Limited 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.

• 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.

• 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

• 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

• 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 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

• 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.

• Embraces diversity and actively collaborates effectively with a variety of students, staff and the public from diverse cultural, social, economic and educational backgrounds
• Participate…