Executive Assistant to the President and Board of Education

Posting

Posting Number: 0601140-C Position Type: Confidential Special Notes to Applicants:
While many LBCC employees are working remotely, this is considered an essential position that requires a regular presence on campus. However, working remotely may be available as needed.

Salary will be prorated for the remaining days in the fiscal 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 . Position Title: Executive Assistant to the President and Board of Education Division/Department: President's Office Location Albany Campus, Albany, OR Job Summary:
Independently perform confidential and executive administrative support functions for the President’s Office and the LBCC Board of Education. Assist the President in the successful performance of their duties and help achieve the college’s vision, mission, values, and goals. Support the President in local, statewide and national activities, and provide administrative and technical support to the Board of Education. Required Qualifications:
Education and Training: Requires an associate’s degree or equivalent, with an emphasis in administrative assistant, technology, project management, business, or a related field. Additional related experience may substitute for the education requirement on a year for year basis.

Experience: Requires a minimum of four years progressively responsible administrative support to an executive-level administrator. Experience in the use of current computer applications, including shared file management systems, is required. Experience acting as a liaison for an organization with outside constituents is required.

Knowledge, Skills, and Abilities: Position requires general knowledge of human resources functions, policies, procedures, and processes. Requires the ability to stay current on matters affecting the College, President’s Office, and the Board of Education and represent them in a professional manner. Requires the ability to work with various individuals and departments relating to a broad spectrum of issues and concerns; and independently uses judgment to assist and facilitate problem resolution associated with matters related to students, staff, management, Board of Education, and the general public. Must be able to independently analyze situations accurately and adopt a practical course of action. Requires the ability to work independently with minimum direction and under strict deadlines, exercising sound judgment in recognizing the scope of authority and care in administrative detail. Requires knowledge of current Oregon Revised Statutes and policy relating to community college and Board of Education operations. Requires high-level executive secretarial skills, including skills in the use of electronic/internet and web-based communications. Must have excellent computer skills, including thorough knowledge of current software applications related to administrative support. Must have the ability to take and transcribe minutes and summarize and capture the essence of discussions. Requires excellent written communication skills and proper English usage to prepare correspondence, etc. Must understand political protocol. Must possess analytical skills and be highly organized. Must be able to maintain accurate and detailed records and meet inflexible deadlines. Must have well-developed interpersonal and communication skills and can communicate verbally and written with a wide range of contacts both within and outside the organization. Requires ability to remain calm under pressure and in the face of complaints. Preferred Qualifications:
A bachelor’s degree.
Experience in the public sector.
Notary Public Commission. Physical Requirements and Working Conditions:
Must be able to operate a computer and other office equipment. Must be able to communicate clearly and effectively.
Essential Duties:
Work closely with the President, Board of Education, executive leadership, and other College staff to provide information and services to the college’s internal and external customers.

Serve as liaison to and coordinate the exchange of information and communication among the President and campus departments and staff, College Board of Education, external community members, leaders, and partners.

Serve as the first contact for the President’s office; screen visitors and telephone calls; provide accurate, pertinent information regarding rules, regulations, policies, and procedures, and relieve the President of considerable administrative detail. Use considerable independent judgment in responding to questions and complaints; find answers and referrals for students and community members to appropriate contact or department, follow up to ensure individuals are effectively served.

Support the President in working with the Oregon community college presidents and assistants to ensure the President of LBCC has the latest information and action items.

Support the President in working with Community College and Workforce Development ( CCWD ) and Oregon Community College Association ( OCCA ) staff to assure the President and Board are provided with the latest status regarding legislative actions, financial follow-up, and coordination.

Support the President and the Board with in-depth knowledge of the Oregon statues and policy changes relating to community colleges and Board of Education operations. Research and answer questions, and provide current information to the President, Board of Education, and administration on any changes.

Responsible for scheduling and logistics for meetings for the President and the College Board of Education; coordinating communication, planning, and calendaring for the President; making all travel arrangements for the President, College Board of Education, and other groups. Process all reimbursement for college-related travel for board members.

Research, plan, and coordinate projects for the President; independently manage multiple projects, priorities, and interruptions simultaneously; work independently or on a team with various campus projects.

Prepare and coordinate the development of Board of Education agenda packets for board meetings, work sessions, executive sessions, board committee meetings, and budget committee. Prepare public meeting announcements for related Board of Education meetings in accordance with Oregon Public Meeting law. Take and transcribe official minutes of all board-related meetings, distribute and file as appropriate.

Serve in a confidential capacity in assisting the President and Board of Education in personnel matters and collective bargaining issues; accurately prepare and maintain confidential materials. Create and prepare correspondence and other forms of written communication for the President and Board of Education.

Participate in planning, developing, and coordinating the President’s Office and Board of Education budgets. Maintain accurate accounting files for reconciliation of President’s and Assistant’s monthly procurement card statements and annual college-wide memberships.

Exercise independent judgment and confidentiality in assisting with administrative details. Accurately prepare various documents, including correspondence, meeting agendas, contracts, reports, charts, compile and coordinate data and develop reports.

Coordinate the process for updating and maintaining board policies and administrative rules on a monthly basis. Serve as a resource for the location of a particular topic, policy, or rule. Maintain board policies and administrative rules on the college website.

Coordinate and participate in various administrative groups, including College Council, President’s Leadership Team, etc. Take minutes and electronically distribute them as appropriate.

Coordinate events such as the retirement celebrations, monthly Board meetings, annual Board Retreat, legislative dinners, various informal luncheons, breakfasts, etc.

Maintain accurate and up-to-date files, manuals, and records, many of which are for historical purposes. Be familiar with the Oregon Secretary of State’s Records Retention Policies.

Perform routine functions such as processing purchase orders, book and periodical orders. Process mail, answer phones, direct calls, monitor budget and budget transactions for the President’s Office and the Board of Education, create payroll authorizations, order supplies, prepare work orders, and arrange for maintenance of office machines, etc.

Perform notarization of a variety of documents.

Perform other duties as assigned. Applicant Instructions:
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: 01/03/2022 Full-time or Part-time Full-time, 1.0 FTE, Fiscal Year (Regular with Benefits) Number of hours/week: 40 Posting Date: 11/17/2021 Closing Date: 12/05/2021 Open Until Filled: No Salary Grade 121 Salary/Rate
Salary range is $50,780 – $71,234 for a 248-day annual schedule plus comprehensive benefits . Starting salary is typically at the lower end of the range and is DOE .

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. Cover Letter

Optional Documents

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