Advising/Career Services Systems Placement Coordinator

CENTRAL OREGON COMMUNITY CLG

Bend (OR)

On-site

USD 55,000 - 75,000

Full time

31 hours ago

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Job summary

Central Oregon Community College seeks an Administrator to manage college-wide math and writing placement assessments, TEAS and HSRT nursing admissions tests, and related tech support. You will lead SB/SARs systems, coordinate cross-department initiatives, and train staff on testing protocols.

The role emphasizes operational and technical support within Advising and Career Services, with collaboration across campuses and a focus on data-informed process improvements.

Qualifications

One year of administrative experience with technology systems or services (e.g., Banner Student Information System, website editing platforms, database systems).
One year of experience with program coordination, including collaboration, evaluation, and process improvements.
Ability to learn and use technology tools and software related to placement and advising services.

Responsibilities

Provide technical and functional support for SARs appointment system and online placement assessment software, including data analysis and reporting.
Coordinate updates to the directed self-placement Qualtrics survey with humanities and mathematics departments.
Generate mass mailings for placement and tests using Banner, Access reports, Word and mail merge.
Lead delivery of online and in-person placement assessments and TEAS/HSRT tests for pre-nursing students on Bend and Madras campuses.
Recruit, hire, train and supervise proctors and staff; manage test appointments and training materials.
Develop documentation and training materials for placement and SARS systems; support accessibility accommodations.

Skills

Communication skills

English proficiency

Data analysis

Technology proficiency

Tools

Banner

Word

PowerPoint

Excel

Outlook

Access

SARS system

Placement test software

Job description

Classification Title

Classification Title Administrator

Position Number

Position Number B1181PD

Grade Level P1

Manage and oversee the College-wide math and writing placement assessment process and TEAS and HSRT nursing admissions tests. Provide direct support to students, lead collaboration with colleagues and stakeholders, manage online tools through third-party placement assessment, and contribute to the planning and assessment of placement. Provide operational and technical support within Advising and Career Services.

Essential Duties and Responsibilities

Technical Support:

Serve as the Advising and Career Services lead in providing technical and functional support for the SARs appointment system and online placement assessment software and tools, encompassing data analysis, system configurations, reporting, troubleshooting, workflows, and user access.
Working with the humanities and mathematics departments, coordinate and implement updates to the directed self placement Qualtrics survey.
Generate mass mailings for placement, TEAS and HSRT using Banner, Access reports, Word and mail merge.

Placement:

Serve as the lead for establishing, coordinating and implementing the delivery of online and in-person math and writing placement assessments and TEAS and HSRT tests for prospective pre-nursing students on the Bend and Madras campuses.
Identify, troubleshoot and solve problems that impede or interfere with the placement process.
Oversee and update placement communications including website content, emails and tests.
Manage web-based services from third-party placement assessment providers.
Create reports and analyze placement data to inform policy and process improvements.
Recruit, hire, train and supervise test proctors, work-study and branch campus staff, as needed.
Set up test appointments dates in the student information system and the SARS appointment system. Serve as lead staff person responsible for developing documentation and training materials for placement and the SARS appointment system
Under direction from COCC’s Office of Services for Students with Disabilities, coordinate accommodated placement testing in compliance with the Americans with Disability Act.

General Functions:

Participate on the Advising and Career Services Services teams to support a shared vision of excellence in student services.
Perform other duties and projects as they pertain to the overall objective of the position.
Serve on College committees as appropriate.

Department Specific

Knowledge, Skills, and Abilities

Ability to understand complex academic environment and provide accurate and timely information to students and staff.
Ability to communicate effectively with students, staff, and the public from diverse cultural, social, economic, and educational backgrounds both orally and in writing, using the English language with or without the use of an interpreter.
Ability to adhere to federal student privacy requirements for information related to student records as required by the Family Educational Rights and Privacy Act of 1974.
Ability to use appropriate technology tools to accomplish the job functions and understands and uses technology to collect data and communicate.
Must have knowledge of or the ability to learn technology that includes: window computer, software applications (e.g., Word, PowerPoint, Excel, Outlook, Access), database and web interface Student Information Systems, E-recruiting software, placement test scoring software and use of general office equipment.
Ability to work independently and collaboratively, prioritize workload, analyze problems and determine solutions.
Ability to remain calm in stressful situations, work under pressure, meet deadlines and timetables, maintain attention to detail, and combine multiple tasks simultaneously.
Able to effectively organize workflow and tasks in order to support the overall needs of the team.
Ability to effectively problem-solve issues that affect multiple departments, bringing stakeholders to a reasonable consensus on process.
Ability to read, analyze, and interpret software system guides, release notes and specifications.

