Executive Assistant na Oregon Coast Community College

Description

Position Title: Executive Assistant 

Department/Unit: President/Executive Office

Classification: Administrator I                             

Status (exempt/non-exempt): exempt 

Salary/Grade: $60,533 - $62,979 Annually, $5,044 -$5,248 Monthly

Reports to: President 

Percentage: 100%                                                   

Annual/Academic year: Annual (12 months)

Location: Central County Campus – Newport, OR

Telework Status:

Regular telework is not a feature of this position. At the Supervisor's discretion, exemptions may be made for special projects or responsibilities requiring periodically needed focus time.

Benefits and Insurances

• Employer premium support for Medical, Dental and Vision Insurance
• Optional employee paid insurance - life, AD&D, Short Term Disability
• Paid time off – vacation, personal hours, sick
• Paid holidays
• Oregon PERS retirement
• Tuition waivers

This Position Application closes on 10.22.2025

An Application is complete when the following have been uploaded:

• A Resume
• A Cover Letter

Oregon Coast Community College (OCCC) is shaping the future of higher education in Lincoln County.

In support of our mission, all OCCC employees demonstrate commitment to: 

• Participation in cross-functional collaboration across the College. 
• Continuous improvement. 
• Understanding that student success is at the center of every staff position at the College. 
• Having an entrepreneurial mindset and propensity to “see what is possible.” 
• Exhibit collegiality and respect for everyone. 
• Being excited about and committed to advancing OCCC’s future: continued independent accreditation, growth and a great place to work. 

Position Summary

Under the direction of the College President this position works independently to provide complex, high-level and confidential support for the President and the Executive Office and the College’s Board of Education. This position oversees the day-to-day workings of the President’s Office and interacts with the public and the college community.

This position is a confidential position and is not part of collective bargaining.

Duties & Responsibilities

Administrative Support: President

• Maintains the President’s calendar and coordinates schedules and events 
• Coordinates travel and logistics of off-site conferences, meetings, and events
• Manages routine activities such as communication, daily workflow and customer service
• Prioritizes projects, activities and timely follow-ups
• Assess and manage unexpected situations and inform the President of actions taken
• Oversees, prioritizes and disseminates incoming and outgoing communications
• Composes, edits and distributes detailed memos, emails and other information including policies, reports, speeches and presentations
• Develops and monitors budgets for the President’s Office
• Ensure good working relationships with directors, faculty and staff; media representatives; and community members

Administrative Support: Executive Team

• Composes, edits and distributes detailed memos, emails and other information including policies, reports, speeches and presentations
• Coordinates travel and logistics of off-site conferences, meetings, and events
• Supports the Finance Office in budget development and dissemination, ensures timelines are met
• Coordinate and support college response to external agency audits
• Responsible for tracking, reviewing, and ensuring consistency across Administrative Policy
• Supports hiring and onboarding of Executive Team members
• Organizes and supports Executive Team meetings
• Coordinates and supports accreditation processes

Collective Bargaining Support:

• Supports the President during the grievance process, gather supporting documentation and keeping timelines
• Support members of the collective bargaining teams, synthesizing Human Resources and Payroll data, along with administrative and board policy
• Responsible disbursement of documentation for Collective bargaining; documentation coordination and tracking for the Collective Bargaining Teams

Event Coordination:

• Organize and support various college events related to the President’s Office
• Works with College leadership to ensure that committee structures are well documented and available to the campus community; documentation includes committee charter, membership, leadership, and minutes
• Responsible for coordinating informational learning events with the Executive Team

Website Support: 

• Responsible for content management of web pages for the Executive Offices and the Board of Education

Budgeting:

• Develops and monitors the budget for the Board of Education

Recordkeeping:

• Organizes and maintains confidential files and records, dispersing information as needed, for the President and the Board of Education

Board of Education and Board Chair Support:

• Provides administrative support at Board meetings and executive sessions, prepares meeting notices and minutes in accordance with legal requirements for public meetings
• Responsible for ensuring compliance of Board of Education Policy review and alignment with the College Administrative Policies
• Coordinate and schedule events for the Board of Education including off-site events

Miscellaneous

•  Participates in training, in-services, professional development and college committee work
• Supports student success through participation in Welcome Week, OCCC Cares, Commencement and related activities
• Performs other duties, as assigned, that support the College’s mission

Supervisory Responsibility

This position does not have any supervisory responsibility but may direct the work of Management, Administrative/Confidential, Classified, Student, Volunteer, and/or Temporary Staff assigned to the area.

