Job Description

 

Administrative Assistant - Academic & Career Pathways Guidance (1-yr temporary)

 

Requisition ID req1600

Department Office of Dean of Student Developmt

Campus Southeast Campus

Employment Type Classified-Full Time

Best Consideration Date 1/2/2023

 

Position Summary
Full-time TemporaryAdministrative AssistantAcademic & Career Pathways GuidanceClassified Grade 20Onsite Flex 3 daysAnticipated duration is approximately through August 20, 2023The Academic and Career Pathway Guidance division within Student Affairs is searching for a full-time, one year temporary, Administrative Assistant to join our collaborative, and dynamic leadership team. This position is supervised by and a mission-critical partner of a senior level administrator, the Dean of Academic and Career Pathways Guidance. The work schedule is Monday – Friday 8:00am - 5:00pm from Southeast Campus with minimum onsite work 3 days . This position is critical to the division-wide engagement and student success. Below is a general job overview, job duties, and minimum qualifications for this position.

Job Overview:

The Administrative Assistant provides a full range of complex administrative functions for senior management supporting district operations. The Administrative Assistant performs their work independently, exercises considerable judgment, and responds to complex, technical and sensitiveissues. The Administrative Assistant has frequent Interactions with a variety of individuals within PCC, the general public and outside customers. The full job description can be found at the link below.

 

Job Duties:
● Maintains the administrators calendar and schedules meetings and events and prepares or distributes agendas. Arranges meetings/functions with community and other external groups and coordinates the logistics of meetings and gatherings. May occasionally provide administrative office support to managers reporting to the Dean, their colleagues, or higher.

● Serves as a liaison to or represents the administrator or division in dealings with both internal and external customers and organizations.

● Greets and responds to both internal and external customers via the telephone and in person; refers individuals to appropriate departments as necessary. Provides direction and/or assistance in resolving problems, issues and/or complaints that may be sensitive in nature.

● Researches, compiles, analyzes and summarizes data for regularly assigned or special projects.

● Compiles, composes edits, produces and distributes a variety of documents including correspondence, policies, reports, speeches and presentations.

● Disseminates oral and written communication and information as requested to internal staff and external customers. Serves as a clearinghouse for communications to the college with regard to respective areas assigned.

● Reviews and/or prepares and processes paperwork and/or electronic requests which may include requisitions, timesheets, EPAFs and MAPs, grants, personnel actions, employment contracts etc.

● Coordinates and assists in the preparation and monitoring/tracking of the organizations budgets, grants, initiatives and/or funding sources as assigned. Analyzes financial reports, constraints and timelines; prepares requests for fund transfers. Handles or assists with financial transactions andcontrol procedures. Processes expenditures, purchases, budget transfers and other actions.  Develops and analyzes financial reports and maintains selected fiscal records.

● Makes extensive use of technological resources including all desktop office programs, Internet, Intranet, email and other technologies as required by area of assignment.

● Inputs and retrieves information from the college databases and information systems. May create or revise databases used by the administrator or department.

● Performs a broad range of general office support functions including creating and/or maintaining files and records following established archival guidelines. Oversees the use of office equipment and supplies; coordinates with other support departments.

● Orders and maintains an adequate inventory of office supplies and equipment utilizing college purchasing card and ensure adherence to college purchasing guidelines. Tracks supply expenditures and reconciles bank statements.

● Attends/participates in meetings or serves on committees and work groups for respective areas. May prepare draft procedural documents for final committee/work group review; may also take notes or prepare minutes. Assists or coordinates registration and facilities accommodations for internal conferences or events on campus as required by area of assignment.

● May make travel arrangements and prepare and submit travel and expense claims.

● May be assigned responsibility for training, guiding or reviewing the work of other office support staff or work study and student help.

● Positions in this classification may perform some or all of the responsibilities above and other related duties as assigned.See the classification description for additional information: https://www.pcc.edu/hr/employment/classified-jobs/adminasst/

Candidate Profile These qualifications, skills and abilities are critical for success in this position.Throughout the screening process, you will be evaluated based on the demonstration of these qualifications.

