Job Description

 

Behavioral Health & Health Promotion Administrative Assistant

SALARY. $3,219.00 - $4,880.00 Monthly

LOCATION. Salem Campus. Salem, OR

JOB TYPE. Classified

JOB NUMBER. C68245

DIVISION. 523450 Academic Affairs

DEPARTMENT. 523450 Health & Human Performance

OPENING DATE. 12/27/2023

CLOSING DATE. 2/1/2024 11:59 PM Pacific

POSITION SUMMARY

Provides support to faculty and the Director of Health & Human Performance, Human Services and Health Information Management program; coordinates office workflow.

Chemeketa is a proud Hispanic-Serving Institution that aspires to be an inclusive environment where we honor and value the unique contributions of our diverse students, employees, and community. We seek to foster cultural competence and pursue equitable solutions that support all students in achieving their educational goals. If you are interested in joining the work of the college to pursue a supportive and inclusive culture, we encourage you to apply.

When applying for this position, you will be required to attach the following electronic documents:

• Resume
• Cover Letter
• Unofficial Transcripts - An electronic copy of your academic transcript(s) from an accredited institution which clearly indicate the degree awarded, and any other applicable information, must be attached with your application if you would like it considered as part of your eligibility for the position. Any applicants who earned academic credentials from outside of the United States and wish to use those credits for consideration must also upload an evaluation of college credit earned at the non-U.S. institution.

DUTIES & RESPONSIBILITIES

Front Line

• Provides general information to and answers questions from employees, students, and the general public, including general information and assistance of students and staff regarding college and specific department information.
• Makes referrals to appropriate staff or departments when needed to maintain quality internal/external communications
• Functions as liaison to all faculty on a wide range of student inquiries and other issues

Schedule Input

• Receive Annual Coordinated Schedule from Program Chairs and inputs schedule and workload into college database system
• Distributes schedule proofs and workload information to Program chairs and makes changes in the system
• Monitors instructor workload for the academic year for all department classes

Administrative and Program Support

• Composes, types, edits, and proofs correspondence, letters, memos, reports, forms, publicity materials, and a variety of other documents
• Collaborates with all campus departments and outreach centers using problem solving and decision-making skills to maintain effective and efficient work flow and quality working relationships
• Serves as liaison for the dean with individuals/department on campus, public agencies and the private sector, and the general public
• Initiates, inputs, and monitors departmental information which includes class schedules and personnel documents (e.g. Contracts, Payroll Authorizations, FTE reports, full time and part time workloads, and travel reimbursements)
• Update and maintain program websites using current college system
• Schedules and arranges for meetings, facilities, and equipment using appropriate systems (e.g. 25Live, Catering system, Help Center and Facility ticket system)
• Serves as a resource for faculty
• Assists with onboarding new faculty
• Makes travel arrangements
• Distributes mail to appropriate staff
• Receives calls for full and part-time staff
• Orders office supplies and materials for department
• Takes and transcribes meeting minutes for program and advisory committee minutes and maintains minutes in appropriate location depending on departmental routine
• Assists in preparation of agenda for advisory committee meetings and department meetings including necessary support materials; tracks actions and outcomes of meetings to ensure that proper follow-up is completed or that formal action is taken
• Assist Liaison and faculty with College Credit Now (CCN) processes including: preparing certificates, coordination of updating of course outlines with department instructors; forwarding information to appropriate department
• Supports the BHHP Director to manage and organize operations

Data Tracking & Reports

• Develops, maintains, and verifies a variety of record keeping systems, e.g. certificates of completion, files, reports, personnel, and curriculum outlines
• Assists with special reports and projects
• Researches and gathers data for various purposes including budgets, reports, and curriculum/catalog revisions; manages and prioritizes multiple tasks or projects

Other Functions

• May supervise/coordinate students and/or part-time hourly employees

Institutional Expectations

• Embraces diversity and actively collaborates effectively with a variety of students, staff and the public from diverse cultural, social, economic and educational backgrounds
• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success
• Embraces, understands and uses appropriate technology tools to accomplish job functions
• Provides high quality, effective service to internal and external customers through continuous improvement and adoption of lean office practices

CANDIDATE QUALIFICATIONS

Your application will be scored based on the minimum qualifications, core competencies, and preferred qualifications listed below. If you are unsure whether you meet all of the qualifications , we encourage you to apply and address through your application materials all of the relevant education, transferable skills, and related experience that makes you a great candidate for this position. The information provided on your application will be used to determine step placement upon hire. Please ensure you include all information on your application which you wish to be considered.

