Facilities Services - Administrative Assistant

Provides administrative office support in the daytoday operations of the Facilities Services Department. Responsible for the coordination of all campus requests for building access transportation reservations meeting and event space utilization and instructional logistics. Serves as primary support person for department purchasing including ensuring that proper state and college purchasing procedures are followed. Will manage transportation related systems and driving privilege authorization process. Provide support for incoming work orders to ensure unresolved issues are escalated appropriately with a quick response. Coordinate and support committee meetings and communications (i.e.; Facilities Use Group Safety Committee etc.). Provide a professional orderly welcoming servicefocused point of contact for students college personnel and the community.

Administrative Support (50% of Time)

1. Provides administrative support to the Director of Facilities and department. Assists by acting as liaison with department staff and work units within and external to the department.
2. Performs routine administrative support including answering phones and screening calls scheduling appointments and maintaining department calendars. Coordinates meetings including set up room reservations materials and equipment needs. Transcribes meeting minutes processes mail maintain records in physical and electronic filing systems. Performs data entry and generates reports as needed from department software systems uses Jenzabar as necessary maintains the group drive for the department. Maintains inventory and orders office supplies.
3. Monitors monthly budgets for the department. Prepares and tracks purchase orders requisitions credit card purchases. Reconciles facility use receipts and refunds and department credit cards as well as fuel credit cards.
4. Maintain existing department web pages and recommend updates or new content as appropriate.
5. Coordinate with the Director of Facilities to manage and maintain the departments policy/procedures related to facility use driving/transportation vehicle usage and maintenance etc.
6. Support the Facility Use Group (FUG). Schedule monthly FUG meetings distribute meeting agenda and take minutes.
7. Responsible for receiving & maintaining electronic access card and hard copy key requests; ensuring all appropriate information and approvals have been obtained. Responsible for issuing keys to staff faculty vendors and students. Responsible for entering data into software program for electronic key access. Program electronic door access. Responsible for receiving returned keys from staff faculty and vendors upon leaving.
8. Assist Director with processing and monitoring work orders for building maintenance.

1. Coordinate facility use for all main campus events including meetings conferences workshops athletic events tours community events etc. Act as main point of contact for all facility use inquires. Coordinate all aspects of room usage with Facilities Services team to ensure proper room set up; Works closely with departments to coordinate space availability; media equipment needs; theatrical needs and technician(s); including safe and secure access to the facility.
2. Responsible for process facility use contracts; ensuring that insurance coverage deposits payments and refunds are handled according to facility use procedures. Ensure accuracy of information entered in the Jenzabar system.
3. Provide logistical support for Office of Instruction; working closely with Curriculum and Scheduling Coordinator. Notify schedulers of readiness to schedule for each term. Advise in the correct usage of electronic scheduling forms and reports. Communicate all changes in room capacities and equipment with Curriculum and Scheduling Coordinator.
4. Responsible for maintaining building and room codes their capacities and equipment availability in software system. Ensure records for capacities and equipment availability are kept current by working closely with Information Technology Services (ITS) and Director of Facilities.

1. Coordinate all transportation needs college wide; ensuring proper vehicle assignment as well as safe and secure access. Work closely with Academics and Athletics for vehicle usage and availabilities. Process recommended changes approvals and cancellations in relation to travel.
2. Verify all rented vehicle requests have an approved and accurate requisition on file in the accounting department. Maintain accurate travel records for all vehicles rented by the College.
3. Prepare trip packets for each vehicle and driver traveling including trip slips contacts keys and fuel cards. Orient each driver to the packet the procedures for vehicle pickup and dropoff as well as emergency procedures.
4. Manage and maintain mileage and maintenance records for vehicles in Facilities. Schedule vehicle repairs cleaning and inspections as needed
5. Perform data entry of trip slips into accounting spreadsheets and motor pool database. Calculate correct mileage and vehicle costs for each trip. Charge college travel to each requestor; ensuring the correct accounts are charged and properly budgeted.
6. Maintain College fuel credit cards including their security check out auditing and balancing.
7. Receive and process all Applications to Drive; verifying completeness licenses and insurance coverage. Utilize the Oregon Department of Motor Vehicles (DMV) Database to obtain confidential driving records. Receive and manage all DMV records including updates with extreme sensitivity. Notify applicants and supervisors of driving approvals or denials. Schedule drivers training with each applicant. Manage training documentation and approvals.

REQUIRED QUALIFICATIONS

Associates degree in business or office professional related field is required. Three (3) years of directly related experience office management position may be substituted for the degree requirement.

Three (3) years or more processing technical information and performing office related tasks with verifiable experience in customer service.

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 act in a professional manner; exercise good judgment at all times and interact with internal and external constituencies in a manner that consistently builds positive relationships. Ability to work effectively and sensitively with individuals of diverse cultural backgrounds perspectives and abilities.
• Effective oral and written communication skills. Ability to communicate with demonstrated listening skills. Knowledge of grammar spelling and correct English. Ability to proofread.
• Knowledge of general office procedures with knowledge of safe and effective operation of standard office equipment and ability to follow safety procedures and maintain work area in a clean and orderly manner.
• Ability to maintain confidentiality of department records and/or information as requested.
• A level of computer literacy sufficient to use software such as word processing spreadsheets and databases to produce correspondence documents and reports as required by the position. Intermediate knowledge of Microsoft Office. Ability to learn new software application programs easily.
• Knowledge of basic bookkeeping and accounting skills including but not limited to requisitions purchase orders packing lists and invoices.
• Ability to read review understand and apply concepts presented in training programs conferences federal regulations professional literature and other related materials pertaining to federal grants.
• Ability to execute varied scheduling functions (i.e. create and continuously revise schedules determine and assign room needs identify and reconcile inconsistencies).
• Proficiency in working independently without direct supervision is essential; work may require that independent judgement be exercised when assistance is not available. Strong time management skills to support efficient work production in meeting deadlines is a must as tasks are varied and require good judgement and resourcefulness.
• Good analytical skills and the ability to create innovative solutions to space management requirements.

PREFERRED QUALIFICATIONS

Applicants for this position possessing one or more of the following knowledge skills and abilities with receive preferred consideration through the selection process.

SPECIAL REQUIREMENTS OR LICENSES

None

JOB TITLE: Facilities Services Administrative Assistant (formerly Transportation and Events Coordinator)

LOCATION: Coos and Curry Counties

FTE: FullTime

DEPARTMENT: Facilities

PAY GRADE:H ($19.05 $20.77 for initial placement)

EXEMPTION STATUS:Nonexempt

PHYSICAL REQUIREMENTS: Enclosed

REPORTS TO: Director of Facilities

CLASSIFICATION: Classified

REVISION DATE: May 2025

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 (855).

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 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 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 Tiogaor 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.