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Program Assistant 2

Employer
Linn-Benton Community College
Location
Oregon, United States
Salary
Salary Not Specified
Date posted
Aug 26, 2021

Posting

Posting Number: 0601121-C Position Type: Classified Special Notes to Applicants:
Starting annual salary is $42,396 for a 245-day work schedule, plus comprehensive benefits. Salary will be prorated based on the remaining number of workdays in the contract year.

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

LBCC is an Equal Opportunity Educator and Employer.

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 . (Leave out the bargaining agreement link for classified pools)
Position Title: Program Assistant 2 Division/Department: Apprenticeship Program Location Albany Campus, Albany, OR Job Summary:
Performs a variety of complex clerical and secretarial duties for the Apprenticeship Department. Coordinates meetings, special events, and workshops. Works at any LBCC location with students, LBCC faculty/staff, outside agencies, and employers/partners to enroll and support Apprenticeship and Division educational programs. Serves as a support link between Linn-Benton Community College Apprenticeship Department, Apprenticeship Committees, Registered Apprentices, and BOLI Apprenticeship & Training Division. Assists the Apprenticeship Coordinator with Planning, coordinating, implementing, and organizing the recruitment, eligibility, and selection while meeting and maintaining enrollment for assigned programs in accordance with committee expectations, pre-established prioritizing criteria, and BOLI Apprenticeship Training Division regulations and guidelines. Required Qualifications:
Education and Experience: Position requires an AGS /AA/AS or equivalent with emphasis in business, education, human relations, training and development, or related field, plus the equivalent of two years full-time related work experience, or equivalent combination education and directly related experience that enables full performance of the position. Additional higher education may substitute for one year of experience.

Experience and Broad Knowledge of Oregon State Registered Apprenticeship programs and the Bureau of Labor and Industries rules and regulations regarding apprenticeship programs.

Knowledge and Skills: Requires desire and commitment to work with students and college faculty. Requires strong recordkeeping, documentation, basic accounting skills, good organizational skills, planning, communication, customer relations, and phone skills. Requires thorough knowledge of office practices, procedures, and equipment, including filing systems, receptionist and telephone techniques, bookkeeping, letter, and report writing. Requires thorough knowledge of those activities associated with confidential recordkeeping. Requires considerable 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, spreadsheets, graphic design, and database applications. Requires good planning, organizing, and customer relations and communications skills. Requires problem-solving and analytical skills. Ability to work in a fast-paced environment with constant interruptions. Knowledge of local businesses affiliated with apprenticeship programs. Ability to work autonomously, efficiently and effectively.

Abilities: Requires the ability to independently perform the duties of the position efficiently and effectively. Must be able to oversee and coordinate program services. Must be able to coordinate and perform complex and technical office and secretarial work with speed and accuracy. Must be able to produce complex documents and reports from scratch. Must be able to learn, interpret, explain and apply knowledge of the college, department operations, programs, functions, and special department terminology. Requires ability to plan, organize and prioritize work to meet schedules and timelines. Requires the ability to oversee Work-Study or Learn and Earn staff in a manner that encourages high morale and efficiency. Requires the ability to revise and maintain established procedural systems and controls and establish work priorities. Requires the ability to work under pressure and maintain a business-like manner and the highest standard of customer service. Must be able to analyze situations and develop effective resolutions. Requires the ability to communicate with students, staff, faculty, employers, and the public using tact, diplomacy, and courtesy, under possible stressful and/or confrontational circumstances. Must be able to work respectfully with individuals of all cultures, backgrounds, perspectives, and abilities. Must be able to travel to other locations. Preferred Qualifications:
Bilingual (Spanish) language skills are desirable.

Physical Requirements and Working Conditions:
Requires the ability to operate a computer keyboard and other office equipment. Requires ability to move and/or lift to 30 pounds. Occasional lifting, guiding, or carrying of lightweight materials or equipment may be required. Sitting or standing for extended periods while working at a computer terminal and the ability to bend, stoop, and crawl in troubleshooting office equipment failure may be required. Requires ability to operate a computer and other office equipment. Requires ability to comprehend written and spoken language, accurately processing words and numbers, in person, via Internet, and the telephone, with or without accommodations.

