Administrative Assistant

Position Details

Position Information


Position Title
Administrative Assistant


Classification Title
Classified


Position Number
B97PD


Grade Level
17


Starting Wage/Salary
$24.93 - $25.94, plus exceptional benefits


Close Date
08/23/2026


Open Until Filled
No


Open Until Filled Notes

Position Type/Employee Class
Classified


Faculty Status
Not applicable


FTE
1.0


Contract Months
12.0


Overtime Eligible
Non-Exempt


Location
Redmond


Hybrid Remote Work Eligible?
No


Exceptional COCC Benefits Summary

CLICK HERE TO VIEW BENEFITS & PERKS

Primary Purpose


The Administrative Assistant provides administrative support to the Redmond Campus Director and Redmond Campus to include student services, instruction, campus operations, campus programs and events. Provides program support for Manufacturing Technology and other academic programs as assigned. Serves as first point of contact, interacts with and provides accurate information and guidance to credit and noncredit college faculty, prospective and current credit and noncredit students, and community members. This position also applies advanced skills in organization, technology, interpersonal communication, record keeping and information retrieval, strategic planning, and problem solving.

Essential Duties and Responsibilities

General Functions:

• Provide faculty, instructional assistants, department administrative assistants, and other college departments with onsite support, including but not limited to, campus technology support, room requests, and assistance with CRN management of courses offered on the branch campuses.
• Provide administrative support and assistance to Redmond Campus Director and Manufacturing Technology Program Director.
• Monitor and maintain security, equipment, furniture, and supplies of classrooms, offices, and workrooms for the campus.
• Assist in planning and revising the schedule, prepare course approval and program amendment forms for academic programs. Update schedule text, catalog copy, and program inserts.
• Coordinate, enter, and proof annual and adjusted quarterly class schedules, appropriate classroom assignments, and footnotes for assigned academic programs, including off-campus and online courses, by College deadlines.
• Prepare and process faculty Notices of Appointment and full-time faculty quarterly load sheets by College deadlines; completing these tasks entails tracking and maintaining accurate spreadsheets detailing faculty loads for scheduled program courses and approved non-teaching assignments, part-time faculty overload pay rates, and accounts to be charged.
• Schedule and update door locks on weekly basis. Communicate procedures to weekend users.
• Review and approve non-instructional Redmond Campus room requests in 25Live software.
• Serve as backup to Redmond Enrollment Services Senior: answering questions, in person and on the telephone, regarding program opportunities and student support services offered at COCC. Provide back up support to Madras and Prineville Administrative Assistants as needed.
• Serve as liaison between department Administrative Assistants located on the Bend Campus and Redmond faculty to include classroom placements, office assignments, and mail.
• Responsible for processing key and fob requests, including issuing keys and fobs, maintaining records, programming fobs, and tracking the return of keys and fobs.
• Assist Redmond Campus Director with scheduling all internal events on the Redmond Campus.
• Assist Manufacturing Program Director with meetings to include bi-annual Program Advisory committee meetings (coordination, communication, and meeting details). Maintain and update web pages for Redmond Campus and assigned academic departments, as needed.
• Regularly update and monitor campus and program web pages, social media sites, and other

Web-based campus platforms.

• Process textbook orders for scheduled courses each quarter, track and maintain records of departmental textbook orders submitted, and initiate reminders to faculty whose orders have not been submitted by COCC bookstore deadline.

Business/Fiscal Processes

• Prepare and process fiscal paperwork for assigned academic programs and Redmond campus, (e.g. check requests, purchase orders, and travel expense forms) for authorized dispersal of departmental funds; monitor expenditures in all cost centers at regular intervals to promote responsible budget management; and maintain accurate fiscal records, in paper and/or electronic formats best suited for ready retrieval upon demand
• Assist department chairs and program directors with annual budgets for multiple cost centers in accordance with College fiscal parameters and policies. Maintain a working knowledge of credit card, capital, grants, and career pathways fiscal procedures.
• Monitor and order supplies for faculty and staff on the Redmond Campus and assigned academic programs

Additional Responsibilities

• Ensure the building and assigned areas are prepared and ready for business operations including the computer, signage, bulletin boards, door lock/unlock and report any building or set-up problems to the appropriate department or supervisor. Assist with accommodations for registered ADA students.
• Assist with the planning and execution of Student Life and Redmond campus events.
• Under direction from Campus Director, assist with community and high school recruitment
• Provide registration and payment services for Community Education classes.
• Serve on college committees.
• Other duties as assigned.

Department Specific

Knowledge, Skills, and Abilities

Knowledge, Skills, and Abilities:

Individuals must possess these knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.

• Ability to initiate and perform work with minimal supervision.
• Ability to work as a positive team member to solve problems and achieve goals; establish working relationships with staff.
• Ability to travel to all COCC Campuses, as needed.
• Ability to work independently engaging in problem-solving and complete multiple tasks within expected and communicated timelines.
• Skill in working with complex scheduling software; spreadsheets and other databases related to project tasks.
• Skill in scheduling and coordinating meetings, managing multiple schedules; ability to create documentation from requested meetings.
• Skill and ability to communicate effectively and positively with College faculty, staff, and administration, both orally and in writing, using the English language with or without the use of an interpreter.
• Knowledge of how to effectively and sensitively work with constituents from diverse cultural backgrounds and perspectives.
• Ability to provide and maintain a high level of professional customer service for students, staff, and departments via in-person, email, and/or phone.
• Ability to effectively utilize common Microsoft applications (Word, PowerPoint, Excel); Able to learn and effectively utilize a student information system (Banner and other required software 25Live, Lenel, Argos, etc.), standard office equipment, internet research, and phone skills.
• Ability to track budgets and do basic bookkeeping duties.
• Ability to demonstrate essential job functions outlined above.

Ergonomic Requirements


Regular office hours are 8 am to 5 pm during the workweek. Employee must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires the ability to write, read written materials and computer screens, and hold telephonic conversations. Occasional lifting up to 25 lbs. All individuals are required to perform essential functions with or without reasonable accommodation.

Minimum Requirements

Minimum Requirements:

Education:

• Associates Degree or completion of equivalent college-level coursework.

Experience:

• Two (2) years of comprehensive office experience, employing effective skills in

organization, budgeting, interpersonal communication, and computer-based

technology.

Equivalency Statement


The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify under equivalency by responding to the supplemental question presented during the application process.

Preferred Qualifications

Preferred Qualifications:

Education:

• Bachelor's degree.

Experience:

• Knowledge of Banner and instructional support processes.
• Work experience with community colleges, school districts, or public entities.

EEO Statement


The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at View phone number on click.appcast.io or the Vice President for Student Affairs at View phone number on click.appcast.io.

This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.

In support of COCC's EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.