Job Information
COCC Administrative Assistant - Culinary in Bend, Oregon
Administrative Assistant - Culinary
Below you will find details for the position including any supplementary documentation and questions you should review before applying for this opening. To apply for this position, please click the Apply for this Job link/button. If you would like to bookmark this position for later review, click on the Bookmark link. If you would like to print a copy of this position for your records, click on the Print Preview link.
Bookmark this Posting | Print Preview | Apply for this Job
Position Details
Position Information
Position Title Administrative Assistant - Culinary
Classification Title Classified
Position Number B1154PD
Grade Level 17, step 1-2
Starting Wage/Salary $21.74 - 22.18 per hour, plus exceptional benefits
Close Date 05/19/2024
Position Type/Employee Class Classified
Faculty Status Not applicable
FTE 1.0
Contract Months 12
Overtime Eligible Non-Exempt
Location Bend
Hybrid Remote Work Eligible? No
Exceptional COCC Benefits Summary
CLICK HERE TO VIEW BENEFITS & PERKS
Primary Purpose
Provide administrative, clerical and instructional support for the culinary faculty, programs and department chair, including Baking and Pastry, Culinary Arts and Hospitality Management. Responsible for scheduling, course inventory paperwork, college communications and general office duties. Serve as department receptionist and primary contact for in- person and phone communications. Apply advanced skills in organization, computer-based technology, interpersonal communication, record keeping and information retrieval, and problem solving in performing these support services.
Essential Duties and Responsibilities
General Functions:
Support the CCI Faculty Meetings and Program Advisory Committee meetings with scheduling, invitation management via Constant Contact, agenda creation, recording minutes and accreditation record management.
Process student evaluations at the end of each term for Culinary Programs. After processing (printing), distribute to the Chair and Dean of Instruction; track service learning and attendance.
Assist the Culinary department chair/program director in preparing forms for online recruitment and hiring of new faculty, classified staff, and work-study positions.
Support the culinary department chair and faculty with student recruitment and enrollment management efforts and distribution of marketing materials.
Serve as receptionist and primary contact for the Cascade Culinary Institute including Elevation restaurant, applying effective and hospitable inter-communication skills in multiple modes. Duties include frequent monitoring of daily e-mail and voicemail message from prospective students.
Assist the Elevation dining room manager with the guest reservations system via phone, email and the OpenTable reservations management system.
Perform hourly summer term duties as needed.
Assist Culinary department chair/program director and program faculty, as requested, in compiling data and completing forms to support departmental assessment projects, course/program change proposals, accreditation visit preparation, exchange visits and other curricular initiatives.
Coordinate efforts for high school cooking competitions; student and or visitor tours.
Prepare all textbook adoption forms for each full-time and part-time instructor per term for their approval, additions, etc. within Bookstore deadline dates.
Gather syllabi from all faculty members for each course and section and place the syllabi in a department file (and electronic file if available.)
Assist the Culinary department chair/program director and collaborate with the COCC Foundation with coordinating the student scholarship application and award process on a quarterly basis.
Perform other duties and projects as they pertain to the overall objective of the position.
Business Processes:
Provide purchasing, accounting, and budget support for the Culinary Department, including purchase orders/requests, check requests, travel requests, time sheets for irregular wage/college work study personnel, and maintenance of financial records.
Assist in planning and revising schedule and staffing, through analysis of relevant factors such as enrollment patterns and contracted faculty loads.
Prepare faculty assignments under FLAC guidelines and full-time faculty quarterly load sheets.
Coordinate on- boarding of new hires with appropriate COCC departments.
Create and distribute e-newsletters, special event invitations, etc. through Constant Contact to all CCI constituents (Constituents consist of the following groups: active students, perspective students, community at large and Elevation guests, CCI alumni, and industry professionals and program advisory committees).
Promote effective internal and external communication about CCI program offerings and special events.
Responsible for processing charges for Elevation and special events; provide back up to Purchasing Specialist as needed; receive and respond to donation requests to and from outside parties.
Coordinate department travel and lodging processes.
Maintain recruitment and marketing materials; employee job board.
Department Specific
Knowledge, Skills, and Abilities
Candidates must possess the listed knowledge, skills and abilities and be able to perform the essential functions of the job, with or without reasonable accommodation, using a combination of skills and abilities. The incumbent is expected to follow College work rules and policies.
Ability to initiate and perform work without supervision.
Ability to plan and maintain multiple budget accounts.
Ability to plan and coordinate academic scheduling of classes/labs for academic year.
Ability to prioritize several major projects at any single time.
Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
Exercise effective interpersonal communication skills to work productively with multiple constituencies, including students, faculty, Fiscal Services, committees, vendors, Student and Enrollment Services, Information Technology Services, Instructional Technology Coordinator, offices of the Instructional Deans and Vice President of Instruction, and support staff of other departments.
Ability to effectively utilize common MicroSoft applications (Word, PowerPoint, Excel) as well as the ability to learn and effectively utilize Argos, and the student information system (Banner) and standard office machines.
Ability to demonstrate patience, resiliency, and prioritizing skills to complete required tasks efficiently.
Ability to maintain efficient office procedures while meeting simultaneous deadlines and fulfilling receptionist demands for various programs.
Ability to maintain confidentiality and security of documents and departmental personnel files.
Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
Ability to demonstrate essential job functions outlined above.
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 an 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 25lbs. All individuals are required to perform essential functions with or without reasonable accommodation.
Minimum Requirements
Education:
- Associates Degree or completion of equivalent college-level coursework.
Experience:
- Two (2) years of comprehensive office experience, employing effective skills in
organization, budgeting, interpersonal communication, and computer-based
technology.
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, which includes a criminal history check.
Preferred Qualifications
Education:
- Bachelor’s degree.
Experience:
Knowledge of Banner and instructional support processes.
Experience working in community colleges, school districts, or public entities.
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.