Limited Duration Executive Assistant

Executive Assistant

The Executive Assistant works in the Government Relations, Engagement and Planning division providing administrative support to the Associate Vice President and to the General College Counsel. The position acts as a lead resource for legislative support, tracking, documentation and hearing monitoring. They will serve as the point person to coordination public record requests, draft documents, prepare materials, and oversee policy changes for review and approval.

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, please attach the electronic documents listed below. Failure to do so will result in your application being rejected as an incomplete application. Any documents you provide that are not listed will not been seen by the Search Committee.

• 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

Legislative & Advocacy Support

• Correspondence Management: Draft and prepare initial versions of advocacy letters or emails to state and federal representatives based on templates provided by organizations like the Association of Community College Trustees (ACCT)
• Legislative Tracking: Monitor the progress of specific bills and policy-related legislation; maintain a current "legislative directory" of elected officials and their staff
• Outreach Documentation: Assist in recording and tracking institutional outreach efforts
• Hearing Monitoring: Monitor pertinent committee meetings and interim activities when the state legislature is not in session, providing summaries of relevant discussions

Logistics & Event Coordination

• Meeting Coordination: Schedule meetings with external stakeholders, including elected officials, community leaders, and government agencies
• Campus Visit Support: Assist in organizing logistics for campus visits from external stakeholders, including preparing briefing materials, coordinating room setups, and managing attendee lists
• Calendar Management: Provide high-level calendaring support, ensuring preparation for time-sensitive legislative deadlines and advocacy opportunities

Public Records Request Coordination

• Request Management: Receive public records requests via email; identify custodian of records; coordinate internal records review; prepare and disseminate required notices; track statutory timelines to ensure legal compliance
• Record Keeping: Keep accurate records of all public records requests and responses

Policy Administrative Support

• Policy Change Proposals: Prepare materials for proposed policy changes for Board of Education review and approval
• Website Management: Update website with policy changes based on Board of Education's approval/revision of policies

General Administrative Support

• Confidential Support: Collaborate with administrative staff to provide high-level support and customer service for the President's Office.
• Financial Processing: Prepare check requests, travel reimbursements, and other financial forms related to travel and department operations.
• Tracking and Updating: Use current and develop new methods to track and update community relations and external communications.

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. If you are unsure whether you meet all of the qualifications listed below, 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- Five (5) years' experience in a progressively responsible administrative support position -OR- Associate Degree from an accredited institution -AND- Three (3) years' experience in a progressively responsible administrative support position -OR- Any combination of education and/or experience that is sufficient to perform the duties of the role.

Core Competencies

• Provides friendly, prompt, undistracted, accurate customer service
• Possesses time management skills
• Ability to navigate interpersonal relationships in the workplace, including tolerating differences, tolerating conflict, maintaining composure in stressful or uncomfortable situations, and contributing to a positive environment
• Identifying and resolving problems
• Working independently when necessary
• Demonstrated skill in working with standard office software, including email clients, electronic calendaring, word processing, presentation software, spreadsheet software, etc.
• Excellent working knowledge of grammar, spelling, and other writing fundamentals
• Exercising discretion and strict adherence to confidentiality
• Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others

Preferred Qualifications

• Experience in keeping detailed records
• Knowledge of public records law
• Knowledge of the state legislative process
• Experience in event planning/execution
• Experience in website creation and management

Additional Information

TERMS OF EMPLOYMENT

• This is a 100%, 12-month limited duration exempt assignment of the B4 band and grade. This position ends on June 30, 2027. Continuation of the position is dependent on funding availability.
• This position has a 1-year 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
• 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

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary requirements are met.

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

DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE

Chemeketa Community College