Work is typically performed in an office setting with little or no exposure to health and safety hazards. Extensive time is spent working at a computer. Assignments may include any LBCC campus or center location. Travel is required between the college and satellite sites. Essential Duties:
  1. Thorough and extensive knowledge and understanding of Oregon State Registered Apprenticeship.
  2. Assists the Apprenticeship Coordinator and Department Chair with implementation of BOLI requirements regarding the Apprenticeship program.
  3. Assists in gathering/preparing budget information. Tracks revenue for specific projects/funds. Prepares and processes direct pays, quotes, invoices, bills, travel vouchers, accounts payable vouchers, advances or reimbursements. Reviews account numbers for accuracy, completes and distributes forms. Prepares statistical reports as requested.
  4. Processes purchase card reconciliations.
  5. Answers phones, responds to emails, and provides information and assistance on various matters requiring detailed knowledge of rules, procedures, policies, precedents, and activities.
  6. Composes a wide range of materials including memoranda, forms, reports, bulletins, meeting minutes, flyers, routine correspondence, documents, and instructional materials. Makes copies and distributes materials.
  7. Utilizes Google Docs, Sheets, Slides, and Forms, along with Microsoft Word, Excel, and PowerPoint for maintaining Apprenticeship information and processes. This includes mail merge, track changes, formulas, graphs, marketing materials, creating and distributing a list of all apprenticeship courses each term, and other items as needed.
  8. Maintains and performs extensive data entry into various databases – WorkHands – updates student courses, inputs grades, uploads documentation; BOLI OATS – enters meeting minutes, scans and uploads documents, updates apprentice and committee information; enters grades each term in spreadsheets; scans and archives.
  9. Coordinates, assists, and participates as a team member in event planning and hosting. Events include Advisory/Committee meetings, CTE Signing Day, NC3 Train-the-Trainer, and others as requested. Duties vary with each event but may include: acting as a point of contact for information, reviewing, updating, and providing materials to department chairs and faculty, receive and maintain a database(s) containing applicant information. Create and distribute correspondence to applicants, high schools, and other participating entities. Solicit donations for prizes, purchasing of merchandise and supplies, coordinate meals, reserve accommodations and other duties as assigned. Coordinates meeting and workshop logistics, room reservations, sending notices, verifying reservations or attendance, preparing materials, arranging special equipment, and ordering food service.
  10. Communicate with committee members regarding meeting dates/arrangements, managing Google Drive folders, preparing agendas, taking and processing meeting notes.
  11. Accept and evaluate apprentice applications for proper documentation. Registers students for courses in Apprenticeship and other programs authorized by Division Dean.
  12. Career Fair booth representation, maintain the Facebook Apprenticeship page, update and distribute LEA /B bi-annual notice.
  13. Assists Apprenticeship Department Chair in preparing information necessary for catalog production and schedule development in CPI . Edits and proofs class schedule, college catalog, and other publications or course scheduling databases, and initiates updates. Tracks timelines and process for Academic Affairs to ensure compliance for Apprenticeship and other division programs as needed.
  14. Provides office and instructional support, including managing storage areas and maintaining inventory; ordering office, classroom, and workshop supplies, ordering special materials and equipment, opening and distributing mail, maintaining filing systems, compiling information, keeping records, and completing surveys.
  15. Supports incoming students through various processes and roles, including New Student Registration, academic planning, intake guidance, overcoming barriers, development of resilience, and provision of general information with attention to issues of equity, inclusion, and universal design.
  16. Assists Apprenticeship Coordinator and Department Chair, AMTT Dean, Associate Dean, and Administrative Assistants with special assignments as needed.
  17. 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 min qualifications)


Transcripts from a non-U.S. college or university must be accompanied by an international credential agency evaluation. Please see “ Academic Transcript Information ” on the Employment Opportunities home page for more information and a list of agencies which perform this service.

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: 09/15/2021 Full-time or Part-time Full-time, Fiscal Year (Contracted with Benefits) Number of hours/week: 40 Posting Date: 08/26/2021 Closing Date: 09/08/2021 Open Until Filled: No Salary Grade 16 Salary/Rate
See “Special Notes to Applicants” section. Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you learn about this position? Please select one.
    • Mid-Valley Sunday Newspaper
    • Lebanon Express Newspaper
    • Oregonian Newspaper
    • Latinos in Higher Education
    • HERC-Higher Education Recruitment Consortium
    • indeed.com
    • Chronicle of Higher Education Online
    • State Employment Department
    • LBCC Employment Opportunities Website
    • Eugene Register Guard Newspaper
    • Other Online Website (specify below)
    • Other (specify below)
  2. If you selected other above, please specify the website or other resource from which you learned of the position.

    (Open Ended Question)

Required Documents
Required Documents
  1. Resume
  2. Academic Transcript
  3. Cover Letter
Optional Documents
  1. License or Certificate
  2. Letter of Reference
  3. U. S. Veteran Proof of Honorable Discharge DD-214, Copy 4
  4. Letter of Reference 2
  5. Academic Transcript 2
  6. Academic Transcript 3
  7. Academic Transcript 4


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