Primary Purpose

**First Consideration will be given to applicants who apply by October 25th, 2024**
This position is open until filled.
Join our team and enjoy a work-life balance like no other! With 12 holidays, paid Fridays off in the summer, a generous winter break, ample vacation and sick leave, you'll have the time to recharge and thrive. We invite you to join Southwestern Oregon Community College in fulfilling our mission by supporting the cultural and educational needs of our diverse communities.
We also offer exceptional insurance plans, including contributions to an HSA, affordable medical, dental, and vision plans, and so much more. Apply now and experience the benefits of a caring community college that values your time and well-being.
The position provides high level administrative support to the Vice President of Administrative Services and the President’s executive team. This includes but is not limited to risk management, project management and coordination, contract management, insurance compliance, and contractor and vendor communications. Additional responsibilities include compliance with federal, state, and local regulations, procurement procedures, grant requirements and Southwestern policies and procedures. In addition, the position provides support to Administrative Services departments and the President's executive assistant.

Description of Essential Functions

• Assess and resolve or redirect problems that do not require the Vice President's attention, relieving the Vice President of unnecessary interruptions.
• Provides administrative support to management’s collective bargaining teams, including pre-planning meetings. Assists with information gathering regarding collective bargaining/contract administration. Schedules meetings, prepares agendas and taking minutes for a collective bargaining unit during negotiations, preparing exhibits, revising contract language proposals and housekeeping for proposed contracts.
• Plan for and attend various meetings, including notification of participants, preparation of agenda and meeting materials, recording, and preparing minutes of meetings. Coordinate details with appropriate departments and individuals to accomplish meeting goals and projects.
• Support College leadership in developing departmental goals and objectives as part of the institution's continuous improvement cycle. This includes participating in the college wide accreditation process by performing using the Guiding Principles in planning, assessment, and project activities to meet the College’s Strategic Priorities and Objectives.
• Serve as backup administrative support for College Council and the Board of Education in the absence of the Executive Assistant to the President.
• Assist the Vice President with budget management, expenditure authorizations, and budget requests. Prepare and process requisitions and check requests for purchase of supplies, materials, equipment and travel.

• Manage records, regular written and phone communications with college departments, contractors, community partners, and vendors. Coordinate work flow of all administrative and project activities to assure timely completion and deadlines are met.
• Provide custodial oversite of the college's Administrative Procedures (AP). This includes preparing, scheduling and tracking open hearings for all AP. Maintaining historical records of procedure changes and additions. Develop and maintain a schedule to regularly review and update AP in concordance with Board Policies. Notify staff of new procedures and changes.
• Research and interpret College policies and procedures to assist community, staff and students with inquiries about various topics including insurance, facilities, accidents, safety, theft, complaints, emergency situations and others pertinent topics. Research and interpret Oregon Revised Statutes and Oregon Administrative Rules as well as federal laws related to the operation of the College. Work with attorneys in compliance with statutes and rules specific to College operations.
• Maintain all office files; files containing administrative policies, open hearings, union negotiations minutes, personnel grievance files, College insurance, safety committee reference library, and various confidential files for the College.
• Maintain a repository for all files of original College contracts, vehicle titles, deeds, conditional use permits, easements, letters of agreements, site licenses, etc. Serve as College Records Management and Archive resource for College personnel.
• Draft monthly Board report and resolutions for the Vice President of Administrative Services.

• Review and evaluate all contracts, agreements, MOU’s, proposals and other compliance related documents. Provide feedback and work with insurance agent and legal representation on risk assessment, policy and procedure compliance to protect the liability and interest of the College.
• Prepare and execute contracts related to administrative services functions or with other college projects. Ensure invoices and payments are received checked for accuracy and processed in accordance with terms of contract. Ensure that a complete inventory of fully executed contracts are maintained through Microsoft Share Point.
• Assist in the development of RFI, RFP and other purchasing activities that include drafting legal notices and invitations to bid for Board consultants, building and remodeling projects, furniture, equipment, and professional services to be performed for the College. Coordinate publication and bidding processes in compliance with college procedures, state and federal procurement requirements. When applicable, complete notice of award of public works contract for Bureau of Labor and Industries (BOLI), Oregon Revised Statute 279.363.

• Work collaboratively with College Insurance Agent of Record, Property/Casualty Insurer, and Workers' Compensation Insurance staff to provide sound risk management practices and guidance including:
• Work with the College's Insurance Agent of Record and Vice President to maintain appropriate levels and types of insurance for property/casualty and workers' compensation.
• Continuously monitor all campus incidents, including documentation and processing of all claims for workers' compensation, property/casualty and medical claims. Follow up on incidents and claims with appropriate College staff to provide strategies to mitigate losses and prevent recurrence.
• Identify and assess potential risks associated with specific activities proposed by College staff. Provide proactive risk management guidelines for College staff to follow that protect against College losses and liability exposure when planning activities that present various levels of risk.
• Work with College legal counsel and Insurance Agent of Record to perform contract review to protect College assets. Monitor and maintain contracts and records of insurance coverage for various activities on campus.

Required Knowledge, Skills and Abilities

Associate's degree. required in business administration, office occupations, or related field.
Five (5) years’ experience in a direct administrative assistant or support to a management or executive level leadership.

• Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter. Ability to effectively communicate orally with groups and/or individual, and deal with peers, the public and the community in a positive, empathetic and professional manner.
• Ability to read, review, understand and apply concepts presented in training programs, conferences, professional literature and other related materials pertaining to library operations. Ability to read and interpret federal and state laws, college policies, and collective bargaining agreements.
• Ability to work effectively and sensitively with individuals of diverse cultural backgrounds, perspectives, and abilities. Ability to consistently convey a pleasant and helpful attitude by using excellent interpersonal and communication skills to control sometimes stressful and emotional situations. Requires sufficient communication and human relations skills to resolve complaints/issues, defuse anger, and gain cooperation.
• Knowledge of basic bookkeeping/accounting procedures and computer applications of these procedures. Possesses strong mathematical skills.
• Ability to maintain strict confidential communications with staff, and community relations.
• Knowledge of standard office procedures and equipment including a high level of computer proficiency and software applications including Microsoft Suite (MS Word, Excel, Share Point, MS Teams, etc.) and those related to financial activities with a level of computer literacy sufficient to use software such as word processing, spreadsheets and data bases to produce correspondence, documents, and reports as required by the position.
• Ability and willingness to manage a flexible work schedule with self-discipline, including travel, various hours and possible weekends/evenings, as well as work days at other college locations.
• Ability to receive and process information in a professional, sensitive, confidential, and timely manner.
• Model and ensure diversity and cultural competency (respect, inclusiveness, reflecting, valuing, and welcoming cultural differences) in all position responsibilities regardless of race, ethnicity, religion, gender, social class, sexual orientation, ability, nationality, age, language, origin, or employment status.
• Demonstrated organizational ability and the ability to manage multiple projects and priorities, which includes correspondence, projects, research, compiling and analyzing data, preparing reports/ recommendations, budget development and analysis, calendar maintenance, travel arrangements, filing, and other duties as assigned. Ability to be resourceful when solving routine problems which include varied and unrelated tasks.
• Capacity to work accurately with detail.

• Bachelor’s degree in business administration, accounting, or business-related field.
• Specific knowledge of computer applications utilized within the college; currently Jenzabar.
• Public Employer work experience.
• Work experience in a union setting.

N/A

Additional Job Information

• MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) – OR – Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
• Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.
  • You can request copies of your military service record through the National Archives website at: http://www.archives.gov/veterans/military-service-records/