Administrative Assistant - Disability Services Job at Central Oregon Community College
Job Summary/Purpose:
The Administrative Assistant assists in the record keeping, correspondence, scheduling and coordination of services provided by the College 504/Services for Students with Disabilities Program.
Additional Employee Benefits:
Additional Employee Benefits:
- Comprehensive medical, vision, and dental insurance plans
- Tuition Waiver for degree-related and personal enrichment/development courses for Employees, Spouses, Domestic Partners, and children up to 25 years of age
- Generous monthly vacation and sick leave accruals
- 10 paid holidays a year, plus a paid full week off during Winter Break.
- Use of all College recreation facilities in Mazama Gym at no cost
- A staff wellness program that offers a variety of activities and health resources
- PERS (Public Employee Retirement System) eligibility
- 20% Discount at COCC Bookstore
- Engaging workplace culture with a mission to serve students and our community
- COCC is a qualifying employer for the Public Service Loan Forgiveness (PSLF) Program
Terms of Employment:
- This is a full-time (1.0 FTE, 40hr week) 12-month non-exempt position at grade level 17 in the Classified Appendix schedule.
- Requires flexible work schedule, which may include evenings and/or weekends as well as travel throughout the district when needed.
- Requires the provision of official transcripts upon hire.
- COCC employees must work and reside in the state of Oregon at the time their work is being performed.
- The College is NOT able to support Visa applications for this position. Applicants must already be eligible to work in the United States to be considered for this position.
- Upon hire, must pass criminal and/or driving history; only information relevant to the position will be considered.
- Effective Monday, April 18, 2022, COCC implemented a COVID-19 vaccination requirement for all employees, including benefited employees, part-time faculty, and temporary workers such as irregular wage, work study and community education. Upon hire, new employees will receive an email with instructions outlining how to upload proof of full COVID-19 vaccination or request a medical or religious exception.
Essential Functions:
General Functions
- Serve as receptionist and primary contact for the Department, assisting students and the public with all services related to Disability Services. Schedule appointments for students with Disability Services Manager and be knowledgeable enough about the department and College services to field general questions.
- Maintain detailed record keeping of confidential documents having potential legal implications, including maintenance of files and maintaining and organizing file notes for student accounts in the department database.
- Coordinate efforts with several departments and agencies (e.g. DVR (Dept of Vocational Rehabilitation), COIC, ITS, CAP Services, Instructional Departments).
- Prepare and process paperwork to hire irregular wage/temporary employees and work-study students (e.g. note-takers, aides, sign language interpreters, captioners). Assign tasks, train and oversee these workers in cooperation with the department supervisors.
- Assist Sign Language Interpreter Coordinator, as needed, to maintain interpreting and captioning coverage. This includes coordinating with faculty for needed services and information, reaching out to individuals for availability, and scheduling services.
- Train students in the use of their online accommodations account and adaptive equipment checked out through Disability Services. Perform minor maintenance, such as replacing batteries and ordering replacement parts.
Business Processes
- Prepare and process fiscal paperwork (e.g. check requests, purchase orders, and travel expense forms) for authorized dispersal of departmental funds; monitor expenditures in cost centers at regular intervals to promote responsible budget management; and maintain accurate fiscal records, in paper and/or electronic formats best suited to ready retrieval upon demand.
- Assist in the preparation, acquisition, and placement of special materials, aids, and services for eligible students (e.g. on-campus transport, alternate furniture, books in electronic format).
- Maintain an inventory of all adaptive workstations and adaptive equipment at COCC.
Additional Responsibilities
- Perform other essential duties as they pertain to the objective of the position.
- Serve on college committees.
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.
- Possess a high level of skills in dealing with the public and sensitivity to dealing with diverse populations.
- Ability to cooperate and coordinate efforts with several departments and agencies (e.g., DVR, COIC, ITS, CAP Services, department specialists.)
- Ability to determine priorities of at-hand tasks and make independent judgments as to urgency of students needs in setting appointments with the Manager.
- Ability to use problem-solving skills in determining decisions made in absence of the Manager.
- Knowledgeable enough to train disabled students in the use of adaptive equipment.
- Knowledgeable in the requisition of books in electronic format and be able to download electronic materials in order to give the disabled student their format of choice.
- Possess evidence of accuracy and attention to detail.
- Ability to work flexible hours on occasion when special needs arise.
- Ability to communicate effectively, both orally and in writing, using the English language with or without the use of auxiliary aids or an interpreter.
- Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
Physical Demands and Other 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 to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25lbs. All individuals are required to perform essential functions with or without reasonable accommodation.
Equal Employment Opportunity (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.
Minimum Qualifications:
- Associates Degree or completion of equivalent college-level coursework.
- Two (2) years of comprehensive office experience, employing effective skills in organization, budgeting, interpersonal communication, and computer-based technology.
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 by responding to the supplemental question presented during the application process.
Preferred Qualifications:
- Bachelor’s degree
- Experience working with qualifying ADA/504 populations
- Experience working in a community college, school district, or public entity
- Knowledge of Banner and instructional support processes
Special Instructions to Applicants:
Note that you will be required to upload/create the required documents indicated in this posting at the time you apply. Unofficial transcripts are acceptable at application. It is the responsibility of the applicant to upload all required documents, including transcript(s). If you have questions please contact Human Resources at 541-383-7216.
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