Directing Work includes:

• Formulate, implement, revise, and manage policies and procedures that impact how position duties are performed and conditions of employment
• Discretion to develop and evaluate work and recommend disciplinary actions related to this position's scope of responsibility

The list of essential functions is intended to be representative of the tasks performed by this position. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

Requirements

Qualifications

Minimum Qualifications

• Associate's Degree in Business Administration or a related field. Relevant experience may substitute for the degree requirement on a year-for-year basis.
• Two years of progressively responsible administrative support experience. 
• Professional experience in a front-office role, responding to the public and external community, and establishing and maintaining effective relationships and communications with other departments
• Experience in developing and presenting written and graphic communications in a variety of formats.

Preferred Qualifications

• Bachelor’s Degree in related field; leadership, business, etc.
• Professional experience working in a college or university 
• Experience as an Executive Assistant to a President, Vice-President, Superintendent or Board.  
• Bi-Lingual - Spanish

Knowledge, Skills, and Abilities Qualifications

• Knowledge and experience in the use of Microsoft Office Suite (i.e. Word, Excel, PowerPoint, etc.) and Zoom
• Communication skills and demonstrated ability in the areas of creative problem-solving, conflict resolution and appropriate decision-making
• Knowledge of office practices, procedures and techniques, spelling, vocabulary, math and grammar skills
• Knowledge of customer service standards and principles including professional telephone etiquette 
• Ability to rapidly learn and apply new information and concepts within the functional area
• Excellent organizational skills and attention to detail
• Initiative, flexibility and the ability to work effectively both with and without supervision
• Posses interpersonal skills and an ability to work effectively as a team member, collaborating with diverse groups within the College and community
• Possess and demonstrate strong fiscal management skills
• Ability to meet and work effectively with people across multiple levels of the organization and community 

Working Environment & Physical Requirements

While performing the duties of this job, the employee is: 

• Frequently required to sit, see and talk or hear. 
• Often required to have mobility to move between offices, classrooms, and floors.
• Use hands to finger, handle or operate computers, objects, tools or controls.
• Reach with hands and arms. 
• Light physical exertion with occasional, bending, stooping, pulling, and moderate lifting.
• Occasionally lift and/or move up to 25 pounds and have the ability to carry equipment and tools of moderate weight, using arms and hands. 
• Specific vision and hearing abilities required by this job include close vision and the ability to adjust focus, and complete and maintain various types of records. 
• Ability to hear the conversational voice and effectively communicate responses. 
• Work occurs in an office environment with potential for interruptions and background noise.

Assignment will include presence at all primary OCCC locations and may include evening and weekend work. Travel between College sites and other locations will be required. Occasional travel and overnight stays outside of Lincoln County may be required for training and other purposes.

The use of tobacco and smoke-emitting materials and devices including electronic cigarettes, is prohibited on all College Property, including OCCC’s building exteriors and parking lots.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We strive to recruit, develop, and retain the most talented people from a diverse candidate pool, and we encourage applications from persons with varied backgrounds and perspectives. 

In support of Oregon Veterans Preference in Public Employment, we encourage veterans and veterans with disabilities to explore employment opportunities at Oregon Coast Community College.

All positions at Oregon Coast Community College are required to be available for work onsite as requested by the college. 

Employees must maintain Oregon residency as a condition of employment.

Federal law prohibits the College from employing an individual who has not provided documentation for verification by the third day of employment.

Contact Human Resources if you need assistance and/or an accommodation to aid your participation in our hiring process, contact Human Resources at 541-867-8515.

• Notice of Affirmative Action Policy- It is the policy of Oregon Coast Community College not to discriminate on the basis of race, color, sex, sexual orientation, gender identity,  marital status, religion, national origin, age, disability, veteran status, or family relationship (ORS 659.340), in admission and access to, or treatment in, employment, educational programs, or activity as required by Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, Americans with Disabilities Act, the Civil Rights Act of 1991, and their implementing regulations.