Instructional Administrative Assistant II - RC Arts & English

Mar 12, 2018
Institution Type
Community College

Instructional Administrative Assistant II - RC Arts & English

Portland Community College

Requisition Number: 09358

Location: Rock Creek Campus

Address: 17705 NW Springville Road, Portland, OR

Hours of Work: 8 a.m. to 5 p.m. Monday - Friday

Position Status: Classified; Level 17; Full-time; Non-exempt

Starting Salary Range: The first two steps of the range are: $2,936 to $2,999 per month. Higher salary placement may be available based on qualifications, experience and internal equity.

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

Job Summary:
Portland Community College is looking for an Instructional Administrative Assistant II for the Rock Creek Campus Arts and English Division. In this role, you will contribute to the cultivation of a welcoming environment for students, staff, faculty, and visitors while ensuring the administrative needs are met for this dynamic and high-energy division.

This member of the IAA Team performs a full range of complex administrative support duties, and responds to varied situations requiring the ability to make sound decisions based on knowledge and experience. You will serve as an important point of communication within the division and throughout the district on a variety of topics, as well as, serve as a point person for questions and ensures compliance and adherence to PCC, campus, and division policies and procedures. At the core of this position is working closely with the division IAA III, dean and faculty department chairs to ensure the college's central mission of equitable delivering access is met for students.

If this sounds like a learning community that you would like to be a part of, and an important role that you would like to play for PCC, please review the minimum qualifications for this position and apply today.

PCC Benefits

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.

Typical Job Duties and Responsibilities

1. Effectively operate all modules of college data base system, including inputting, extracting, and presenting data in a useful format to make effective decisions or alert supervisor of specific issues. Run a variety of reports for assigned department or division.

2. Input all aspects of class schedule; creating and verifying information and resolving room assignment issues prior to catalog print deadline. Develop and proof Schedule Proof for final approval. Make changes to scheduled classes as determined by Department Chairs. Monitor enrollment data for low enrollment classes and advise supervisor as needed. Remove canceled classes from system. Notify students of canceled or delayed classes.

3. Receive and process time sheets and student payroll and resolve pay issues. Create EPAF using appropriate pay rates for each employee class. Work with HRIS to correct any errors in the submission process. Process MAP forms for special pay situations and cooperative education. Run reports to verify payroll is correct. Review employee records with multiple time cards and multiple pay rates for accuracy. 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.

4. Track and monitor budget and/or grant expenditures for assigned departments or division. Reconcile budget expenditure records against college data base budget reports. Process the transfer of monies as required to ensure accounts are balanced.

5. Maintain database of instructional materials. Prepare and send instructor evaluations with corresponding instructions and materials.

6. Assist with the development of and type correspondence, policies and procedures, reports, contracts, instructional materials, time cards, and spreadsheets. Maintain supervisor's calendar. Coordinate and attend department meetings. Take minutes and distribute to participants as requested.

7. Order division/department supplies and equipment, instructional materials and textbooks utilizing the college purchase card and ensuring adherence to college purchasing guidelines. Track expenditures and reconcile bank statements.

8. Answer phones and greet the public and students. Provide general guidance, problem solving and assistance to students. May process petitions for graduation. Resolve a variety of office problems independently.

9. May interview and make recommendations in the hiring of student workers and casuals; coordinate the work activities of assigned student workers and casuals. Advise supervisor of student worker performance issues.

10. Process class book orders, ensuring adequate supply is available for enrolled students. Order desk copies for instructors and division library.

11. Perform other related duties as assigned.

Minimum Qualifications:
Minimum Qualifications
To be considered for this position, your application materials must show how you meet the following requirements:

Note: Experience requirements use full-time equivalent

- High school diploma or equivalent

- Three (3) years of administrative support experience or one year in a position equivalent to IAA-I.

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.

Special/Preferred Qualifications:
Preferred Qualifications
These qualifications and characteristics are critical to success in this important role at PCC. Please clarify in your application materials the experiences, successes and techniques evidencing how you bring these strengths:

1. Demonstrated organizational excellence, administrative and time management skills

2. Demonstrated success in establishing and maintaining positive working relationships with students, staff, faculty, and administration within the division and throughout the organization; and understand your unique role in maintaining a strong division community

3. Demonstrated ability to be flexible and shift priorities as needed

4. Positive and professional demeanor in a high-energy and at times challenging environment

5. Demonstrated proficiency in working with and learning a variety of software programs and student information systems

6. Demonstrated ability in extracting and presenting information in a useful format

7. Demonstrated competency in multiple forms of communication (interpersonal, email) to effectively and efficiently convey information

Important Knowledge and Abilities

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; effectively evaluate a situation or issue and develop sound working solutions; 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.

Additional Posting Information:
To apply for this position, please submit:
1. Completed online application
2. Cover Letter (attach document)* Please state how you meet the minimum and preferred qualifications.
3. Responses to the three (3) required questions from the screening committee. (you will see the questions and the instructions in the application process).

1. Describe your experience using Banner or other administrative software
applications for higher education, Word, Excel and Google Email. Please be
specific. As an example What types of reports do you run in Banner and how do you use them?
2. Part of the job of an IAA2 includes inputting course schedules into Banner for Faculty Department Chairs (FDCs). This position will require the IAA2 to work with between 3 to 5 FDCs. Each FDC has a unique way of preparing the course schedule (anything from handwritten to an Excel spreadsheet). What strategy would you use to accommodate these differences?
3. What is your experience working with culturally diverse populations? Reflect upon and share some specific examples.

* 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.

Notes to Applicant:

- 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.

Documents that must be associated with this posting:
Cover Letter
Responses to Required Questions

Documents which can be associated with this posting:

Full Time/Part Time: Full Time

How to Apply
For complete job description and application instructions, visit:

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.


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