Academic Affairs Office Coordinator

Position Details

Position Information

Position Title Academic Affairs Office Coordinator Classification Title Confidential Position Number B268PD Grade Level P1 Starting Wage/Salary $63,000 - $66,500 plus exceptional benefits Close Date 07/19/2026 Open Until Filled No Open Until Filled Notes Position Type/Employee Class Confidential Faculty Status Not applicable FTE 1.0 Contract Months 12.0 Overtime Eligible Non-Exempt Location Bend Hybrid Remote Work Eligible? No Exceptional COCC Benefits Summary

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Primary Purpose

This position independently manages, coordinates, and performs confidential and administrative support for the office of Vice President of Academic Affairs (VPAA) representing the division with a high level of professionalism, tact, and diplomacy. In addition, this position leads, mentors, and trains classified instructional staff supporting the instructional deans and academic departments.

Essential Duties and Responsibilities

Administrative Management Responsibilities

• Manage the office of the VPAA and provide full administrative support, as needed, to the Instructional Deans and instructional departments.
• Research, analyze, and summarize data needed for communication among departments.
• Act on a regular and continuous basis in a confidential capacity handling complaints and problems of critical public relations nature. External and internal contacts are frequent, wide ranging, and vary significantly in complexity. In both cases, demonstrated qualities of diplomacy and tact are needed when dealing with diverse groups from within and outside the organization.
• Responsible for gathering information needed to respond to requests for information (RFI's) for collective bargaining units.
• Manage financial transactions, record keeping, and instructional technology needs for the VPAA's office.
• Manage professional development processes and payments for faculty in collaboration with the Professional Instructional Review Team (PIRT).
• Participate as a member of the Academic Affairs Administrative Team, providing coordination, leadership, and support for instructional specialists and other team members.
• Support various events and initiatives out of Academic Affairs, such as Chairmoot and chair and program director work days, Department and Program Review processes, Education Pathways, faculty Convocation, and other special events.
• Prepare, update, and distribute budget-related reports and monitor budgets for instructional departments, VPAA, Instructional Deans, and non-general fund accounts associated with instruction. Coordinate budget request process and manage entry of approved requests in the online system.
• Process and maintain records of Articulation Agreements and MOUs with higher education partners.
• Maintain and update Academic Affairs web pages and forms.

Systems and Process Coordination

• Provide leadership, support, and training for instructional specialists, department administrative assistants, and functional analysts in systems and procedures related to faculty compensation.
• Maintain and manage the master course fee list, audit sections for correct fees, communicate with instructional departments new fees for upcoming academic year.
• Review and track FT/ADJ/PT faculty load and coordinate with HR on faculty promotion, tenure tracking, and compensation increases.
• Assist with the processing/management of grant documentation as assigned.

Leadwork and Training

• Lead the team of instructional specialists and administrative assistants to implement/improve systems and processes.
• Organize, schedule, and lead regular meetings and training sessions for instructional support staff members.

Marginal Job Functions

• Serve on hiring committees when needed.
• Serve on college committees.
• Performs other essential functions as assigned that support the overall objective of the position.

Department Specific Knowledge, Skills, and Abilities

Individuals must possess these knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.

• Ability to lead teams of classified staff, working as a positive team member to solve problems and achieve goals.
• Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
• Exceptional technical, organizational, and personal skills, including problem-solving skills, tested judgment, maturity, and diplomacy in human relations.
• Discretion in handling of confidential information and ability to convey a positive and professional stance for the Vice President of Academic Affairs office.
• Ability to work effectively and positively with a diverse clientele, including College employee groups, supervisors, students, and organizations external to the College.
• Knowledge of budget control, office management, and computers.
• Must be highly skilled in Windows, Microsoft Office products and database software, such as Banner Student Information System, 25Live Event and Space management software.
• Knowledge and ability to perform mathematical calculations and understand changing regulatory requirements.

Ergonomic Requirements

Regular office hours are established between 8 am - 5 pm during the workweek. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the responsibilities.

Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires ability to write, read written materials and computer screens, and work via telephone and video chat. Occasional lifting up to 25lbs. All individuals are required to perform essential functions with or without reasonable accommodation.

Minimum Requirements

Education:

• Bachelor's Degree in a field related to the essential job functions.

