Administrative Assistant to the Vice President of Administrative Services - Southwestern Oregon Community : Job Details

Primary Purpose

First consideration will be given to applicants who apply by January 2nd, 2025.

This position is open until filled.

Join our teamand enjoy a work-life balance like no other! With 12 holidays, paid Fridays off in the summer, a generous winter break, ample vacation and sick leave, you'll have the time to recharge and thrive. We invite you to join Southwestern Oregon Community College in fulfilling our mission by supporting the cultural and educational needs of our diverse communities.

We also offer exceptional insurance plans, including contributions to an HSA, affordable medical, dental, and vision plans, and so much more. Apply now and experience the benefits of a caring community college that values your time and well-being.

PRIMARY PURPOSE

The position provides high level administrative support to the Vice President of Administrative Services and the President's executive team. This includes but is not limited to risk management, project management and coordination, contract management, insurance compliance, and contractor and vendor communications. Additional responsibilities include compliance with federal, state, and local regulations, procurement procedures, grant requirements and Southwestern policies and procedures. In addition, the position provides support to Administrative Services departments and the President's executive assistant.

Description of Essential Functions

Administrative Support (approx. 25% of Time)

* Assess and resolve or redirect problems that do not require the Vice President's attention, relieving the Vice President of unnecessary interruptions.

* Provides administrative support to management's collective bargaining teams, including pre-planning meetings. Assists with information gathering regarding collective bargaining/contract administration. Schedules meetings, prepares agendas and taking minutes for a collective bargaining unit during negotiations, preparing exhibits, revising contract language proposals and housekeeping for proposed contracts.

* Plan for and attend various meetings, including notification of participants, preparation of agenda and meeting materials, recording, and preparing minutes of meetings. Coordinate details with appropriate departments and individuals to accomplish meeting goals and projects.

* Support College leadership in developing departmental goals and objectives as part of the institution's continuous improvement cycle. This includes participating in the college wide accreditation process by performing using the Guiding Principles in planning, assessment, and project activities to meet the College's Strategic Priorities and Objectives.

* Serve as backup administrative support for College Council and the Board of Education in the absence of the Executive Assistant to the President.

* Assist the Vice President with budget management, expenditure authorizations, and budget requests. Prepare and process requisitions and check requests for purchase of supplies, materials, equipment and travel.

Administrative Procedures and Records Management (approx. 25% of Time)

* Manage records, regular written and phone communications with college departments, contractors, community partners, and vendors. Coordinate work flow of all administrative and project activities to assure timely completion and deadlines are met.

* Provide custodial oversite of the college's Administrative Procedures (AP). This includes preparing, scheduling and tracking open hearings for all AP. Maintaining historical records of procedure changes and additions. Develop and maintain a schedule to regularly review and update AP in concordance with Board Policies. Notify staff of new procedures and changes.

* Research and interpret College policies and procedures to assist community, staff and students with inquiries about various topics including insurance, facilities, accidents, safety, theft, complaints, emergency situations and others pertinent topics. Research and interpret Oregon Revised Statutes and Oregon Administrative Rules as well as federal laws related to the operation of the College. Work with attorneys in compliance with statutes and rules specific to College operations.

* Maintain all office files; files containing administrative policies, open hearings, union negotiations minutes, personnel grievance files, College insurance, safety committee reference library, and various confidential files for the College.

* Maintain a repository for all files of original College contracts, vehicle titles, deeds, conditional use permits, easements, letters of agreements, site licenses, etc. Serve as College Records Management and Archive resource for College personnel.

* Draft monthly Board report and resolutions for the Vice President of Administrative Services.

Contract and Project Administration (approx. 25% of Time)

* Review and evaluate all contracts, agreements, MOU's, proposals and other compliance related documents. Provide feedback and work with insurance agent and legal representation on risk assessment, policy and procedure compliance to protect the liability and interest of the College.

* Prepare and execute contracts related to administrative services functions or with other college projects. Ensure invoices and payments are received checked for accuracy and processed in accordance with terms of contract. Ensure that a complete inventory of fully executed contracts are maintained through Microsoft SharePoint.

* Assist in the development of RFI, RFP and other purchasing activities that include drafting legal notices and invitations to bid for Board consultants, building and remodeling projects, furniture, equipment, and professional services to be performed for the College. Coordinate publication and bidding processes in compliance with college procedures, state and federal procurement requirements. When applicable, complete notice of award of public works contract for Bureau of Labor and Industries (BOLI), Oregon Revised Statute 279.363.

Risk Management (approx. 25% of Time)

* Work collaboratively with College Insurance Agent of Record, Property/Casualty Insurer, and Workers' Compensation Insurance staff to provide sound risk management practices and guidance including:

* Work with the College's Insurance Agent of Record and Vice President to maintain appropriate levels and types of insurance for property/casualty and workers' compensation.

* Continuously monitor all campus incidents, including documentation and processing of all claims for workers' compensation, property/casualty and medical claims. Follow up on incidents and claims with appropriate College staff to provide strategies to mitigate losses and prevent recurrence.

* Identify and assess potential risks associated with specific activities proposed by College staff.Provide proactive risk management guidelines for College staff to follow that protect against College losses and liability exposure when planning activities that present various levels of risk.

* Work with College legal counsel and Insurance Agent of Record to perform contract review to protect College assets. Monitor and maintain contracts and records of insurance coverage for various activities on campus.