 

PLEASE BE SURE TO DESCRIBE HOW YOU MEET THESE SUCCESS CRITERIA IN YOUR APPLICATION MATERIALS.

Experience and high-level competence in the use of technology/varied apps/ presentations, especially with technology across the Google platform, but also including (but not limited to) Microsoft Office, Banner, Argos, project management platforms. Additionally, the candidate should be willing to learn and become adept at new technologies as they emerge or as needed.Office administration skills to include: advanced organizational, time management, and prioritization skills, attention to detail and accuracy in producing reports, communication, and documentsHigh-level system budgeting for multiple complex budgetsRelational development skills and ability to collaborate with others on projectsDemonstrated commitment to diversity, equity, and inclusion in higher education

 

Minimum Qualifications
To be considered, your application must demonstrate these minimum qualifications. (Experience is calculated based on the start and end dates you provide multiplied by the number of hours per week worked).

High school diploma or GED® (Note: College or business school training may be substituted for up to two years of the experience requirement)Five years of responsible administrative support experience (Experience in a secretarial role or capacity is desirable.)Other combinations of experience, education and training that would provide the required knowledge, skills and abilities will be considered.

Knowledge of: secretarial functions, services and techniques, office practices and procedures; policies, procedures and practices applicable to the area of assignment; relevant technological applications and resources; business correspondence standards including English, grammar, formatting, spelling and punctuation; mathematical and statistical knowledge appropriate to the assignment; and accounting, bookkeeping sufficient to maintain fiscal recordkeeping and accurate, up-to-date budget information.

Ability to: develop and maintain effective working relationships with officials and employees at all levels; communicate effectively, both orally and in writing; demonstrate resourcefulness and tact in public contacts; utilize necessary computer applications at an advanced level; understand and follow broad and complex instructions; exercise considerable judgment and initiative; handle sensitive and confidential matters and situations; perform a variety of independent research and analysis activities. Shorthand or briefhand skills may be required.

 Position Grade 20Starting Salary Expectations The first two steps of the range are: $50,821 to $52,343 per year. Higher salary placement may be available based on qualifications, experience and internal equity.Full Salary Range for this Grade Level $50821 to $81550 Annual Salary (NOTE: See above for expected starting salary parameters)FTE 1PCC Benefits PCC offers a comprehensive benefit package designed to provide employees and their families, including domestic partners, with access to a broad range of benefit options. Includes Health, Dental, and Vision options, Group Life, Long-term Disability, Long-term Care, and Auto and Home Insurance programs.

PCC currently fully funds the Oregon Public Employees Retirement System (PERS/OPSRP) pension and contributes an additional 6% into the employee's Individual Account Program under PERS/OPSRP. PCC offers a tax deferred annuity program and a deferred compensation program where employees may save additional pre-tax dollars for retirement.
Additionally, PCC provides a tuition waiver for yourself, domestic partner, and dependent children under 24 years of age. Partial tuition reimbursement for yourself at other accredited institutions (full-time employees only).

Paid Leave:   (Pro-rated by FTE for Part-Time Employees)

Starts at 8 hours of vacation leave per month (additional vacation hours with years of service)8 hours of sick leave per month24 hours of additional personal leave days per year11 Paid holidays

 

View a complete list of PCC benefits.
Working Conditions and Physical Requirements Incumbents typically work in an office setting but may be assigned other duties such as transporting office supplies and equipment. Duties typically involve managing multiple priorities, handling interruptions, deadlines and other work pressures. Some positions may involve limited local travel.Background Check Required YesPortland Community College complies with the Oregon Veterans' Preference in Public Employment law which provides qualifying veterans and disabled veterans with preference in employment. You will be given instructions during the application process to claim Veterans' Preference in the recruitment of this position, and to provide the documents required for verification of eligibility. Please do not send your documentation to the hiring manager directly. For verification of eligibility, please submit the following documentation:
Veterans: DD214Disabled Veterans: DD214 and Letter from the Department of VAPortland Community College is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected class.

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