Ergonomic Requirements

Regular office hours are established between 8 am – 5 pm during the workweek. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the responsibilities. Incumbent must be able to function effectively indoors in the office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25 lbs. All individuals are required to perform essential functions of this job with or without reasonable accommodation.

Education:

Experience:

One year of administrative experience with technology systems or services (e.g., Banner Student Information System, website editing platforms, database systems).
Once year of experience with program coordination, including collaboration, evaluation, and process improvements.

Equivalency Statement

The college recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.

All employees are required to successfully complete and pass a background screen, with includes a criminal history check.

Preferred Qualifications

Education:

Experience:

Experience in a higher education setting
Experience coordinating online programs or services

EEO Statement

The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.

This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.

In support of COCC’s EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.

Supplemental Questions

Required fields are indicated with an asterisk (*).

* What is your highest level of education?
- No High School Diploma or GED
- High School Diploma or GED
- Professional Certification or License (not a degree)
- Associates Degree
- Bachelors Degree in Progress
- Bachelors Degree
- Masters Degree In Progress
- Masters Degree
- Ph.D. in Progress
- Ph.D.
- J.D.
- M.D.
- Other Doctorate Level Degree
* Please describe how you meet the required minimum of One year of administrative experience with technology systems or services (e.g., Banner Student Information System, website editing platforms, database systems).
(Open Ended Question)
* Please describe how you meet the required minimum of • Once year of experience with program coordination, including collaboration, evaluation, and process improvements.
(Open Ended Question)
* We recognize the value of skills, knowledge, and experience gained outside of formal education and paid employment. Applicants who do not meet minimum education and/or experience requirements but possess other qualifications or experience they feel are equivalent are encouraged to apply. Check the applicable box(es) below and explain in the next question why your education/experience should be considered equivalent. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on the box or boxes you check, as we are committed to a fair and thorough evaluation process.
- I meet all minimum requirements (education and experience) listed for this position.
- I do not meet the minimum education degree requirement(s).
- My degree is not in the required stated area(s).
- I have less than the minimum years' experience in the area(s) required.
* As a follow up to the previous question, explain how your education/experience should be considered equivalent to the minimum requirements. If you feel you meet all the stated minimum requirements, please put N/A. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on your response, as we are committed to a fair and thorough evaluation process.
(Open Ended Question)
In support of COCC’s commitment to diversity, equity, and inclusion, bilingual fluency in English and another language is considered a plus: Please list any languages other than English in which you are fluent (read and write)
(Open Ended Question)
* COCC employees must work and reside in the state of Oregon at the time their work is being performed. Are you, or will you be residing in the state of Oregon by the start date of this position?
- Yes
- No
* Are you a U.S. military veteran? COCC provides qualifying veterans and disabled veterans with preference in employment. To receive veterans' preference in this recruitment process, you must upload your DD214 and 215 (215 if applicable) or certification that you expect to be honorably discharged from the military within 120 days of certifying veteran status as supporting documentation. You will have the opportunity to upload the document(s) in the next step of this application process.
- Yes, I am a veteran
- No, I am not a veteran
* If you have identified yourself as a qualified veteran or disabled veteran by submitting your DD214 and DD215 (if applicable) form(s) as proof of veteran status, please describe any transferable skills earned during your military service that you feel relate to the requirements/preferences of this position.
(Open Ended Question)
* The College CANNOT provide support or sponsorship of any type for visa applications and related paperwork for employment purposes. To be considered, applicants must already be authorized to begin work in the United States, be able to arrive in the country, and maintain work eligibility without the College’s sponsorship or support. Are you currently, or will you be, authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College’s sponsorship or support by the position’s start date?
- Yes, I am already or will be authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College’s sponsorship or support by the position’s start date.
- No.
* Background checks are required for all employees of COCC. Should an offer of employment be made to you and accepted by you, you will receive an email from COCC / HireRight Screening requesting your consent and basic information to complete the check. The offer of employment will be conditional upon satisfactory completion of the criminal background check. Confirmed findings on a criminal background check will not automatically disqualify you from being hired into a position. Results are evaluated on a case-by-case basis, considering the job responsibilities and other risk factors. Additional information regarding COCC’s criminal history check policy can be found online in the General Procedures Manual, Section HR-2-1. Please indicate here if you will provide consent to the criminal history check when requested by the College.
- Yes, I will provide my consent when requested
- No, I will not provide my consent when requested