Performs Other Duties and Special Projects as Required/Assigned

Required Knowledge, Skills and Abilities

REQUIRED QUALIFICATIONS

Associate's degree. required in business administration, office occupations, or related field.

Five (5) years' experience in a direct administrative assistant or support to a management or executive level leadership.

Successful applicants for this position must possess the following knowledge, skills and abilities, or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation:

* Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter. Ability to effectively communicate orally with groups and/or individual, and deal with peers, the public and the community in a positive, empathetic and professional manner.

* Ability to read, review, understand and apply concepts presented in training programs, conferences, professional literature and other related materials pertaining to library operations. Ability to read and interpret federal and state laws, college policies, and collective bargaining agreements.

* Ability to work effectively and sensitively with individuals of diverse cultural backgrounds, perspectives, and abilities. Ability to consistently convey a pleasant and helpful attitude by using excellent interpersonal and communication skills to control sometimes stressful and emotional situations. Requires sufficient communication and human relations skills to resolve complaints/issues, defuse anger, and gain cooperation.

* Knowledge of basic bookkeeping/accounting procedures and computer applications of these procedures. Possesses strong mathematical skills.

* Ability to maintain strict confidential communications with staff, and community relations.

* Knowledge of standard office procedures and equipment including a high level of computer proficiency and software applications including Microsoft Suite (MS Word, Excel, SharePoint, MS Teams, etc.) and those related to financial activities with a level of computer literacy sufficient to use software such as word processing, spreadsheets and data bases to produce correspondence, documents, and reports as required by the position.

* Ability and willingness to manage a flexible work schedule with self-discipline, including travel, various hours and possible weekends/evenings, as well as work days at other college locations.

* Ability to receive and process information in a professional, sensitive, confidential, and timely manner.

* Model and ensure diversity and cultural competency (respect, inclusiveness, reflecting, valuing, and welcoming cultural differences) in all position responsibilities regardless of race, ethnicity, religion, gender, social class, sexual orientation, ability, nationality, age, language, origin, or employment status.

* Demonstrated organizational ability and the ability to manage multiple projects and priorities, which includes correspondence, projects, research, compiling and analyzing data, preparing reports/ recommendations, budget development and analysis, calendar maintenance, travel arrangements, filing, and other duties as assigned. Ability to be resourceful when solving routine problems which include varied and unrelated tasks.

* Capacity to work accurately with detail.

PREFERRED QUALIFICATIONS

* Bachelor's degree in business administration, accounting, or business-related field.

* Specific knowledge of computer applications utilized within the college; currently Jenzabar.

* Public Employer work experience.

* Work experience in a union setting.

SPECIAL REQUIREMENTS OR LICENSES

N/A

Additional Job Information

JOB TITLE: Administrative Assistant to the Vice President of Administrative Services

LOCATION: Coos, Curry, and Western Douglas Counties

FTE: 1.0 FTE

DEPARTMENT: Administrative Services

PAY GRADE:25 ($47,229 to $51,122 for initial placement)

EXEMPTION STATUS: Exempt

PHYSICAL REQUIREMENTS: Enclosed

REPORTS TO:Vice President of Administrative Services

CLASSIFICATION: MASSC

REVISION DATE: October 2024

SUPPLEMENTAL INFORMATION

Southwestern Oregon Community College only accepts applications through this online application system. 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 assistance with this, please [email protected]. For technical assistance with your application, please call (855) ###-####.

Please note: 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 administrative policies and procedures or collective bargaining agreements (as applicable).For this reason, please be sure to include everything in your application that you want the college to consider towards placement.

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 Southwestern.

Final candidates will be subject to a criminal background check as part of the employment process.

* -------------------------------------------------------------------------------------------------------------------

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 Southwestern Oregon Community College are expected to perform tasks as assigned by Southwestern Oregon Community College supervisory/management personnel regardless of job title or routine job duties.

* -------------------------------------------------------------------------------------------------------------------

VETERAN'S PREFERENCE STATEMENT

Applicants are eligible to use Veteran's Preference when applying with Southwestern Oregon Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-###-#### and 105-###-####. 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.

* You can request copies of your military service record through the National Archives website at:

For information regarding Veteran's Preference qualifications, visit the following website:

NON-DISCRIMINATION

It is the policy of Southwestern Oregon Community College Board of Education that there will be no discrimination or harassment on the grounds of race, color, gender, marital status, sexual orientation, religion, national origin, age, political affiliation, parental status, veteran status or disability in any educational programs, activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact Vice President of Administrative Services in Tioga 512.Phone 541-###-#### or TDD 541-###-####. All other issues, concerns, and complaints should also be directed to the Vice President of Administrative Services for referral to the appropriate Manager.

Annual Campus Crime/Annual Fire Safety (Clery Act) Report

The Jeanne Clery Disclosure for Campus Security Policy and Campus Crime Statistics Act (formerly the Campus Security Act) is a federal law that requires institutions of higher education to disclose campus security information, including crime statistics for the campus and surrounding area. As a current or prospective Southwestern student or employee, you have a right to obtain a copy of this information. You may review this information here: Annual Campus Crime/Annual Fire Safety (Clery Act) Report. You may also obtain a hard copy of this information upon request by contacting Administrative Services at 541-###-####.