Career & Technical Education; CTE Programs Administrative Assistant

Position: Career & Technical Education (CTE) Programs Administrative Assistant
JOB INFORMATION

The CTE Programs Administrative Assistant at Chemeketa Community College works collaboratively with program staff and the community across the college's Business Technology, Applied Technology, Apprenticeship, and Emergency Services departments. This position will interact daily with students, community members and Chemeketa personnel while providing positive customer service throughout the year. This role supports multiple locations by managing and entering program schedules working with program deans and instructors as needed.

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

Customer Service & Community Collaboration

* Collaborates effectively with a variety of industry contacts, students, and college departments

* Provides general college and specific program/department information and assistance on the phone and in person

* Makes appropriate referrals to college programs/services or community agencies; provides detailed, specific information about relating to Contractors Board licenses, training, exams, and classes

* Notifies students, staff, and class sites of class cancellations and location or time changes

Administrative Support

* Supports program dean/director at multiple locations as directed

* Prepares and maintain required records and documentation related to program operations

* Schedules classes, trainings, and events including determining costs, fees, location, time and instructors at multiple locations based on documented processes

* Provides guidance to employers, administrators, and students based on college or department policies, procedures, and practices

* Researches, and gathers information and reports on special projects as directed

* Composes, edits, and types correspondence for department staff and instructors; including program reports, news releases, web site information, schedule information, course outlines and syllabi, class materials, and other documents as requested

* Designs/develops forms, fliers, brochures, newsletter, program displays, and other publicity materials

* Schedules appointment calendars and arranges for meetings, food, facilities, and equipment

* Takes and transcribes advisory committees meeting minutes for the department's academic programs

* Orders, distributes, and maintains office supplies, forms, brochures, and handouts

* Processes purchase requisitions, and check requests for payment, and prepares deposits according to department processes

* Verifies budget information on requisitions and purchases for multiple accounts and the accuracy of billings

* Serves as a technical resource for students, training agents and employers

Instructional Support

* Prepares, compiles, distributes, and monitors materials for credit and non-credit classes, including registration packets, instructional materials, media requests, class rosters, course outlines, copy materials, faculty evaluations, and instructor contracts; orders program textbooks; balances and monitors textbook sales/receipts

* Reviews class schedule information; contacts adjunct faculty for availability; performs computer input for schedules, class status, and changes; confers with Dean and Program Chairs to make necessary changes; proofs schedule; obtains student record information from Banner computer system; performs data input for instructors' new contracts and addendums

* Assists students with telephone and in-class registrations; balances and monitors registrations; input registration information and update student information in Banner; enter credit card payments into Nelnet

Record Management & Tracking

* Develops, maintains, and monitors computer and manual record keeping systems for FTE/enrollment, adjunct faculty evaluations, contracts, time sheets, registrations, attendance sheets and special projects as…