Job Details

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Clackamas Community College
  • Position Number: 2797291
  • Location: Oregon City, OR
  • Position Type: Business and Financial Management


Administrative Coordinator - Campus Services Full-Time

Salary: $45,772.80 - $49,871.52 Annually
Location: Oregon City, OR
Job Type:
Division: Campus Services
Job Number: 2122-00081
Closing: 2/13/2022 11:59 PM Pacific

Description

Clackamas Community College (CCC) is an inclusive environment where the unique contributions of our diverse students, employees, and the community are honored and valued. We expect all employees to foster a climate of belonging that supports all students and employees in achieving success.

PURPOSE OF POSITION

:

Provides comprehensive support to the department/division to promote the successful operation of the division. Facilitates division schedules and workflow to comply with employee bargaining contracts, policies, procedures, and college-wide planning. Coordinates activities in the division office, working independently to facilitate, prioritize, and monitor division and department workflow. Serve as liaison communicating information and coordinating activities between the division and college personnel, students, and public, including business and industry, community partners and leaders, and prospective students.

ESSENTIAL JOB FUNCTIONS

:

1. Administrative Support (50%)
1.1. Provide comprehensive support, anticipating needs and furnishing information required for official duties.1.2. Composes and compiles correspondence materials for the dean, director, division reports to the board of education, regulatory agencies or others by creating, researching, compiling, reviewing and editing documents, correspondence, financial summaries and reports for submission.1.3. Maintain awareness of the current issues in the division and keeping the Dean and/or Associate deans updated.1.4. Maintain a complex calendar of appointments, meetings, conferences, and travel for the Dean, Associate Deans and other division representatives.1.5. Compile and prepare information for budget development - both at a divisional and departmental level. Coordinate and monitor budget for multi-discipline accounts.1.6. Compose and compile correspondence materials for the dean, director, division reports to the board of education, regulatory agencies or others by creating, researching, compiling, reviewing and editing documents, correspondence, financial summaries and reports for submission.1.7. Develop and maintain office forms and procedures to assure organized processing of information and requests as well as the set-up and maintenance of department record keeping systems, electronic and paper.
2. Division Financial Support (40%)
2.1. Procure or receive requests for purchase orders/blanket purchase orders from Dean, Director or others and processes requests into Colleague for creation of PO.2.2. Process invoices received from the business office or vendors directly that need to be approved and processed for payment. Analyze the invoice for correctness, budgetary allocation, create an RFP (request for payment) and process invoice for payment.2.3. Work in proprietary software, Colleague and Prophix, to retrieve financial reporting for budgetary and vendor information for the purposes of budget meetings, budget tracking and vendor activity.2.4. Responsible for processing department/division credit cards, managing the departments petty cash and any deposited monies for the department.
3. Division Coordination (10%)
3.1. Perform a wide variety of duties related to managing an office including serving as a point of contact on matters pertaining to the division. 3.2. Coordinate and collaborate on the exchange of information and communication about the division and its departments. 3.3. Prioritize conflicting needs; handle matters expeditiously and proactively; and follow through on work to completion, often with tight deadline pressures. 3.4. Serve as an information resource in response to inquiries from faculty, staff, students, and public regarding department, division, and college information/activities. Assist students, staff, and public with issues and concerns.3.5. Initiate division credit card purchases and keep information secure. Distribute and balance receipts, keeping accurate records of all transactions. 3.6. Generate reports using the college's data warehouse or student information system to track enrollment and FTE for the division. 3.7. Create, coordinate and implement detailed college-wide timelines/calendars to ensure accurate divisional and departmental submissions to meet college deadlines.3.8. Act as a resource, assisting staff members in using a variety of software applications and programs, including the college's student information system. Support web presence, updating department, division, and committee websites and web content.3.9. Proficiently use a variety of computer software applications.3.10. Develop, enhance, and streamline policies, procedures, and forms. Assess, research, and resolve procedural issues to lean and/or streamline college processes and procedures. Provide recommendations and implement changes as needed.




GENERAL JOB FUNCTIONS:

  • Establish and maintain effective working relationships with students, staff, other agencies, and the general public.
  • Perform other duties as assigned within the scope of the classification.
  • Participate in college committees when requested.
  • Maintain proficiency by attending training and meetings, reading materials, and meeting with others in areas of responsibility, which may require travel.
  • Maintain work areas in a clean and orderly manner.
  • Maintain student confidentiality, data integrity, and comply with all related college, state, and federal standards, including the Family Educational Rights and Privacy Act (FERPA).


FOCUS AREA:

Campus Services:

  • Receives, reviews and verifies key requests from staff/faculty and process, distribute said keys. Creation and upkeep of spreadsheet tracking of all key requests including physical keys.
  • Coordinate campus motor pool requests of college vans/equipment including calendar management, inter-departmental communications, billing, and maintain records of motor pool use.
  • Develop procedural documents and reports for use and tracking of Campus Services activities.
  • Some project management for tracking internal projects and cost.


Qualifications

We are interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective, and thought. We encourage you to apply, even if you do not believe you meet every one of the qualifications described. You are also encouraged to address how your professional and lived experience, scholarship, teaching, mentorship and/or service will contribute to the College.

REQUIRED QUALIFICATIONS

:

Associates degree AND at least 2 years of directly related experience OR high school education supplemented by additional training equal to two years of college and three years related experience OR any equivalent combination of education and experience which provide the knowledge, skills, and abilities required to perform the duties as described.

