Administrative Assistant

Posting

Position Information

Posting Number:
0601234-C

Position Type:
Classified

Special Notes to Applicants:

LBCC values a work life balance. Here are some benefits of working full-time at LBCC :

• 247-day work year (Fridays off in July and August and a week off at the end of December)
• Twelve paid holidays per year
• Accrual of eleven days of paid leave (vacation) per year
• Accrual of eight hours of sick leave per month
• Tuition waiver for you and your dependents
• Medical, dental, vision insurance for employee and dependents
• Public Employees Retirement eligibility after 6 months ( LBCC pays the six percent employee contribution)

As a condition of employment, all new employees are required to be compensated via direct deposit.

LBCC is an Equal Opportunity Educator and Employer.

Offers of employment are contingent on the applicant having Oregon residency at the time work commences.

LBCC offers a pay incentive to eligible employees who demonstrate proficiency in conversational Spanish when evaluated and formally certified by a college-approved professional or agency. Eligibility to apply for and receive bilingual pay incentives for Spanish and languages other than English are subject to the provisions of Administrative Rule 6025-06. For more information, please LBCC Bilingual Pay Incentive Administrative Policy or the Classified Association Agreement .

For LBCC’s COVID protocols, please click here .

Position Title:
Administrative Assistant

Employment Requirement
Not Applicable

Division/Department:
Science, Engineering & Mathematics

Location
Albany Campus, Albany, OR

Job Summary:

Provides assistance to the Dean and division staff in the day-to-day administrative and operational coordination of the Science, Engineering and Mathematics Division. Provides direct support for the operations and compliance of the Athletics program. Performs a wide range of complex and technical administrative duties.

Required Qualifications:

Education and Experience: Position requires a high school diploma or equivalent plus a minimum of four years’ full-time progressively responsible administrative assistant, secretarial or related experience. Post-secondary education in a related area may substitute for experience on a year-for-year basis.

Knowledge and Skills: Requires desire and commitment to work with students. Requires a thorough knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing. Must have knowledge of staff administration, basic bookkeeping, and confidential record keeping. Requires thorough knowledge of proper English usage, grammar, spelling, punctuation and basic arithmetic skills. Must be skilled in using various standard office machines, including computers, word-processing, spreadsheet and database applications. Requires mid-range knowledge of graphics applications. Must have good planning, organizing, and customer relations skills. Requires well-developed communication skills.

Abilities: Requires the ability to independently perform the duties of the position efficiently and effectively. Must be able to coordinate and perform office and secretarial work with speed and accuracy. Requires the ability to use mid-range graphics and word processing to prepare a variety of written materials following standard formats and established criteria. Must be able to learn, interpret, explain and apply knowledge of college and department organization, operations, programs, functions, and special department terminology. Requires ability to plan, organize, and prioritize work in order to meet schedules and timelines. Requires the ability to communicate both formally and informally with a wide range of contacts both inside and outside the college setting. Must be able to work respectfully with individuals of all cultures, backgrounds, perspectives, and abilities.

Preferred Qualifications:

Experience working in an athletics setting is preferred. Experience using the Banner system is preferred. An AA/AS degree is preferred. One year prior experience at the college is highly desirable.

Physical Requirements and Working Conditions:

Learned physical skill is required to perform keyboarding functions and use of office equipment. Occasional lifting, guiding, or carrying of lightweight materials or equipment may be required. Sitting for extended periods while working at a computer terminal. Must be able to communicate effectively in person and over the phone.

Work is performed in a normal office environment with minimal exposure to health or safety hazards. Frequent work interruptions or changes in work flow. Considerable time is spent working on a computer. Requires some travel to communities within Linn and Benton Counties. Extensive time is spent working at a computer. Occasional overtime may be required.

Essential Duties:

1.) Monitors monthly budgets, expenditures and revenues for the division. Assists the dean by working with others to develop yearly budgets. Generates and distributes monthly finance reports. Reviews and analyzes accounting services generated finance reports. Monitors and researches budget reports and works to correct budget expenditures. Initiates budget transfers, journal entries, and payroll redistributions as necessary to correct transactions. Works with budget managers to track revenues.

2.) Prepares and tracks budget reports, purchase orders, payment vouchers, procurement cards, and payroll authorizations. Has budget authority for purchase orders. Reviews all payroll and expense reports. Coordinates and prepares requests for money advances for Athletic team/staff travel. Creates invoices and tracks payment for various Athletics areas.

3.) Provides administrative support to the division. Assists by acting as a liaison with department chairs, athletic director, athletic coaches and other work units within and external to the division.

4.) Organizes, assigns and reviews work within the general guidelines established by the dean. Reviews work for accuracy and consistency with institutional guidelines. Coordinates administrative functions of the division as needed. Performs special projects as assigned.

5.) Serves as point of contact within the division relating to budget, staffing, class scheduling, hiring, payrolls, etc. Provides information and assistance on a wide variety of matters requiring detailed knowledge of rules, procedures, policies, precedent and activities of the division and college.

6.) Provides support for a variety of personnel functions for the division, including preparing contracted and non-contracted classified and faculty payroll authorizations. Ensures proper and timely completion of employment paperwork, verifies and processes time sheets, maintains confidential personnel files, and types performance appraisals and work plans. Processes faculty work plans and department chair point-sheets. Tracks and projects credit equivalency for part-time faculty. Tracks hours worked/step advancement of non-contracted classified employees.

7.) Monitors appraisal due dates for the division, including notifying staff of appraisal dates and tracking appraisals for timely completion.

