YVC Bilingual Department Technician

Macon group; McMinnville (OR); On-site; USD 10,000 - 60,000; Full time

Job summary

An established industry player is seeking a dynamic Bilingual Department Technician to join their team. This role is pivotal in providing exceptional administrative support and customer service to students and community members. You will play a key role in fostering an inclusive environment, assisting with various student services, and managing essential office operations. This position requires strong bilingual communication skills, multitasking abilities, and a proactive attitude. Join this vibrant institution and contribute to the success of a diverse student body while enhancing your professional skills in a supportive and engaging workplace.

Qualifications

• Three years of experience in customer service or educational settings.
• Bilingual and biliterate in English and Spanish is required.

Responsibilities

• Assist students with registration and provide general college information.
• Support campus events and coordinate administrative tasks.

Skills

Customer Service

Bilingual (English and Spanish)

Administrative Support

Problem Solving

Project Management

Communication Skills

Education

High School Diploma or G.E.D.

Associate Degree

Tools

Microsoft Office Suite

Google Suite

Job description

Chemeketa Community College

YVC Bilingual Department Technician

SALARY

$3,219.00 - $4,880.00 Monthly

LOCATION

Yamhill Valley Campus. McMinnville, OR

JOB TYPE

Classified

JOB NUMBER

C27490-01

DIVISION

545305 Academic Affairs

DEPARTMENT

545305 Yamhill Valley Campus

JOB INFORMATION

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.

The Yamhill Valley Administrative Assistant is a key member of our team and contributes to a positive first interaction with the campus for our students and community members. This position provides support and coordination for student services, academics, marketing/promotion, and events. The Administrative Assistant will work closely with the Dean of General Education & Student Affairs ensuring the efficient administration of a dynamic campus. A vital role of this bilingual position is to serve students from a variety of linguistic backgrounds; including supporting our Spanish speaking students and community members. The successful candidate will be self-motivated, supportive, team-oriented and proactive with experience in multitasking, administrative support, computer software skills, tech savvy and problem solving.

DUTIES & RESPONSIBILITIES

Student Services

• Assists students with registration, student services information, technology issues, testing and other student resources
• Supports advisors and counselor in New Student Advising sessions and GED/ESOL student onboarding, manages scheduling, student outreach calling campaigns; keeps various forms and supplies up-to-date
• Receives registrations, reviews for accuracy, gathers data and makes necessary corrections, balances cash and non-cash payments, and monitors the accuracy of class lists
• Assists instructors with classroom resources

Front Line Customer Service

• Provides general and specific college information to staff, students and the general public on the phone, via email and in person following FERPA guidelines
• Makes appropriate referrals as needed; provides counter help; coordinates incoming requests for information, data, departmental information, policies, procedures, and processes, researches and responds to inquiries
• Maintains and coordinates room schedule to ensure arrangements are made for various meetings and activities
• Reserves equipment and materials for special events and/or activities
• Provides support for special projects such as Preview Day, Chemeketa Scholars orientations, Welcome Days, etc., as directed
• Posts notices of class cancellations and notifies building personnel and students
• Serves as a technical resource to employees, students, and the community regarding department programs, policies, procedures, and processes, which may include: providing general customer service, researching and responding to inquiries, and providing information
• Responds to complaints or problems. May refer customers to appropriate individuals(s) for more complex problems or complaints
• Assists individuals in the use of equipment and/or materials in assigned area of responsibility

Record Input & Maintenance

• Receives, processes, and/or maintains various confidential records, files, and databases requiring classification and compilation of varied information
• Assists employees, students, and other interested parties in completing applicable records and information
• Coordinates the collection of data from multiple sources
• Compiles special reports or studies where analysis or technical data is required
• Reviews and verifies data for completeness and accuracy

Office Administration Support

• Tracks multiple projects simultaneously
• Performs independent work from brief guidelines or instructions
• Anticipates needs of campus, staff, and faculty and develops new methods of operation to streamline processes
• Inputs and updates routine information into spreadsheets, databases, client relationship management & texting systems, and/or other related software systems
• Processes payments, receives money, prepares bank deposits and balances cash drawer
• Performs routine, financial activities, which may include: preparing purchase orders, check requests, travel reimbursements, and petty cash
• Composes and prepares a variety of correspondence, flyers, brochures, advertisements, newsletters, and/or other related documents
• Orders, receives, sorts, processes, prepares, and distributes various correspondence, textbooks, supplies, forms, mailings, and/or other documents and information
• Maintains all campus copiers, including adding/deleting users, ordering and maintaining inventory of supplies (ink, paper), and calls in service requests and tracks as needed
• Maintains YVC transportation information including reservation forms, vehicle maintenance records and procurement card information related to the YVC van

Campus/Community Events/Activities

• Researches opportunities for marketing YVC to students and community. Work with representatives of various agencies to determine appropriate involvement in activities/events to increase student enrollment
• Consults with the Chemeketa YVC Dean of General Education & Student Affairs regarding event or activity after compiling information, tentative plan for YVC involvement, marketing and budget
• Organizes approved activities/events by scheduling meetings, agendas, task assignments, schedules for participation and ordering/purchasing food
• Consults with Chemeketa Marketing and Student Recruitment for materials needed (postcards, flyers, newspaper ads & social media promotion)
• Designs/develops flyers, brochures, forms, newsletters, program displays, and other publicity materials
• Communicates with staff and faculty on logistics and details and responds to inquiries from college staff, vendors, students and community
• Coordinates with outside vendors for marketing items within determined budget

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

CANDIDATE QUALIFICATIONS

Your application will be scored based on the minimum qualifications, core competencies, and preferred qualifications listed below. If you are unsure whether you meet all of the qualifications, 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. The information provided on your application will be used to determine step placement upon hire. Please ensure you include all information on your application which you wish to be considered.