Advanced knowledge of administrative and general office practices and procedures, record keeping, word processing, spreadsheet and database applications software, and use of standard office equipment. Organizational skills and ability to multi task and work independently. Ability to exercise independent and professional judgment. Interpersonal skills with the ability to communicate, verbally and in writing using proper grammar and spelling in the English language.

Ability to exemplify traits that reflect the College's culture, including integrity, a customer service orientation, cultural competency, trustworthiness, flexibility and a willingness to change.

SPECIAL REQUIREMENTS OR LICENSES

:


Driver's license valid in the State of Oregon.

PREFERRED REQUIREMENTS:

Knowledge of higher education. Experience with Microsoft Office.

Other Job Elements
The physical demands listed below represent those that must be met by an incumbent to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

WORKING CONDITIONS

:

The position requires minimal (20-40%) ability to use dexterity and fine motor skills assemble, build or repair machines or other objects. Frequent (51-80% of the time) use of office equipment.

The position requires minimal (5-20%) physical effort such as lifting, carrying, or movement, etc. Movements required to complete work are not difficult, and only require some degree of agility and hand eye coordination.

The work environment is usually well-protected, with minimal hazards or obstacles (5-20%). There is little or minimal element of personal risk or hazard. Job conditions are usually comfortable, with minimal (5-20%) issues of confinement, temperature change, incident of noise, or interactions of a disagreeable nature, inside/outside work, dirty conditions, exposure to contagious disease, etc. Position may have minimal responsibility for driving.

SUPERVISORY RESPONSIBILITIES

:

Supervision of others is not a typical function assigned to this position. May provide training and orientation to newly assigned personnel, and may assign work to student workers.

SUPERVISION RECEIVED

:

Works under the general direction of the immediate supervisor.

Additional Information

Clackamas Community College is a diverse community that provides equal opportunity in employment, activities, and its programs. It is the policy of the Clackamas Community College and its Board that there will be no discrimination or harassment in any educations programs, activities or employment on the grounds of race, color, religion, ethnicity, use of native language, national origin, sex, sexual orientation, marital status, disability, veteran status, age, genetic information or any other status protected under applicable federal, state or local laws. The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with rights or privileges granted under anti-discrimination laws. Persons having questions about equal opportunity and nondiscrimination should contact the Chief Human Resources Officer for Clackamas Community College in Barlow Hall at the Oregon City campus, 503-594-3300. Please note the following areas of responsibility, should you need relevant resources or information: Section 504 Coordinator, Disability Coordinator, Oregon City campus, 503-594-3181; Title II Coordinator, Associate Dean, Oregon City campus, 503-594-3392; Title IX Coordinator, Chief Human Resources Officer, Oregon City campus, 503-594-3300.
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ADDITIONAL POSTING INSTRUCTIONS:




To apply for this position, you must submit:
  • Completed online application
  • Cover Letter explaining your interest in the position and describing how you meet the minimum and special qualifications and requirements of the position
  • Current Resume
  • Completed responses to the Supplemental Questions
  • Unofficial Transcript (Upon hire, candidate will be required to provide official transcript(s) for degree(s) earned, if applicable.)

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SUPPLEMENTAL INFORMATION:




CCC only accepts applications through our online application system at https://www.governmentjobs.com/careers/clackamascc. We want you to be successful in applying with us. We highly encourage you to complete and submit your application in advance of the deadline. For technical assistance, please call (855) 524-5627. Please note: This is initially a self-screening system. We recognize that our application process can be lengthy, so before you begin, please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum/special qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions, the system may automatically screen you out from further consideration. Required documents must be provided at the time of application. Please remove any personal information such as photographs, date of birth, gender, social security number, and other protected information from your documents. Documents containing protected information will be considered incomplete. Incomplete applications will not be considered. Positions are subject to budget consideration and approval. For the candidate who is hired into this position, salary placement will be based on guidelines in the handbook or association agreement (as applicable) to assess education and experience. For this reason, please be sure to include everything in your application that you want the college to consider towards placement.



Final candidates may be subject to a criminal background check as part of the employment process. Clackamas Community College participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee's Form I-9 to confirm work authorization. This information is kept completely confidential, is obtained only after a candidate is hired, and will not be used to pre-screen any job applicant. The college does not sponsor employees in the visa application process if they intend to use this as their means to work in the United States. This means that all required work visas must be in place and supported by appropriate evidence to be employed by Clackamas.

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REASONABLE ACCOMMODATION STATEMENT:




Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform. All employees of Clackamas Community College are expected to perform tasks as assigned by Clackamas Community College supervisory/management personnel regardless of job title or routine job duties.

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VETERAN'S PREFERENCE STATEMENT:




Applicants are eligible to use Veteran's Preference when applying with Clackamas Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Military personnel who expect to be honorably discharged from the military within 120 days of certifying veteran status on this job application, may also request preference. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application. DOCUMENTS REQUIRED:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) - OR - Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
  • Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.

For information regarding Veteran's Preference qualifications, visit the following website: https://www.oregon.gov/boli/workers/Pages/veterans-preference.aspx



To apply, visit: https://www.governmentjobs.com/careers/Clackamascc/jobs/3378655/administrative-coordinator-campus-services-full-time





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