Full-Time Administrative/Program Specialist
Starting Date: ASAP
Application Deadline: October 14th, 2011 @ 4:00pm
Responsible to: Director of SBDC and Workforce Training
GENERAL DESCRIPTION:
Assists the Director in activities to support the work of the Workforce and Community Education Department (WCED) including Community Education, JOBS, Workforce and the Small Business Development Center. Performs administrative, budgetary, program coordination, instructional support and clerical tasks for the (WCED), and Small Business Development Center (SBDC). Frequently interacts with college administrators, program partners, employers, contractors, faculty, staff, SBDC clients and students. Works closely with the director in the development, implementation, operation and monitoring of programs, budgets and departmental activities. Handles confidential personnel, sensitive program information, and may train and supervise work study and/or part-time clerical assistants. Instructional support functions include preparing personal service contracts, scheduling classes, coordinating enrollment/registration activities, administering and compiling course evaluations. Fiscal and payroll work includes payroll worksheets and timecard submissions, salary distributions and faculty agreements, billings, invoices, budget projects and other fiscal documents. The position also provides clerical support for the director and department including complex logistical activities.
EXAMPLES OF DUTIES:
Coordinates the office and support activities of SBDC/WTC and also performs administrative and clerical tasks for the department and director including transcribing and distributing minutes for meetings, answering routine correspondence, scheduling appointments, securing on and off campus meeting locations, coordinating extensive filing and organization of departmental records, creating routine reports, developing/printing/distributing handouts and forms for department activities.
Assists in the administration and monitoring of departmental budgets and grants including the preparation of initial budgets, budget status documents, journal vouchers and fiscal projections
Uses Banner, Center IC and other software for submission and retrieval of financial, program, student, and facility information
Oversees the collection and submission of employee time sheets and associated payroll documentation
Coordinates and Contacts employers, instructors, consultants regarding routine course, billing and scheduling issues
Prepares program billing/invoice documents for companies, agencies, inner-campus departments, and individuals
Assists the director in completion of grant applications, contracts and training proposals
Researches campus solutions for various departmental tasks, challenges, issues, etc.
Uses software to prepare, disseminate, and coordinate manual and electronic mail projects
Prepares purchase orders, travel requests and reimbursement vouchers
Orders office, department, and building supplies
Manages logistics of various special events including food, location, supplies, equipment, etc.
Coordinates the development of various graphic, publicity, and related public information documents
Creates flyers and brochures using a variety of software programs and also maintains the department web site
Handles confidential information in compliance with college, state and federal policies
Provides routine staffing coordination and assists the director in oversight and operation of the Workforce Training Center including the scheduling of part-time support staff
Serves as a member of the Department’s management team
Performs other duties unique to the department as assigned by the supervisor
TYPICAL PHYSICAL DEMANDS AND WORK ENVIORNMENT:
Hearing voice conversation, sitting, standing, walking occurs in this job daily.
Bending, gripping hands & fingers, kneeling, lifting/carrying 0-52 pounds, reaching, stooping occurs regularly but not daily
Operating passenger vehicle will occur within the work year
KNOWLEDGE, SKILLS AND ABILITIES:
Ability to function at a high level in a high-volume, team-oriented department with a variety of unique and diverse program and instructional activities
Exceptional skill in making decisions independently in accordance with policies and procedures
Demonstrated ability for high level of organization, prioritizing, and logical reasoning to use established procedures/policies in making time-sensitive decisions
High level knowledge of Microsoft software products in a networked environment with special emphasis on Word and Excel.
Knowledge of basic bookkeeping, budget, payroll and financial procedures
Knowledge of and/or ability to learn Banner Finance, Center IC and other student software applications
Knowledge of internet fundamentals and operations including e-mail, web page navigation and social media
Competent with a variety of technology hardware and applications
Knowledge and/or ability to set up credit and non-credit classes per ODE and UCC guidelines
Ability to maintain confidentiality; make basic mathematical calculations; supervise
Excellent spelling, punctuation, grammar and vocabulary skills
Excellent public relations and telecommunications skills
Ability to work with/assist people from a wide variety of socio-economic and ethnic backgrounds
Ability to work with minimum supervision.
QUALIFICATIONS:
Two years of secretarial or related training
Three years of progressively responsible secretarial, administrative and or program support/coordination experience including substantial bookkeeping work;
Two years of related education and/or any suitable combination of required education and experience.
Oregon Drivers License
Reliable transportation
SALARY: $25,624/year, Full-Time 2011-12 Classified Salary Schedule, Level 22, 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.
Human Resources
