Inservice and Department Chair meetings, as requested, to provide needed support. Coordinate food and room arrangements for all Inservice events.
* Supports the divisions in onboarding part-time faculty, full-time faculty, work-study students, and staff. Supports new part-time faculty and department chairs in college procedures, archiving syllabi every term, helping faculty with LMS questions and initial access, Webrunner etc. Assists Deans in scheduling interviews and presentations of candidates for faculty positions.
* Recruits, trains, coaches, and schedules work-study and part-time non-contracted employees. Prioritizes, oversees, and assigns work to student employees through the Learn & Earn and work-study programs to ensure support to faculty, such as printing instructional materials and purchasing books, software, and instructional materials. Ensures staffing of specialized work-study spaces, such as the Visual Arts Lab. Ensures that PTNC timesheets for classified are submitted.
* Prepare faculty packets for use in day-to-day classroom teaching either digitally or in hard copy. Oversees preparation of packets for sale in the Campus Store for various departments. Creates and monitors associated bookstore invoices and credit memos with accuracy.
* Supports the Education department by serving as a point of contact for the Grow Your Own Teachers Initiative Program and maintaining articulation documents between LBCC and participating districts and university partners. Coordinates related events and meetings with teachers and school district personnel. Provides program support in tracking student placement requirements and background check completion.
* Coordinate with English faculty to support the Writing co-req in terms of meetings, scheduling with the Learning Center and Library, and coordinating with the WR 121 and WR 115 Coordinators. Provides logistical and clerical support for the WR115 and WR121 faculty to administer and grade shared holistic final exams. Assist students, as needed, when they are approved to opt out of the Math or Writing co-req.
* Prepares infographics, posters, and other promotional materials consistent with LBCC's branding guidelines as directed. Utilize Canva to create materials.
* Answers phones and provides information and assistance to students and staff on various matters requiring detailed knowledge of the division's programs, procedures, policies, precedents, and activities.
* Serves as backup for other administrative needs, as needed, including processing all payroll related functions in accordance with policies, procedures, and timelines. Payroll cross-training is required on an annual basis.
* Provides lead support to student employees for miscellaneous office support, such as maintaining department inventories, distributing mail, maintaining office equipment, and making copies. Maintains documentation and creates new written procedures on related tasks. Performs annual key audit. Manages the assignment of student art lockers and coordinates the checkout and inventory maintenance of audiovisual equipment, including laptops, digital cameras, and electronic keyboards.
* Maintains proficiency with various office technologies and utilizes these tools for continuous improvements in the efficiency of the division. Utilize Google Spreadsheets to prepare information for division deans.
* Attends Administrative Assistants' meetings and training, as relevant, to remain current on procedures related to pcards, payroll, and other info needed to serve the divisions.
* Performs other related duties as assigned.
Applicant Instructions:
Please complete the online application and upload or attach the following required documents:
* Resume
* Cover Letter
* Unofficial Academic Transcript (if needed to meet minimum qualifications)
Transcripts from institutions outside of the United States must be accompanied by an international credential agency evaluation. Click here for a list of agencies who perform these services.
U.S. Veterans must attach proof of honorable discharge (Form DD-214, Copy 4) to their application to qualify for veteran's consideration.
Proposed Start Date: 12/16/2024 Number of Days per Year 247 Days - Classified FTE Load
1.0 FTE
Full-time or Part-time Full-time, Fiscal Year (Contracted with Benefits) Number of hours/week: 40 Work Schedule: Regular; M-F Posting Date: 10/25/2024 Closing Date: 11/11/2024 Open Until Filled: No Salary Grade 17 Salary/Rate
Starting annual salary is $50,615 for a 247-day annual schedule, plus comprehensive benefits. Salary will be prorated for remaining days in the year.