Full-Time Administrative Assistant CTE
Starting Date: ASAP
Application Deadline: Open Until Filled
Responsible to: Dean of Career and Technical Education
General Description:
Provides highly responsible administrative support to the divisional dean and to the large Career and Technical Education division. The administrative assistant interacts extensively with full-time faculty, part-time instructors, campus administrators, students, and the public. An employee in this position handles confidential information, is responsible for part-time faculty and classified payroll for the division, schedules interviews for prospective employees, handles all personnel paperwork, develops materials for marketing as well as events, prepares budget reports and tracks budgets as requested, assists with the yearly advisory dinner and police reserve academy.
EXAMPLES OF DUTIES:
Essential Functions: Administrative Assistant/Office Manager: Contact person for department information, act as liaison between division and public providing information requiring extensive knowledge of college policies and procedures. Interact on a regular basis with other UCC staff and faculty in academic divisions, student service areas, business office, grounds and maintenance, administration, and public. Organize and manage the day-today activities of the office to assure efficient and effective office operations. Independently research, compile, and summarize information for reports. Responsible for preparing reports accurately and in accordance with policies and procedures. Consult and work closely with dean as requested on aspects of division business including departmental budget matters, etc. Set up regular credit and non-credit classes for departments within the division. Proof class information for schedules and registration; assist in proofreading catalog changes. Sort and distribute mail, type reports, answer telephone. Additional phone work- includes returning calls as necessary, calling students with information regarding schedule changes, class cancellations, and other notifications. May be extensive when entire classes are involved. Additional web work – includes using the content management system (CMS) to update web pages and graphics and to improve page visibility; updating contact lists for CTE Division web pages, supervision of content of web pages. Coordinate filing and organization of divisional records, including some confidential in nature. Use a variety of UCC publications (i.e. catalog, budget book, policy and procedures manual, class schedule), as well as other related publications (i.e. Community College Handbook, ESD directory, OAR) to facilitate tasks and duties performed by the position. Setting up offices, arranging for keys, phone set up, etc. Process student evaluations each term; provide reports to faculty and dean. At the end of each term, collect and file grade reports, final exams, syllabi, and other required paperwork from every faculty member in the division. Report monthly copier charges for division. Participate in Academic Secretaries meetings; chair and produce minutes on a rotating basis. Other duties as assigned.
Payroll/Personnel: Interview scheduling for candidates for the division. Process personnel paperwork including applications, transcripts, payroll authorizations, computer authorization forms, instructor approval forms, and separations. Manage payroll database for division; track part-time instructor pay levels. Calculate and prepare term part-time faculty contracts and payroll worksheets for division areas. Calculate and prepare faculty overload contracts in spring term; calculate and prepare faculty contracts in summer term. Collect and process classified hourly timesheets, verifying activities and hours worked.
Event Preparation & Planning: Set up, organize, and coordinate annual advisory dinner/meetings for approximately 25 committees campus-wide. Set up recurring advisory meetings and take minutes as requested. Organize the Police Reserve Academy yearly graduation. Create flyers, brochures, handbooks, and binders for workshops, classes, and conferences. Arrange rooms/facilities for meetings or instructional activities. Set up divisional meetings.
Financial: Prepare budget reports for a large division for all accounts including general fund, and self-sustaining (28+ individual accounts). Various accounts payable and receivable duties, including frequent phone contact with vendors. Process internal journal vouchers. Process purchase orders, reimbursements, travel requests, staff development requests, mileage reimbursements, and expense vouchers.
Supervise/Train: Supervise and train work study students and computer lab aides when necessary. Provide training (Banner, Microsoft Word, ShorTel) and assistance to new instructors with information requiring extensive knowledge of college policies and procedures.
KNOWLEDGE, SKILLS AND ABILITIES:
Typing speed 50-55 wpm; accuracy required.
Skill in operating PC, Laser and desk jet printers, copiers, calculator, and various types of software, including Microsoft Office, InDesign, desktop publishing software, and Outlook.
Banner software experience preferred
Utilize the computer to perform a wide variety of functions including complex formatting of documents, creating charts, using spreadsheets and database software.
Be able to use computer network system extensively for retrieval of financial, student, and instructional information, and facility usage.
Be able to use current web technologies, including web-based document editing.
Knowledge of payroll and calculation procedures.
Exceptional skill in making decisions independently in accordance with policies and procedures.
Excellent spelling, punctuation, grammar and vocabulary skills.
Demonstrated ability for high level of organization, prioritizing, and logical reasoning to use established procedures/policies in making minor executive decisions.
Ability to maintain confidentiality, makes basic mathematical calculations, and supervises.
QUALIFICATIONS:
Two years of College or Associate Degree required
Three to five years of progressively responsible administrative/ secretarial experience required.
Excellent public relations and communication skills.
SALARY: $26,654 per year, Full-Time 2010-11 Classified Salary Schedule, Level 24, Step 1.
FRINGE BENEFITS: Family health, dental, vision insurance, employee term life, and disability insurance provided at a minimal employee contribution. Participation in PERS after 6 months, with a 6% employee contribution.
CONTACT: Tina Sprouse, Human Resources Assistant, (541) 440-4626 voice or TDD. UCC Personnel will provide, upon request, reasonable accommodation during the application process for individuals with disabilities. AA/EEO. Please Note: No submitted materials will be returned and/or duplicated. To apply, send the completed UCC application (available below), references, and copies of transcripts from an accredited college/university.
