Executive Assistant - Regional Education And Academic Development

Salary: $48,924.00 - $75,504.00 Annually
Location : Salem Campus. Salem, OR
Job Type: Exempt
Job Number: E60570
Division: 544200 Academic Affairs
Department: 544200 Regional Education & Academic Development
Opening Date: 11/15/2023
Closing Date: 11/30/2023 11:59 PM Pacific
POSITION SUMMARY
The Executive Assistant provides administrative support to the Executive Dean. Acts as a data resource for the Executive Dean. Acts as a liaison between the Executive Dean and the instructional deans, directors, and coordinators. Interprets college policies and processes and provides guidance and information. Interprets college policies and processes and provides guidance and information. Acts as lead resource for instructional services administrative assistants and outreach support staff
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, you will be required to attach the following electronic documents:

• Resume
• Cover Letter
• 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
Division Administrative Support

• Performs complex projects with limited instructions and short timelines for the Executive Dean; routinely researches, analyzes and prepares reports on a variety of enrollment, FTE and budget data for the Executive Dean; tracks multiple projects simultaneously
  
• Acts as resource person for the Executive Dean; problem-solves issues; make recommendations for solutions; initiates requests for information or actions from deans, directors or other departments; serves as a confidential assistant to the Executive Dean; assists with issues such as personnel and grievances; works on confidential materials that require special handling; uses independent judgment to provide appropriate responses; interprets college policies, practices and procedures to make appropriate referrals, responses, or recommendations
  
• Assists with confidential matters and student issues; Uses independent judgment to make requests for information and interpret responses
  
• Provides leadership in the contributes to the college's diversity plan by fostering and environment of cooperation between students, staff and the public who represent a variety of cultural, social, economic and educational backgrounds

Calendar and Meeting Management

• Schedules meetings and appointments; manages calendars for the Executive Dean; creates meeting agendas for division meetings and other special meetings; monitors meeting outcomes; represents the Executive Dean in meetings and reports on key decisions or outcomes; participates on college committees and work groups

Budget

• Assists with routine and out-of-cycle budget planning and development; monitors the division budgets; researches incorrectly assigned expenditures; advises Executive Dean of potential budget issues; independently grants budget approvals based on an agreed upon level of authority; initiates budget and expenditure transfers and Employee Personnel Action Forms; organizes and manages the annual equipment request processes for the division

Faculty Schedule and Workload

• Monitors faculty workloads for the Executive Dean; researches overloads; initiates requests for corrections to deans, directors, and coordinators; reports unresolved overloads to the Executive Dean
  
• Monitors Banner schedule input for the division; makes recommendations for input team training opportunities and Banner report improvements to the Executive Dean

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 or equivalent
-AND-
Five years increasingly responsible administrative assistant experience
-OR-
Associate degree from an accredited institution
-AND-
Three years increasingly responsible administrative assistant experience
Core Competencies
Knowledge of:

• Familiarity with state wide testing requirements
• Knowledge of basic project management principles
• Modern office equipment and procedures
• Recordkeeping principles
• Database management principles
• Inventory maintenance principles
• Mathematical principles

Ability to:

• Generate reports based on accessing information in banner
• Ability to check accuracy of enrollment reporting for quarterly billing for 16 school districts
• Ability to oversee and direct staff daily work
• Type/key 60 wpm; take and transcribe dictation at a high rate of speed

Skill in:

• Providing customer service
• Prioritizing and assigning work
• Effective writing communication including spelling and grammar principles
• Interpreting and communicating guidelines, policies, and procedures
• Conducting research
• Identifying and resolving problem
• Interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction
• Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others

Preferred Qualifications

• Bilingual English/Spanish
• Experience with banner input
• Experience coordinating workload and projects from multiple locations
• Experience in support of academic programs in an administrative assistance role at a community college
• Experience working in community college outreach campuses
• Work with school district business offices on contracts, billing and authorizations\problem solving attendance reporting and billing
• Experience working with diverse, student groups (including underage students)
• Experience with data collection and preparing budget, workload, and contracts

ADDITIONAL INFORMATION
TERMS OF EMPLOYMENT

• This is a 100%, 12-month exempt assignment of the B4 band and grade
• 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

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) -OR-
  • Letter from the US Dept. of Veterans Affairs indicating receipt of a non-service connected pension -OR-
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate

In addition to one of the above documents, Disabled Veterans must also submit one of the following:

• A copy of their Veterans disability preference letter from the Department of Veterans Affairs -OR-
• Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at
*Please Note:As part of the first round of screening, the committee will conduct an anonymous review of the application materials and will not be able to view any personally identifiable information. Please be sure that your application is complete and thoroughly depicts how you meet the minimum qualifications, core competencies and preferred qualifications.
Required documents must be provided at the time of application. Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. Chemeketa makes employment decisions based solely on the candidate's demonstrated competencies as related to successful performance in the position.
PUBLIC SERVICE LOAN FORGIVENESS
Chemeketa Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.
EQUAL OPPORTUNITY EMPLOYER
Chemeketa Community College prohibits unlawful discrimination based on the following:
Or any other status protected by federal, state, or local law in any area, activity or operation of the College. The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with rights or privileges granted under federal, state or local laws.
Under College policies, equal opportunity for employment, admission, and participation in the College's programs, services, and activities will be extended to all persons, and the College will promote equal opportunity and treatment through application of its policies and other College efforts designed for that purpose. All persons having questions or concerns related to Equal Employment Opportunity or Affirmative Action should contact the Affirmative Action Officer at 503.399.2537, 4000 Lancaster Dr. NE, Salem OR 97305.
Persons having questions or concerns about Title IX, which includes gender based discrimination, sexual harassment, sexual violence, interpersonal violence, and stalking, contact the Title IX coordinator at 503-584-7323, 4000 Lancaster Dr. NE, Salem, OR 97305, or http://go.chemeketa.edu/titleix. Individuals may also contact the U.S. Department of Education, Office for Civil Rights (OCR), 810 3rd Avenue #750, Seattle, WA 98104, 206.607.1600. To request this publication in an alternative format, please call 503.399.5192.
In addition to a rewarding and energizing career opportunity, Chemeketa offers a comprehensive benefits package to all salaried Chemeketa employ...