Administrative Assistant - Mathematics/Forestry

Position Details

Position Information

Position Title Administrative Assistant - Mathematics/Forestry Classification Title Classified Position Number B40PD Grade Level 17 Starting Wage/Salary $25.43-$25.94/hr plus exceptional benefits. Wage placement is dependent on qualification and pay equity. Close Date 09/06/2026 Open Until Filled No Open Until Filled Notes Position Type/Employee Class Classified Faculty Status Not applicable FTE 1.0 Contract Months 9.5 Overtime Eligible Non-Exempt Location Bend Hybrid Remote Work Eligible? No Exceptional COCC Benefits Summary

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Primary Purpose

• The Administrative Assistant provides a wide range of administrative support services for the department chair, faculty members, and instructional program of the Mathematics and Forestry department. They competently apply advanced skills in organization, technology, interpersonal communication, record keeping, information retrieval, strategic planning, and problem solving, and oversee the department budget.

Essential Duties and Responsibilities

General Functions

• Coordinate, enter, and proof annual and adjusted quarterly class schedules, appropriate classroom assignments, and footnotes, including off-campus and online courses, by College deadlines; assist in planning and revising schedule and staffing through analysis of relevant factors such as enrollment patterns and contracted faculty loads.
• Monitor and maintain security, equipment, furniture, and supplies of classrooms and offices, including tracking and anticipating needs and preparing requests for capital, technology, furniture, and supplies needed to support effective instruction at optimal capacity.
• Serve as front desk coordinator and first point of contact for students, applying effective communication skills in multiple modes, as well as accurate departmental College knowledge, needed to address promptly or redirect appropriately all internal and external queries, concerns, and comments. Frontline duties include early and frequent monitoring of daily email and voicemail messages from departmental faculty requesting that their day's classes and office hours be canceled due to the onset of illness or other unanticipated reasons.
• Exercise and maintain proficiency in using current College computer-based software applications (e.g., Microsoft Office, Banner, Resource 25, Outlook, textbook adoption software) and other technologies to perform essential departmental administrative support functions.
• Prepare and process faculty Notices of Appointment and full-time faculty quarterly load sheets by College deadlines; completing these tasks entails tracking and maintaining accurate spreadsheets detailing faculty loads for scheduled program courses and approved non-teaching assignments, part-time faculty and full-time faculty overload pay rates, and accounts to be charged.
• Prepare and process paperwork to hire student assistants, irregular wage, and work-study students. Train, assign tasks, and oversee these workers in cooperation with the supervising faculty members.
• Prepare and process confidential student evaluations assigned each quarter as required by annual faculty evaluation schedules and COCC instructional administrative practices. Confirm schedule of evaluation with individual instructors.
• Maintain appropriate records for the department's faculty, staff, and student workers.
• Promote effective internal and external communication for departmental programs through use of email, Outlook public folders, contacts with media, printed flyers or posters, and changes submitted to department Web pages.
• Assist in creating the agenda for, attend, and take notes during department meetings.

Business Processes

• Solicit and process textbook orders for scheduled courses each quarter, track receipt and maintain records of departmental textbook orders submitted, and initiate reminders to faculty whose orders have not been submitted by COCC Bookstore deadlines.
• Prepare and process fiscal and/or administrative paperwork (e.g., check requests, purchase orders, independent contractor agreements, travel authorizations, time sheets and travel expense forms) for authorized dispersal of departmental funds; monitor expenditures in cost centers at regular intervals to promote responsible budget management.
• Maintain and track math department and forestry program budgets to assist the Math Department Chair and Forestry Program Director.

Math Department-Specific Responsibilities

• Work with Math Department Chair to set up online course midterm and final proctoring sessions. Coordinate logistics with faculty and monitor student sign-ups on Sign-Up Genius.
• Coordinate, organize, and assist in preparation for and implementation of the Annual High School Math Contest that takes place in April. This includes managing all contest purchases (plaques, award engraving, certificates, t-shirts, etc.), communicating with high school advisors, reserving classrooms and other spaces for the event, and organizing the provided lunch for attendees. Assist faculty as needed in preparing for individual contest day events. Assist with "day of" responsibilities such as student check-in, taking photos, etc. Design awards program, and work with graphic designer to create the logo and t-shirt design.

Forestry Program-Specific Responsibilities

• Assist forestry program coordinator with yearly Program Advisory Committee meetings, including coordination, communication, meeting details, and preparation of minutes.

Additional Responsibilities

• Perform other essential duties as they pertain to the purpose of the position.
• Serve on college committees.

Department Specific

Coordinate, organize, and assist in preparation for and implementation of the annual High School Math Contest that takes place in April. This includes managing all contest purchases (plaques, award engraving, certificates, t-shirts, etc.), communicating with high school advisors, reserving classrooms and other spaces for the event, and organizing the provided lunch for attendees. Assist faculty as needed in preparing for individual contest day events. Assist with "day of" responsibilities such as student check-in, taking photos, etc. Design awards program, and work with graphic designer to create the logo and t-shirt design.

Knowledge, Skills, and Abilities

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.

• Advanced organizational skills to track, coordinate, and complete multiple tasks to support the effectiveness of a large and complex academic department.
• Ability to initiate and perform work without supervision, anticipating the needs of the department as a whole, as well as of individual instructional staff.
• Ability to respond quickly and effectively without supervision to unanticipated work situations.
• Ability to operate all standard office equipment, use of keyboard and multi-line telephone including voicemail management for the program.
• Exercise effective interpersonal communication skills to work productively with multiple constituencies, including students, faculty, Fiscal Services, Public Safety, committees, vendors, Student and Enrollment Services, Information Technology Services, offices of the Instructional Deans and Vice President of Instruction, the support staff of other departments, and the general public.
• Apply knowledge of faculty preferences, existing resources, enrollment patterns and other significant factors when collaborating with the department chair on schedule development.
• Skills in maximizing limited resources when administering the departmental budget, by monitoring expenditures, prioritizing needs, and recommending cost-saving measures.
• Skills to prepare for and meet simultaneous deadlines by prioritizing tasks and requests based on urgency, managing time wisely, requesting aid and making referrals as needed. Deadlines may arise from both internal and external constituencies.
• Ability to manage office needs as faculty change, and initiate capital, technology, and furniture requests as needed.
• Ability to self-regulate, collaborate, and use good judgement in identifying issues and priorities.
• Ability to communicate clearly, in writing and speaking, face-to-face, via telephone, and e-mail, using the English language with or without the use of an interpreter.
• Must be able to perform essential job functions described above.
• Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.

Ergonomic Requirements

Regular office hours are 8 am to 5 pm during the workweek. Employee 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 the ability to write, read written materials and computer screens, and hold telephonic conversations. Occasional lifting up to 25 lbs. All individuals are required to perform essential functions with or without reasonable accommodation.

Minimum Requirements

Education:

• Associates Degree or completion of equivalent college-level coursework.

Experience:

• Two (2) years of comprehensive office experience, employing effective skills in organization, budgeting, interpersonal communication, and computer-based technology.

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

Education:

• Bachelor's degree.

Experience:

• Knowledge of Banner and instructional support processes.
• Work experience with community colleges, school districts, or public entities.

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

• • Please describe how you meet the minimum two (2) years of comprehensive office experience, employing effective skills in organization, budgeting, interpersonal communication, and computer-based technology.

(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

• College Transcript 2 (unofficial)
• College Transcript 3 (unofficial)
• US Military DD 214
• License or Certification