8.) Performs routine secretarial duties, including answering phone and screening calls, scheduling appointments and maintaining supervisor’s calendar, arranging and coordinating meetings, taking and transcribing meeting minutes, processing mail, maintaining files, ordering supplies and assisting with purchasing, etc.

9.) Performs administrative tasks including information collection, surveys, data analysis and synthesis, and prepares reports with recommendation for management decisions. Works with others as a team to resolve problems.

10.) Prepares administrative reports, researches, prepares and composes letters, documents, memos, policies and procedures, contracts, budget resolutions and other materials of an important and confidential nature.

11.) Trains division staff in a variety of areas. Trains department chairs, program coordinators, and division staff as needed in use of Banner system, including use of finance module. Trains in reading and understanding budget reports, and operational procedures for expenditures and revenue budget transactions. Trains department chairs, program coordinators, and division staff as needed in use of Banner student information module. Trains in retrieving a variety of information, such as student enrollments, addresses, grades, class rosters, transcripts, etc.

12.) Provides administrative support to the Athletic Director in the coordination and monitoring of student athlete eligibility as required by the Northwest Athletic Conference ( NWAC ). Facilitates student-athlete registration and onboarding processes, including releases. Facilitates processes for requests for transfer student athletes, both to and from LBCC .

13.) Assists Athletic Director in the day-to-day administrative coordination of athletic programs such as budget reports, coaches’ performance appraisals, work-study allocation, talent grants, letters of intent, etc. Maintains Athletic department web page, including updating sports schedules, team roster and photos, and other information. Collects information, surveys and data analysis and prepares reports with recommendation for management decisions. Compiles and submits Equity Disclosure Act information to the United States Department of Education on an annual basis. Tracks student athletes using National Clearinghouse database. Compiles results for use in recruitment of student athletes, in the Student Right-to-Know document and IPEDS .

14.) Coordinates and schedules Activity Center facility activities for outside entities, including intercollegiate, intramural activities and community events. Approves and maintains agreements with Center users. Ensures receipt of signed contracts and insurance policy information. Enforces college policies and procedures regarding facility use to ensure safe and secure operation of the facility. Secures staffing to oversee events; provides training, direction and support to these staff.

15.) Works with outside agencies to schedule facilities and equipment for LBCC classes occurring off campus. Provides logistical support for evening and weekend classes as needed. Schedules referees. Controls and monitors petty cash fund for use at athletic events. Responsible for counting, balancing, and depositing money received to the Business Office.

16.) Performs receptionist duties, answers phones, greets visitors, makes referrals, and provides information and assistance on a variety of matters requiring detailed knowledge of rules, procedures, policies, precedents, and activities. Responds to unexpected situations including obtaining coverage for absent instructors, staff, and problem solving student issues.

17.) Acts as liaison with the Northwest Athletic Conference ( NWAC ) main office. Submits sports rosters, schedules and team photos via webpage by established deadlines to avoid incurring fines. Arranges meetings for NWAC Southern Region; takes, transcribes, and distributes minutes. Arranges for rental transportation for athletic events. Ensures drivers have approved driver status.

18.) Coordinates with Good Samaritan Hospital for blood draw screening dates, times and venues. Distributes results to staff and students.

19.) Participates in recruitment and hiring. Oversees and trains non-contracted classified staff, Athletic Events Specialist position, and non-contracted classified game management staff. Oversees work-study students, including hiring, training, overseeing work and completing performance appraisals.

20.) Assists in coordinating, communicating and executing special events for the Athletics Department. Updates information and sponsor sheets, arranges for printing services, and prepares bulk mailings. Follows up with sponsors after the event with billing for donations. Provides coaches with support in athlete recruitment including mailing information about the college and the athletic programs. Responds to questions through mail, phone and email. Establishes and maintains a database of alumni. Generates reports and mailing lists.

21.) Supports in liaising and coordinating with community organizations, alumni, charity organizations, district high schools, and K-8 schools to create opportunities for community focused programming and service. Communicates with and organizes events with the Athletics Advisory Board.

22.) Oversees coordination of alumni engagement for the Athletics Department.

23.) Performs other related duties as assigned.

Applicant Instructions:

Please complete the online application and upload or attach the following required documents:

1. Resume
2. Cover Letter
3. Academic Transcript (if needed to meet minimum qualifications)
   
   

Transcripts from institutions outside of the United States must be accompanied by an international credential agency evaluation. Click here for a list of agencies who perform these services.

Applications are reviewed for minimum qualifications. In order to be considered, your application must clearly show you meet the minimum qualifications for this position.

U.S. Veterans must attach proof of honorable discharge (Form DD-214, Copy 4) to their application to qualify for veteran’s consideration.

Proposed Start Date:
07/03/2023

Number of Days per Year
247 Days - Classified

FTE Load

1.0 FTE

Full-time or Part-time
Full-time, Fiscal Year (Contracted with Benefits)

Number of hours/week:
40

Work Schedule:
Typically M-F 8-5, but possibly some adjustments

Posting Date:
05/11/2023

Closing Date:
05/29/2023

Open Until Filled:
No

Salary Grade
18

Salary/Rate

Classified
Starting annual salary is $49,826 for a 247 day annual schedule, plus comprehensive benefits . Salary will be prorated for remaining days in the year.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Required Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Academic Transcript
2. Academic Transcript 2
3. Academic Transcript 3
4. Academic Transcript 4
5. Academic Transcript 5
6. U. S. Veteran Proof of Honorable Discharge DD-214, Copy 4