Minimum Qualifications:

High School Diploma/General Equivalency Diploma (G.E.D.)

-AND-

Three years of full-time work experience in a customer service or educational setting providing administrative support

-AND-

Bilingual and biliterate in English and Spanish

-OR-

Associate degree from an accredited institution

-AND-

One year of full-time work experience in a customer service or educational setting providing administrative support

-AND-

Bilingual and biliterate in English and Spanish

Core Competencies:

• Knowledge of modern office methods, practices, and procedures, using current office technology, software and equipment; filing; performing basic mathematical calculations; using computers and related software applications such as Microsoft Office Suite & Google Suite
• Ability to manage projects; facilitating training sessions; conducting research
• Skill in identifying and resolving problems; providing customer service
• Knowledge in report preparation
• Ability to prioritize work and perform multiple tasks
• Knowledge of maintaining databases & confidential records
• Skill in creating marketing materials and flyers
• Communication and interpersonal skills with coworkers, supervisor, the general public, etc. sufficient to work with a diverse population of staff, students and the public
• Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others

Preferred Qualifications:

• Three years' administrative support work experience which includes strong customer skills, word processing and computer experience
• Experience creating and editing spreadsheets using current office software
• Marketing or administrative support coursework

ADDITIONAL INFORMATION

SCHEDULE & MODALITY

Hours: 9:00am to 6:30pm (Mondays - Thursdays), 9:00am to 1:00pm (Fridays)

Regular remote/hybrid work is not a feature of this position. Exceptions may be made for special projects or responsibilities requiring periodic needed focus time at supervision discretion.

TERMS OF EMPLOYMENT

• This is a 100%, 12-month classified assignment of the B2 band and grade
• Please note: The college is currently undertaking a comprehensive classification and compensation study. No employee will lose base pay because of this study, however, classification titles and pay grades may change. The successful candidate will receive notice of all changes prior to implementation which is currently projected for the Winter of 2024.
• This position has a 6-month probationary period
• 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, requires the provision of official transcripts upon 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

Light Work:Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Even though weight lifted may be negligible, it may be rated light work if frequent walking and/or standing is required.

For more information and to apply online, please visit: https://www.schooljobs.com/careers/chemeketacc/jobs/4902974/yvc-bilingual-department-technician

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.

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/

*Please Note: As part of the first round of screening, the committee will conduct an anonymous review of the application materials and will not be able to view any personally identifiable information. Please be sure that your application is complete and thoroughly depicts how you meet the minimum qualifications, core competencies and preferred qualifications. Required documents must be provided at the time of application. Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. Chemeketa makes employment decisions based solely on the candidate's demonstrated competencies as related to successful performance in the position.

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

View our CTE Program Summaries & Admission Requirements(Download PDF reader).

Chemeketa Community College prohibits unlawful discrimination based on the following:

• Race
• Color
• Religion
• National Origin
• Sex
• Marital Status
• Disability
• Protected Veteran Status
• Age
• Gender
• Gender Identity/Expression
• Sexual Orientation
• Pregnancy
• Whistleblowing
• Genetic Information
• Domestic Abuse Victim
• Expunged Juvenile Record
• Injured Workers
• Protected Hairstyle (CROWN Act)
• Victims of Domestic Violence (Sexual Assault, Stalking, and/or Harassment)
• Political Affiliation or Belief
• Tobacco Use During Work Hours
• Or any other status protected by federal, state, or local law in any area, activity or operation of the College. The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with the individual’s rights or privileges granted under federal, state or local laws.

Under College policies, equal opportunity for employment, admission, and participation in the College’s programs, services, and activities will be extended to all persons, and the College will promote equal opportunity and treatment through application of its policies and other College efforts designed for that purpose.

504/ADA Coordinator for Students

For concerns, inquiries or complaints regarding student disability accessibility and accommodations, please contact Karen Alexander, Director of Student Accessibility and Testing Services. Ph: 503.399.5276

Section 504/ADA Coordinator for Employees

For concerns, inquiries or complaints regarding employee disability accessibility and accommodations, please contact Patrick Proctor, Associate Vice President of Human Resources. Ph: 503.315.4586

Persons having questions or concerns about Title IX, which includes gender-based discrimination, sexual harassment, sexual violence, gender-based violence, and stalking, please contact the Title IX coordinator, Jon Mathis. Ph: 503.584.7323, Located at 4000 Lancaster Dr. NE, Salem, OR 97305, You can find additional information at http://go.chemeketa.edu/titleix.

All persons having questions or concerns related to Equal Employment Opportunity or Affirmative Action should contact the Affirmative Action Officer, Patrick Proctor, at 503.315.4586, 4000 Lancaster Dr. NE, Salem OR 97305.

Individuals may also contact the U.S. Department of Education, Office for Civil Rights (OCR), 810 3rd Avenue #750, Seattle, WA 98104, 206.607.1600.

To request this publication in an alternative format, please call 503.399.5192. For language access please call 503.315.4586 or email [e-mail].

Employer Chemeketa Community College

Address 4000 Lancaster Dr. NE, Salem, Oregon, 97305

Phone [phone]

Website http://www.chemeketa.edu