Experience:

• Four years of progressively responsible administrative office experience in such areas as office management, project planning/coordination, communications, or related support.

Equivalency Statement

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify under equivalency by responding to the supplemental question presented during the application process.

Preferred Qualifications

• Experience in a Higher Education setting supporting Instruction and/or Administration
• Knowledge of Ellucian Banner software

EEO Statement

The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.

This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.

In support of COCC's EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • What is your highest level of education?

• No High School Diploma or GED

• High School Diploma or GED

• Professional Certification or License (not a degree)

• Associates Degree

• Bachelor's Degree in Progress

• Bachelor's Degree

• Master's Degree in Progress

• Master's Degree

• Ph.D in Progress

• Ph.D

• Ed.D in Progress

• Ed.D

• J.D.

• M.D

• Other Doctorate Level Degree

• • Describe how you meet the minimum requirement of four years of progressively responsible administrative office experience in such areas as office management, project planning/coordination, communications, or related support.

(Open Ended Question)

• • We recognize the value of skills, knowledge, and experience gained outside of formal education and paid employment. Applicants who do not meet minimum education and/or experience requirements but possess other qualifications or experience they feel are equivalent are encouraged to apply. Check the applicable box(es) below and explain in the next question why your education/experience should be considered equivalent. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on the box or boxes you check, as we are committed to a fair and thorough evaluation process.

• I meet all minimum requirements (education and experience) listed for this position.

• I do not meet the minimum education degree requirement(s).

• My degree is not in the required stated area(s).

• I have less than the minimum years' experience in the area(s) required.

• • As a follow up to the previous question, explain how your education/experience should be considered equivalent to the minimum requirements. If you feel you meet all the stated minimum requirements, please put N/A. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on your response, as we are committed to a fair and thorough evaluation process.

(Open Ended Question)

• In support of COCC's commitment to diversity, equity, and inclusion, bilingual fluency in English and another language is considered a plus: Please list any languages other than English in which you are fluent (read and write).

(Open Ended Question)

• • Are you a U.S. military veteran? COCC provides qualifying veterans and disabled veterans with preference in employment. To receive veterans' preference in this recruitment process, you must upload either your DD214 and 215 (215 if applicable) or your certification that you expect to be honorably discharged from the military within 120 days. You will have the opportunity to upload the document(s) in the next step of this application process. If you have questions about what document(s) to provide, email MyHR@cocc.edu.

• Yes, I am a veteran.

• No, I am not a veteran.

• If you have identified yourself as a qualified veteran or disabled veteran by submitting your DD214 and DD215 (if applicable) form(s) as proof of veteran status, please describe any transferable skills earned during your military service that you feel relate to the requirements/preferences of this position.

(Open Ended Question)

• • COCC employees must work and reside in the state of Oregon. Are you currently residing in, or willing to relocate to, the state of Oregon by the start date of this position?

• Yes, I currently reside in or will reside in the state of Oregon by the start date of this position.

• No.

• • The College CANNOT provide support or sponsorship of any type for visa applications and related paperwork for employment purposes. To be considered, applicants must already be authorized to begin work in the United States, be able to arrive in the country, and maintain work eligibility without the College's sponsorship or support. Are you currently, or will you be, authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College's sponsorship or support by the position's start date?

• Yes, I am already or will be authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College's sponsorship or support by the position's start date.

• No.

• • Background checks are required for all employees of COCC. Should an offer of employment be made and accepted by you, you will receive an email from COCC / HireRight Screening requesting your consent and basic information to complete the check. The offer of employment will be conditional upon satisfactory completion of the criminal background check. Confirmed findings on a criminal background check will not automatically disqualify you from being hired into a position. Results are evaluated on a case-by-case basis, considering the job responsibilities and other risk factors. Additional information regarding COCC's criminal history check policy can be found online in the General Procedures Manual, Section HR-4-0. Please indicate here if you will provide consent to the criminal history check when requested by the College.

• Yes, I will provide my consent when requested.

• No, I will not provide my consent when requested.

Required Documents

Required Documents

• Resume/Vitae
• Cover Letter
• College Transcript 1 (unofficial)

Optional Documents

• US Military DD 214