Instructional Administrative Assistant III

May 19, 2017
Institution Type
Community College

Instructional Administrative Assistant III
Portland Community College

Job Close Date
Apply Immediately; This position will close once sufficient qualified applications have been received.

Job Summary
The Administrative Assistant III performs a full range of complex administrative support duties in support of the Business and Computing Division. This job is located on the Sylvania Campus.

PCC offers a comprehensive benefit package designed to provide employees and their families, including domestic partners, with a access to a broad range of benefit options.

Includes Health, Dental, and Vision options, Group Life, Auto and Home Insurance. Retirement and tax deferred 403B plans.

Paid Leave:
Starts at 6.67 hours of Vacation leave per month (additional vacation hours with years of service)
8 hours of Sick Leave per month
24 hours of additional Personal Leave days per year
11 Paid Holidays

Additionally, PCC provides a tuition waiver for yourself, domestic partner, and children under 24 years of age. Tuition reimbursement for yourself at other accredited institutions.

For a complete list of PCC benefits please copy and paste the following link into another browser

1. Coordinate a variety of technical, instructional, and administrative special projects as assigned. Seek critical information; develop documentation, and present final project and/or recommendations to supervisor.
2. As lead worker, coordinate the day to day activities of classified staff and student workers. Provide input to supervisor on performance evaluation. Interview and make recommendations in the hiring of student workers.
3. Provide training and orientation to new faculty members on such matters as college policies and procedures, budget administration, proper operation of email and voice mail, etc. Provide assistance and guidance on a variety of issues to faculty members.
4. Effectively operates all modules of college data base system, including inputting, extracting, and presenting data in a useful format to make effective decisions. Define and run a variety of reports as requested. Run Dean's enrollment report for assigned department or division, alerting supervisor of classes with low enrollment. Remove canceled classes from data base system.
5. Input all aspects of class schedule information into data base system. Create and verify all information prior to catalog print deadlines. Resolve room assignment issues. Develop and proof Schedule Proof for final approval.
6. Process time sheets and student payroll. Run reports to verify payroll is correct. Review employee records with multiple time cards and multiple pay rates for accuracy. Verify time sheets as needed to ensure faculty, staff, and student employees receive correct pay. Process payroll authorizations for full and part time faculty, casual, student, and administrative staff. Track instructor work days, sick days, and other special requirements set forth in bargaining agreements.
7. Reconcile expenditures and revenue transactions for assigned departments, including multiple cost centers (general, auxiliary and 4-fund accounts) against college data base budget reports. Process the transfer of monies as required to keep accounts balanced. Authorize limited budget expenditures up to authorized amount.
8. Assist in the development of and types correspondence, policies and procedures, reports, contracts, instructional materials, time cards, and spreadsheets. Maintains supervisor's calendar. Coordinate and attend advisory committee meetings, college meetings, or department meetings. Take minutes and distribute to participants.
9. Answer phones and greet the public and students/clients. Provide complex guidance, problem solving, and assistance to students/clients. Process petitions for graduation. Resolve complex office problems.
10. Process class book orders, ensuring adequate supply is available for enrolled students/clients. Order desk copies for instructors and division library.
11. Perform other related duties as assigned.

Minimum Qualifications
The education and/or work history sections of your online application form must demonstrate that you meet all of the following Minimum Qualifications. The information on the resume/cover letter will not substitute for the completed application.
-Satisfactory references and successful completion of the criminal background check are required to meet the minimum qualifications for hire into this position.
In the online application's Education/Employment History sections, include jobs, duties, and dates that display these qualifications.


High school diploma or equivalent and five years of administrative support experience or two years in a position equivalent to IAA II. College or business school training may be substituted for up to two years of the administrative experience requirement.

Other equivalent combinations of experience and training will be considered.

Knowledge of: Knowledge of: Contemporary office practices, procedures and techniques; spelling, vocabulary, math and grammar skills; use and operation of personal computers and associated standard office software, basic customer service standards and principles; other office resources and equipment including phones and telecommunications systems, fax machines, copy machines, TTY devices; general knowledge of the administrative requirement associated with delivering academic programs and services in an educational environment.

Ability to: Develop and maintain effective working relationships; maintain a reliable and dependable attendance record; provide effective and responsive service to department customers and contacts; perform all assigned tasks efficiently and accurately and create and maintain accurate records; possess and demonstrate the required level of proficiency in desktop computers and other assigned software or electronic resources, including the Intranet and Internet, as assigned; learn and utilize Banner or other information systems and databases; create and maintain accurate and up-to-date records.

Work Environment and Physical Requirements
Work is generally performed in an office environment. Frequent work interruption or change in work flow.
Occasional lifting, guiding, or carrying of light-weight materials or equipment may be required. Sitting for extended periods of time while working at a computer terminal and the ability to bend, stoop, and crawl in troubleshooting office equipment failure or maintenance is required of incumbents in this classification.

Special/Preferred Qualifications
1. Demonstrated strong budget experience (managing large multiple budgets in Excel and Banner/or comparable system).

2. Demonstrated strong experience working with Excel (especially more complicated formulas and tools in Excel).

3. Demonstrated high capacity for quality communication via email and phone.

4. Extensive experience working with the google platform (email, calendar, contacts, drive, forms, etc).

5. Experience with Banner and/or other higher education management systems.

6. Experience with Argos and other extrapolation of information from report running systems.

Additional Posting Information
To apply for this position you must submit:
1. Completed responses to the (2) Required Questions from the Committee - scroll to see questions below - (attach document)*
2. Completed online application
3. Cover Letter (attach document)*
4. Current Resume (attach document)*

* When you apply for the position, you will be given an opportunity to attach the above documents. They may be attached in either "Microsoft Word" or ".pdf" formats.

- Applicants selected for hire will be required to pass a criminal background check as a condition of employment.

- This position is included in the bargaining agreement between Portland Community College and the Portland Community College Federation of Classified Employees (PCCFCE). Employment in this position will require, as a condition of employment, payment of monthly union dues or a monthly fair share fee in lieu of dues through automatic payroll deduction. Probationary period will be in accordance with Article 13 of the Classified Agreement. Current Classified employees are encouraged to review Article 15 for salary placement guidelines.

- Portland Community College will hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to complete the designated Immigration Service Employers Verification I-9 form.

- As an Affirmative Action, Equal Employment Opportunity institution, PCC is actively seeking qualified minorities, women, disabled veterans, veterans and individuals with disabilities to enhance its work force and to reflect the diversity of its student body. Applicants with disabilities may request accommodation to complete the application and selection process. Please notify Human Resources at least three (3) working days prior to the date of need.

For full application instructions and position description, visit


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