Minimum Qualifications:

High School Diploma/General Equivalency Diploma (G.E.D.)
-AND-
Three years of full-time equivalent secretarial experience with proficient use of spreadsheets and word processing software (or equivalent combination of college education and experience)

Core Competencies:

Knowledge of:

• Project management principles;
• Customer service principles
• Modern office equipment and procedures
• General recordkeeping principles
• Basic database management principles
• Inventory maintenance principles
• Basic mathematical principles
• Spelling and grammar principles

Skill in:

• Managing projects
• Facilitating training sessions
• Conducting research
• Identifying and resolving problems
• Providing customer service
• Using modern office equipment
• Filing
• Performing basic mathematical calculations
• Using computers and related software applications
• Preparing a variety of reports
• Prioritizing work and performing multiple tasks
• Maintaining various databases
• Providing customer service
• Maintaining various confidential records
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction
• Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others

Preferred Qualifications:

• Associate’s Degree
• Demonstrated proficiency in the use of spreadsheets and word processing
• Software
• College secretarial coursework
• Experience with Banner software
• Experience with Microsoft Word and Excel

ADDITIONAL INFORMATION

To be considered for this position, a complete online application is required. For complete information on this and other job opportunities, please visit our web site at http://jobs.chemeketa.edu.

TERMS OF EMPLOYMENT

• This is a 100%, 12-month classified assignment of the B2 band and grade
• Please note:The college is currently undertaking a comprehensive classification and compensation study. No employee will lose base pay because of this study, however, classification titles and pay grades may change. The successful candidate will receive notice of all changes prior to implementation which is currently projected for the Summer of 2024.
• This position has a 6-month probationary period
• All positions at Chemeketa are required to be available for work onsite as requested by the college.
• Requires flexible work schedule to meet program needs, which may include evenings and/or weekends
• This position may require the use of your personal vehicle for transportation between campus locations
• If requested, requires the provision of official transcripts upon hire
• Employees must maintain Oregon, Washington or Idaho residency as a condition of employment.
• Successful applicants for designated positions must successfully pass a background inquiry, which may include criminal, driving, credit and full background checks. Only information relevant to the position will be considered. An individual with negative information on their background inquiry will not necessarily be denied employment.
• Providing false information will result in rejection of an application, employment offer or dismissal

PHYSICAL REQUIREMENTS

Light Work:Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Even though weight lifted may be negligible, it may be rated light work if frequent walking and/or standing is required.

VETERANS' PREFERENCE

Applicants are eligible to use Veterans' Preference when applying with Chemeketa Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will be given only if the applicant meets the minimum criteria of the position and electronically attach the required documentation at the time of application.

For information regarding Veterans' Preference qualifications, visit http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq

DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE

• One of the following:
• 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 receipt of a non-service connected pension -OR-
• Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate
• In addition to one of the above documents, Disabled Veterans must alsosubmit one of the following:
• A copy of their Veterans disability preference letter from the Department of Veterans Affairs -OR-
• Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/

*Please Note: As part of the first round of screening, the committee will conduct an anonymous review of the application materials and will not be able to view any personally identifiable information. Please be sure that your application is complete and thoroughly depicts how you meet the minimum qualifications, core competencies and preferred qualifications. Required documents must be provided at the time of application. Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. Chemeketa makes employment decisions based solely on the candidate's demonstrated competencies as related to successful performance in the position.

PUBLIC SERVICE LOAN FORGIVENESS

Chemeketa Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.

EQUAL OPPORTUNITY EMPLOYER

Chemeketa Community College prohibits unlawful discrimination based on the following:

Race, Color, Religion, National Origin, Sex, Marital Status, Disability, Protected Veteran Status, Age, Gender, Gender Identity, Sexual Orientation, Pregnancy, Whistleblowing, Genetic Information, Domestic Abuse Victim, Expunged Juvenile Record, Injured Workers, Protected Hairstyle (CROWN Act), Political Affiliation or Belief, Tobacco Use During Work Hours, Victims of Domestic Violence (Sexual Assault, Stalking, and/or Harassment)

Or any other status protected by federal, state, or local law in any area, activity or operation of the College. The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with rights or privileges granted under federal, state or local laws.

Under College policies, equal opportunity for employment, admission, and participation in the College’s programs, services, and activities will be extended to all persons, and the College will promote equal opportunity and treatment through application of its policies and other College efforts designed for that purpose. All persons having questions or concerns related to Equal Employment Opportunity or Affirmative Action should contact the Affirmative Action Officer at 503.399.2537, 4000Lancaster Dr. NE, Salem OR 97305.

Persons having questions or concerns about Title IX, which includes gender based discrimination, sexual harassment, sexual violence, interpersonal violence, and stalking, contact the Title IX coordinator at 503-584-7323, 4000 Lancaster Dr. NE, Salem, OR 97305, or http://go.chemeketa.edu/titleix. Individuals may also contact the U.S. Department of Education, Office for Civil Rights (OCR), 810 3rd Avenue #750, Seattle, WA 98104, 206.607.1600. To request this publication in an alternative format, please call 503.399.5192.

Job Type: Full-time

Pay: $3,219.00 - $4,880.00 per month

Schedule:

• Day shift
• Monday to Friday

Work Location: In person

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