Hybrid Administrative Assistant Apprenticeship Program/Part-time at Klamath Community College, OR

About the Department

ODOE HVAC grant funds 03/31/2027 temporary position

"This position is contingent upon the availability of funding from external grants. In the event that grant funding is reduced, eliminated, or not renewed, the position may be subject to modification or termination."

The Administrative Assistant to the Director of Apprenticeship Programs is responsible for supporting academic functions and providing a broad range of administrative and clerical support functions to the department and faculty. This position requires project management skills, time management skills, multitasking and critical thinking ability, as well as professionalism, discretion, initiative and confidentiality.

Position Duties

To perform the job successfully, an individual must be able to satisfactorily perform each essential duty.  The requirements listed below are representative of the knowledge, skill, and/or ability required to perform the position description satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provides office management and administrative services for the Director of Apprenticeship Programs, including phone calls, mail and visitors, filing system upkeep, budget development and execution.
• Maintains the schedule for the Dean, planning meetings, appointments, and travel. Provides considerable assistance to ensure that the Director is prepared for meetings, appointments, and events.
• Prepares and compiles correspondence and reports relating to and on behalf of the Deans and develops presentations and briefings, as requested.
• Edits, proofreads, and reviews items prior to distribution and/or signature.
• Conducts research as requested by the Director or other departmental faculty.
• Assists the Director in obtaining and preparing data for decision-making purposes.
• Promotes and facilitates open communication between the Director, faculty, and College administration.
• Coordinates travel and registration arrangements for the Dean and departmental faculty.
• Assists in the preparation and monitors the budgets for the various Academic Affairs departments.  
• Coordinates activities and special projects, as requested.
• Organizes department advisory committees, makes necessary arrangements, and takes the meeting minutes for these meetings.
• Assist with course and program development, syllabi, source materials and textbooks as requested.
• Other duties as assigned.
• Serve as a liaison between the various programs and individuals in the apprenticeship program.
• Compose, type, file and mail correspondence and other recordings including but not limited to minutes of various group meetings, statistical reports, affirmative action plans, compliance reviews, and other confidential correspondence.
• Maintain master department files for apprenticeship program; ensuring file is kept current and is in compliance with all FERPA regulations and State Archive rules and regulations.

KNOWLEDGE, SKILLS AND ABILITIES NEEDED TO PERFORM THIS ROLE

• Must be proficient utilizing Microsoft Office Suite applications, including Excel, Outlook, Power Point and Word; must possess strong computer and Internet research skills; have knowledge of basic office equipment.
• Demonstrated ability to assume a high degree of responsibility, work independently, and to plan, implement, manage, and complete short-term and long-term projects.
• Must be proficient at working in a fast-paced, highly energized work environment.
• Must display a spirit of enthusiasm, energy, and multi-cultural awareness.
• Ability to work effectively and collaboratively (as a “team player”) with a wide variety of college, community, and governmental entities, and with all levels of internal and external constituents.
• Must possess excellent interpersonal skills in the areas of creative problem solving, conflict resolution, group planning, and decision-making processes.
• Must possess excellent communication skills, including writing, speaking, emailing, and listening.
• Must practice good management techniques and maintain a professional manner.
• Demonstrates sensitivity and experience working with individuals from diverse social, economic, ethnic, academic, and cultural backgrounds.
• Ability to maintain confidentiality of sensitive information, including student and faculty records according to College procedures and state and federal laws (FERPA, HIPAA, etc.)

PHYSICAL DEMANDS AND WORKING CONDITIONS

• Frequently moving from stationary sitting positions to standing and walking
• Ability to lift 20 lbs
• Occasional travel to out-of-the-area trainings and in-state work sites (less than 10%)

Minimum Qualifications

EDUCATION AND EXPERIENCE

• Associate’s Degree required
• At least two (2) years of successful office experience in an environment that involved planning, minute taking, project management, and high multitasking functions; or an equivalent combination of education and experience.

It is the policy of Klamath Community College to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.