Administrative Assistant to the V P of Administrative ServicesRisk Management Coordinator

Join our teamand enjoy a worklife balance like no other! With 12 holidays paid Fridays off in the summer a generous winter break ample vacation and sick leave youll 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 wellbeing.

PRIMARY PURPOSE

The position provides high level administrative support to the Vice President of Administrative Services Presidents executive team and the Administrative Services Division. This includes but is not limited to oversight of college risk management activities workers compensation coordination and procurement activities for the college. In addition the position actively engages in the collective bargaining process with the college leadership team manages various projects for the division as well as vendor and grant contract administration insurance administration compliance with federal state and local regulations and coordination of Southwestern policies and procedures. This position acts as a back up to the Executive Assistant to the President and provides support to the college board of education as needed.

Administrative Support (approx. 25 of Time)

1. Assess and resolve or redirect problems that do not require the Vice Presidents attention relieving the Vice President of unnecessary interruptions.
2. Provides administrative support to managements collective bargaining teams including preplanning 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.
3. 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.
4. Support College leadership in developing departmental goals and objectives as part of the institutions 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 Colleges Strategic Priorities and Objectives.
5. Serve as backup administrative support for College Council and the Board of Education in the absence of the Executive Assistant to the President.
6. 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.
7. Assists in the collective bargaining process by supporting labor management meetings negotiation sessions and is responsible for maintaining the colleges collective bargaining records.

Administrative Procedures and Records Management (approx. 25 of Time)

1. 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. 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.
2. Provide custodial oversite of the colleges 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.
3. 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. Assist with drafting college policies and procedures.
4. 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.
5. Draft monthly Board report and resolutions for the Vice President of Administrative Services.

Contract and Project Administration (approx. 25 of Time)

1. Review and evaluate all contracts agreements MOUs 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.
2. 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 SharePoint.
3. 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.

Risk Management (approx. 25 of Time)

1. 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:
2. Work with the Colleges Insurance Agent of Record and Vice President to maintain appropriate levels and types of insurance for property/casualty and workers compensation.
3. 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.
4. Identify and assess potential risks associated with specific activities proposed by College 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.
5. 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.

Performs Other Duties and Special Projects as Required/Assigned

REQUIRED QUALIFICATIONS

Associates degree required in business administration office occupations or related field.

Education requirement may be substituted with a high school diploma and seven 7 years or more of executive level administrative assistant experience.

Five 5 years experience in a direct administrative assistant or support to a management or executive level leadership.

Successful applicants for this position must possess the following knowledge skills and abilities or be able to explain and demonstrate that they can perform the essential functions of the job with or without reasonable accommodation:

• 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 SharePoint 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 selfdiscipline 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.

PREFERRED QUALIFICATIONS

• Bachelors degree in business administration accounting or businessrelated field.
• Specific knowledge of computer applications utilized within the college; currently Jenzabar.
• Public Employer work experience.
• Work experience in a union setting.

SPECIAL REQUIREMENTS OR LICENSES

N/A

JOB TITLE: Administrative Assistant to the Vice President of Administrative Services

LOCATION: Coos Curry and Western Douglas Counties

FTE: 1.0 FTE

DEPARTMENT: Administrative Services

PAY GRADE:25 $47229 to $51122 for initial placement)

EXEMPTION STATUS: Exempt

PHYSICAL REQUIREMENTS: Enclosed

REPORTS TO:Vice President of Administrative Services

CLASSIFICATION: MASSC

REVISION DATE: March 2025

SUPPLEMENTAL INFORMATION

Southwestern Oregon Community College only accepts applications through this online application system. We want you to be successful in applying with us. We highly encourage you to complete and submit your application in advance of the deadline.

For assistance with this please For technical assistance with your application please call.

Please note: We recognize that our application process can be lengthy so before you begin please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum/special qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions the system may automatically screen you out from further consideration.

Required documents must be provided at the time of application. Please remove any personal information such as photographs date of birth gender social security number and other protected information from your documents. Documents containing protected information will be considered incomplete. Incomplete applications will not be considered.

Positions are subject to budget consideration and approval. For the candidate who is hired into this position salary placement will be based on guidelines in administrative policies and procedures or collective bargaining agreements (as applicable).For this reason please be sure to include everything in your application that you want the college to consider towards placement.

The college does not sponsor employees in the visa application process if they intend to use this as their means to work in the United States. This means that all required work visas must be in place and supported by appropriate evidence to be employed by Southwestern.

Final candidates will be subject to a criminal background check as part of the employment process.

REASONABLE ACCOMMODATION STATEMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all responsibilities skills effort or work conditions associated with the job someone in this position would perform. All employees of Southwestern Oregon Community College are expected to perform tasks as assigned by Southwestern Oregon Community College supervisory/management personnel regardless of job title or routine job duties.

VETERANS PREFERENCE STATEMENT

Applicants are eligible to use Veterans Preference when applying with Southwestern Oregon Community College in accordance with ORS 408.225 408.230 and 408.235; and OARand. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.

DOCUMENTS REQUIRED:

• 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 nonservice 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: information regarding Veterans Preference qualifications visit the following website: is the policy of Southwestern Oregon Community College Board of Education that there will be no discrimination or harassment on the grounds of race color gender marital status sexual orientation religion national origin age political affiliation parental status veteran status or disability in any educational programs activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact Vice President of Administrative Services in Tioga TDD. All other issues concerns and complaints should also be directed to the Vice President of Administrative Services for referral to the appropriate Manager.

    
    

    Annual Campus Crime/Annual Fire Safety (Clery Act) Report

    The Jeanne Clery Disclosure for Campus Security Policy and Campus Crime Statistics Act (formerly the Campus Security Act) is a federal law that requires institutions of higher education to disclose campus security information including crime statistics for the campus and surrounding area. As a current or prospective Southwestern student or employee you have a right to obtain a copy of this information. You may review this information here: Annual Campus Crime/Annual Fire Safety (Clery Act) Report. You may also obtain a hard copy of this information upon request by contacting Administrative Services at.