Graduation Services Assistant

Chemeketa Community College; Salem (OR); On-site; USD 25,000 - 30,000; Part time

Job summary

Chemeketa Community College seeks part-time hourly staff for a pool of temporary positions in Enrollment Services. Responsibilities include maintaining records, scanning documents, updating databases, tracking student transcripts, answering inquiries, and assisting with Commencement planning.

This role requires a High School Diploma or GED and two years of clerical or record-keeping experience. Candidates must be able to work independently and communicate effectively with students, staff, and

Qualifications

• High School Diploma or GED required.
• Two years of clerical or records experience.
• Proficiency with Microsoft Office.
• Bilingual English/Spanish preferred.

Responsibilities

• Maintains accurate records, scans documents, and updates databases to track student progress.
• Track student transcripts and evaluation forms for readiness.
• Answer inquiries regarding transcripts and evaluation status.
• Assists with planning and day of activities for Commencement.
• Monitors records according to records retention policies; purges inactive records when necessary.
• Processes/maintains prospective student records and database.
• Communicates and works effectively with students, staff, and the public from diverse cultural, social, economic, and educational backgrounds.
• Uses appropriate technology to accomplish job functions.
• Works independently, with minimum supervision.

Skills

Microsoft Office

Communication

Data entry

Independent work

Education

High School Diploma or GED

Tools

Banner software use

Website maintenance

Publishing software

Job description

This is a part-time hourly pool. Applications are collected for possible immediate, or future college vacancies. This type of employment is temporary and often sporadic. You may only be contacted if a review of your application results in the intent to pursue your candidacy.

Chemeketa is a proud Hispanic-Serving Institution that aspires to be an inclusive environment where we honor and value the unique contributions of our diverse students, employees, and community. We seek to foster cultural competence and pursue equitable solutions that support all students in achieving their educational goals. If you are interested in joining the work of the college to pursue a supportive and inclusive culture, we encourage you to apply.

• Resume
• Cover Letter

• Maintains accurate records, scans documents, and updates databases to track student progress
• Responsible for data collection and electronic and paper filing
• Track student transcripts and evaluation forms for readiness
• Answer inquiries regarding transcripts and evaluation status
• Assists with planning and day of activities for Commencement
• Monitors records according to records retention policies; purges inactive records when necessary
• May be asked to help with phone coverage for both Enrollment and Graduation services
• Processes/maintains prospective student records and database.
• Communicates and works effectively with students, staff, and the public from diverse cultural, social, economic, and educational backgrounds.
• Uses appropriate technology to accomplish job functions.
• Works independently, with minimum supervision.

Institutional Expectations:

• Embraces diversity and actively collaborates effectively with a variety of students, staff and the public from diverse cultural, social, economic and educational backgrounds
• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success
• Embraces, understands and uses appropriate technology tools to accomplish job functions
• Provides high quality, effective service to internal and external customers through continuous improvement and adoption of lean office practices

Your application will be scored based on the minimum qualifications, core competencies, and preferred qualifications. If you are unsure whether you meet all of the qualifications listed below, we encourage you to apply and address through your application materials all of the relevant education, transferable skills, and related experience that makes you a great candidate for this position.

Please ensure you include all information on your application which you wish to be considered.

Minimum Qualifications

High School Diploma/GED
-AND-
Two years of clerical or record keeping experience

Core Competencies

• Ability to: type, use calculator with speed and accuracy, work independently
• Basic math skills
• Good communication skills
• Knowledge of filing systems
• Proficient with Microsoft Office
• Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others

Preferred Qualifications

• Banner software use
• Website maintenance
• Publishing software
• Bilingual English/Spanish

TERMS OF EMPLOYMENT

• Part-time hourly positions will not exceed 900 working hours per fiscal year
• All positions at Chemeketa are required to be available for work onsite as requested by the college.
• Requires flexible work schedule to meet program needs, which may include evenings and/or weekends
• This position may require the use of your personal vehicle for transportation between campus locations
• If requested, you must supply official transcripts within 30-days of hire
• Employees must maintain Oregon, Washington or Idaho residency as a condition of employment.
• Successful applicants for designated positions must successfully pass a background inquiry, which may include criminal, driving, credit and full background checks. Only information relevant to the position will be considered. An individual with negative information on their background inquiry will not necessarily be denied employment.
• Providing false information will result in rejection of an application, employment offer or dismissal

PHYSICAL REQUIREMENTS

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary requirements are met.

VETERANS' PREFERENCE

Applicants are eligible to use Veterans' Preference when applying with Chemeketa Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will be given only if the applicant meets the minimum criteria of the position and electronically attach the required documentation at the time of application.

For information regarding Veterans' Preference qualifications, visit http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq

DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) -OR-
  • Letter from the US Dept. of Veterans Affairs indicating receipt of a non-service connected pension -OR-
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate
• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs -OR-
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/

PUBLIC SERVICE LOAN FORGIVENESS

Chemeketa Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.

LEGAL COMPLIANCE

Chemeketa Community College does not discriminate based on race, color, religion, national origin, immigration or citizenship status, age, sex, sexual orientation, gender identity or expression, marital status, familial status, pregnancy, disability, veteran status, genetic information, or any other status protected by federal, state, or local law in any area, activity, or operation of the College.

Chemeketa Community College is an equal opportunity/affirmative action employer.

For inquiries regarding the College’s nondiscrimination policy, contact the following:

• For students with disabilities: Section 504/ADA Coordinator in Student Accessibility Services, 503.399.5279

• For employees with disabilities: Vice President of Governance & Administration, 503.399.2537

• For sex-based discrimination: Title IX Coordinator, 503.584.7323

• For equal employment opportunities or affirmative action: Affiant Action Officer in Human Resources, 503.315.4586

To request this publication in an alternative format, please call 503.399.5192. For language access, please call 503.315.4586.