JOB SUMMARY
Under general supervision provides a wide variety of administrative and program support functions for staff in the area of central office and general operations. Compiles data, maintains records, process documents, and generates reports as needed. Coordinates and supports administrative projects. Develops reports and provides recommendations on administrative processes and procedures. Maintains department records.
ESSENTIAL DUTIES
- Assists with the creation, standardization, and update of department documentation. Provides support to managers, including maintaining document guidelines. Reviews documents for formatting and grammar. Maintains digital document storage system, classifies documents, maintains versioning, and retires out-of-date documents.
- Assists managers and directors in the creation of standard operating procedure documentation, including flow charts, for critical procedures to facilitate the implementation of processes and regulations.
- Updates information and supports content areas with the design, layout, and creation of content related to the program on the SharePoint site.
- Maintains department records. Ensures compliance with federal, state, and program regulations and guidelines to properly store, retain, and dispose child care records and related files.
- Collects monthly reports from sites, organizes files, and generates reports as requested by supervisor and directors.
- Collaborates on the creation of communications to engage and share information with program families and the community through the website, social media accounts, and office signage. Acts as the liaison with marketing and communications and other departments as appropriate.
- Manages the usage of program photos. Verifies consent for media release in program database and/or document storage system, and follows up on obtaining consent forms as needed.
- Works with other departments to create and share mentions, announcements, highlights, and stories of the program on the website.
- PIR/OPK PIR?
ADDITIONAL DUTIES
- Attends training sessions and participates in training opportunities.
- Provides front desk and general office coverage as needed, and supports processing applications as needed.
- Assists with projects and events at various sites and locations in the community as needed.
- Performs all other related duties as assigned.
QUALIFICATIONS
Minimum Qualifications
- Associate degree in communications, marketing, business administration, or related field
- Two (2) years of experience providing administrative support to an office and/or program
- Basic skills utilizing Microsoft Word, Excel, and Outlook
- Experience using social media
- Experience working with diverse backgrounds of the College’s community, students and employees; demonstrated commitment to promoting access and diversity
At the College’s discretion, additional qualifying education/experience may substitute for education/experience, on a year for year basis
Desired Qualifications
- Bachelor’s degree in business administration, marketing and communications, or related field
- Bilingual skills: oral and written fluency in English with fluency also in Spanish, Russian or another language that meets community/department’s needs
- Experience using WordPress, Canva, Adobe, OneDrive, and SharePoint
Experience using content management systems
Other Requirements:
- Must be enrolled in the Oregon Central Background Registry prior to beginning employment and enrollment must be maintained throughout employment
- Post-offer fitness for duty evaluation, must be obtained within 30 days of hire date:
- TB screening
- Health appraisal
- Must complete required Oregon Department - Education Early Learning Division Self-Study Trainings within 30 days of hire
Knowledge, Skills and Abilities (KSAs)
- Computer proficiency (in Microsoft Windows environment preferably) with intermediate knowledge of word processing, and spreadsheets
- Organizational skills
- Ability to manage multiple tasks with changing priorities
- Ability to pay close attention to details
- Ability to establish positive working relationships with staff, and work effectively with diverse internal and external stakeholders
- Oral and written communication skills
- Customer service and interpersonal skills
- High performance through creativity, positive spirit, and multi-tasking
- High personal integrity and sound professional ethics
WORKING CONDITIONS
Work is typically performed in a normal office environment while sitting at a computer terminal. Some exposure to dangerous situations while driving between work sites, working after hours and in dealing with difficult student/family situations. Activities and/or environment may be subject to, but not necessarily limited to, the following general conditions and/or activities: kneeling, reaching, crawling, standing, walking, lifting (under 25 lbs.), talking, hearing, sitting, and seeing short/long distances. Work pressure and workflow disturbances are expected. Works assigned schedule, and exhibits regular and predictable attendance.
Mt. Hood Community College offers an exceptional benefits package that includes vacation, sick and personal leave; medical, dental, vision, life, AD&D, and long-term disability insurance; optional short-term disability insurance optional life, optional AD&D; retirement through Oregon PERS, including generous employer contributions; tuition waiver plan and access to professional training and development; and an Employee Assistance Program (EAP). For more information about our benefits and wellness offerings, please visit our website here.
To apply visit: https://www.schooljobs.com/careers/mhcc/jobs/4659121/administrative-assistant-office-communications