Administrative Coordinator - Business & Community Education

Mount Hood Community College; Gresham (OR); Hybrid; USD 63,000 - 88,000; Full time

Job summary

Mount Hood Community College in Gresham, OR seeks an experienced administrative coordinator to support community education, workforce development, and related services. You will handle registration, scheduling, payments, refunds, and inquiries, serving as the primary liaison for students, instructors, employers, and partners.

The position involves budget tracking, invoicing, contract administration, and data management across multiple systems, with emphasis on accuracy, confidentiality, and

Qualifications

• Minimum of 5 years of experience providing administrative coordination and support to complex programs, management, and staff.
• Intermediate skills in word processing, spreadsheets, and databases, preferably Microsoft Office.
• Experience working with diverse backgrounds within the College’s community, students, employees, businesses, and community partners.

Responsibilities

• Acts as the main point of contact for the community and continuing education program. Handles registration, scheduling, payments, refunds, and general inquiries.
• Maintains department budgets’ records, verifies expenditures, and processes invoices, purchase orders, and other financial transactions.
• Maintains registration, enrollment, payment, and related records; supports state, federal, grant-funded, and regulatory reporting.
• Coordinates instructor, contractor, and partner agreements; assists with invoicing, payments, and documentation.
• Supports class scheduling, instructor employment issues, facility concerns, and service problem resolution; processes term teaching assignments.

Skills

Administrative coordination

Budget tracking

Customer service

Data entry

Communication skills

Education

High School Diploma/GED

Tools

Registration software

CRM systems

Continuing education management systems

Job description

Job Summary

Performs a wide variety of complex administrative, operational, financial, registration, and program support activities on behalf of community education, continuing education, workforce development training, contract training, entrepreneurship initiatives, and related educational services.Serves as liaison with internal and external faculty, staff, students and stakeholders.

Essential Duties

1. Acts as the main point of contact for the community and continuing education program. Supports students, instructors, employers, community partners, and the public regarding registration, scheduling, program information, payments, refunds, and general inquiries.
2. Assist in department budget preparation and control activities. Maintains department budgets’ records and verifies expenditures; records, inputs, updates, verifies, extracts and reviews budget and financial data to ensure appropriate usage and allocations; resolves issues and/or discrepancies in accordance with college policies and procedures. Processes refunds, reimbursements, invoices, purchase orders, encumbrances, and other financial transactions in accordance with college policies and procedures.
3. Maintains and updates registration, enrollment, payment, participant, and other departmental records and databases. Researches and resolves discrepancies, and escalates concerns as appropriate. Collects, and tracks, and maintains records to support state, federal, grant-funded, and regulatory reporting.
4. Facilitates instructor, contractor, volunteer instructor, and company agreements and assists with preparation, tracking, invoicing, payment, amendments, renewals, and supporting documentation.
5. Supports management, faculty, and staff in the ongoing initiation, development, facilitation, monitoring and adjusting of class scheduling; researches and assists with instructor employment issues, facility concerns, student registration issues, scheduling conflicts and service problems. Coordinates and processes schedule changes, course additions and cancellations as necessary; develops and processes term teaching assignments for instructors within budgetary, and contractual limitations.
6. Assists with contract training administration including invoicing, payment tracking, budget monitoring, and coordination with financial staff. Coordinates instructor reimbursements, contract payments, and related documentation.
7. Coordinates operational support for specialized programs, trainings, certifications, and community-based educational activities, including facility scheduling, participant communications, logistics, parking arrangements, room scheduling, and compliance documentation.
8. Assists with admissions, registration, onboarding, and participant intake processes for business and community education programs.
9. Assists with the administration of instructor hiring, onboarding, contracting, and compensation processes in collaboration with Human Resources and other college departments.
10. Provides administrative assistance and support in project research, data collection, preparing reports, calendar maintenance, meeting coordination, and related activities.
11. Coordinates workshops, seminars, contract trainings, community events, and related educational activities.
12. Acts as a primary administrator in the registration, payment, scheduling, and customer management systems. Assists with testing, troubleshooting, upgrades, and user support as needed.
13. Assists in the coordination and implementation of program policies, processes, procedures, and documentation to ensure efficiency, compliance, and quality customer service.

Additional Duties

1. Provides work direction, scheduling assistance, and training support for clerical staff, temporary employees, and student workers as assigned.
2. Performs all other duties as assigned.

Minimum Qualifications

Education: High School Diploma/GED or equivalent.

Experience/Training:

• Minimum (5) years of experience providing administrative coordination and support to complex programs, management, and staff
• Intermediate skills in word processing, spreadsheets, and databases, preferably Microsoft Office

Experience working with diverse backgrounds within the College's community, students, employees, businesses, and community partners; demonstrated commitment to promoting access and diversity.

At the Colleges discretion, additional qualifying education may substitute for experience, on a year for year basis

Preferred Qualifications

• Experience working with registration software, customer relationship management systems, or continuing education management systems.
• Experience with invoicing, purchasing, contract administration, budgeting support, and financial recordkeeping.
• Experience supporting workforce development, continuing education, community education, or similar programs.

Knowledge, Skills and Abilities

Knowledge of:

• Computerized database systems, registration systems, customer relationship management systems, word processing, spreadsheet applications, presentation software, and business applications.
• Basic budgeting, purchasing, invoicing, encumbrances, account reconciliation, and financial recordkeeping.
• Contract administration, documentation management, and record retention practices.
• Instructional, workforce development, and continuing education operations and processes.
• Data collection, analysis, reporting, and record management techniques.
• Local, state, and federal privacy laws and regulations related to student and participant information.
• General office practices, procedures, equipment, and techniques.
• Effective customer service practices.

Ability to:

• Develop, maintain, and monitor complex registration, scheduling, invoicing, and financial tracking systems.
• Coordinate multiple projects, deadlines, contracts, and priorities simultaneously.
• Research, troubleshoot, and resolve registration, payment, scheduling, and customer service issues.
• Prepare and maintain accurate financial, enrollment, contract, and operational records.
• Interpret and apply policies, procedures, contracts, agreements, and financial documentation.
• Prepare reports, correspondence, forms, and supporting documentation.
• Work independently with minimal supervision.
• Provide exemplary customer service in a courteous, responsive, and professional manner.
• Effectively handle confidential information.
• Learn and utilize a variety of software systems and technologies.
• Work effectively and collaboratively in a dynamic, multi-tasking environment.
• Communicate effectively with students, instructors, employers, community partners, and college personnel.

Job Details

Employee Group: Classified Employee Association (CEA)

Classification: CEA Range 32

Employment Type: Full-Time (1.0 FTE)

FLSA Status: Non-Exempt (Salaried)

Compensation: $63,466-$87,858 Annually

Schedule: 40 hours per week, Monday - Friday

Remote Eligibility: This position may be eligible for remote work on a hybrid basis upon approval.

Working Conditions

Works assigned schedule and exhibits regular and predictable attendance. Work is typically performed in a normal office environment while sitting at a computer terminal. Visual eye strain and repetitive hand/wrist motion may occur from extensive computer and keyboard use.

Occasional evening hours and local travel may be required to support community education programs, contract training activities, and special events.

Salary Placement

Initial salary placement will be based on years of relevant full-time equivalent experience at the sole discretion of the College, per the guidelines in the Collective Bargaining Agreement and in accordance with all applicable state and federal laws. Please include all relevant full and part-time experience (including unpaid and volunteer experience) in your application that you want the College to review towards potential placement. Hired employees will not have an opportunity to update past experience or appeal initial placement after the time of hire.