Program Assistant - Student Life

Job Summary and Responsibilities/Duties For best consideration, please submit your application materials by September 8, 2024. The salary range listed above reflects the 2023-2024 Classified Employee Association pay rates. The salary range will be updated pending ratification of the successor Collective Bargaining Agreement. Job Summary Provides general clerical and administrative support for Student Life and associated co-curricular programs, and oversees the Student Union reception area. Serves as the main point of contact in the Student Union for internal and external staff and provides information regarding student life policies and programs. Trains and supervises part time and student employees. Essential Duties Acts as the main point of contact at the Student Union, and provides general guidance, information, and assistance in person, over the phone, and via email. Treats customers with courtesy and respect, shows concern for their needs, and investigates and resolves requests and concerns promptly. Diffuses situations, escalates requests and provides additional resources as appropriate. Supports a welcoming, supportive and respectful work environment. Provides administrative support for the Student Union including, but not limited to, room scheduling, ordering supplies, work orders, and facility requests. Enters program data and assists in compiling documents and information for departmental goal and objective assessment, as well as for ad hoc projects. Processes and records all financial transactions for Student Life and co-curricular accounts. Verifies and reconciles accounts and budget amounts, coordinates transfers and appropriate approvals for completion of requests for payment, and submit contracts, purchase orders, and travel and petty cash reimbursements. Works collaboratively with the business office to review discrepancies in fund accounts and generate reports. Assists in the recruitment of and trains employees working at the front desk. Provides input to manager on hiring and performance evaluation of part-time and student employees. Coordinates hiring forms for part-time and student workers and processes timesheets. Provides support to Student Life/Student Union events. Assists with set-up, breakdown, and event logistics. Acts as a resource for the Associated Student Government and student activities. Assists student groups with navigating programs and policies and provides information and additional resources. Provides general oversight for departmental and club budgets and departmental transactions including payment for copying, faxing, and management of the Student Union computer lab and campus ID system. Provides services related to the main campus Lost and Found, including working with Public Safety and disposing of unclaimed items in accordance with College procedures. Coordinate rental of student lockers and other Student Union projects. Assists with creating and updating departmental forms and documents. Additional Duties Assist the business office accounting staff in annual audit. Supports and provides input to the College's strategic initiatives as related to assigned area. Supports College diversity, health and safety initiatives. Performs document imaging. Maintains the confidentiality of information. Performs all other duties as assigned. Minimum and Desired Qualifications Minimum Qualifications (Education, Experience, Computer Skills, etc.) High school diploma/GED Three (3) years of progressively responsible clerical and/or administrative experience, including experience working with student leadership/government. Intermediate knowledge of Microsoft Excel, Outlook, and Word. Equivalent combinations of education and experience may be considered Preferred Qualifications Associate’s degree in administrative/office management, business administration, finance, or related area. Bilingual skills in a language that meets community needs. Experience providing training, work direction, and guidance to a richly diverse population is highly desirable. Experience supporting higher education programs and/or knowledge of higher education processes is preferred. Additional Qualifications and/or Knowledge, Skills and Abilities (KSAs) Knowledge, Skills and Abilities Ability to operate standard office machines such as telephone, fax, and copy machines. Knowledge of effective techniques and ability to provide work direction, training and guidance to students and staff as assigned Ability to interpret data and solve problems Ability to work collaboratively in a team environment. Ability to communicate clearly and effectively, both orally and in writing Ability to effectively handle multiple tasks and meet deadlines. Ability to provide a high level of customer service at all times Ability to project and maintain a positive image with those contacted in the course of work Working Conditions and Important Information Work Environment Work is performed primarily in a standard office environment, with occasional excessive noise and/or olfactory sensitivity within assigned program(s) areas and environments. Hazards Potential conflict situations. Physical Demands Primary functions require sufficient physical ability and mobility to work in an office setting; dexterity of hands and fingers to operate a computer keyboard and other office equipment and technologies; sitting or standing for extended periods of time; kneeling, bending at the waist, reaching overhead, above the shoulders and horizontally to retrieve and store files and supplies; lifting, pushing, pulling and carrying office equipment, supplies and materials weighing up to 25 pounds; emotional stability to work effectively under pressure and to keep all aspects of the job under control; hearing and speaking to exchange information in person or on the telephone; seeing to read, prepare and assure the accuracy of documents Salary: Initial salary placement will be based on years of relevant full-time equivalent experience at the sole discretion of the College, per the guidelines in the applicable Handbook or Collective Bargaining Agreement. Please include all relevant full and part-time experience in your application that you want the College to review towards potential placement. Hired employees will not have an opportunity to update past experience or appeal initial placement after the time of hire. Important Information: MHCC only accepts applications through our online application system at http://agency.governmentjobs.com/mhcc/default.cfm. For technical assistance, please call 855-524-5627. Please note: We do not request or read letters of recommendation. Also, it is not necessary to upload a large number of documents with your materials. We are looking for the required documents and perhaps one or two additional documents of your choosing (optional). Faculty applications require a current resume, cover letter and official transcripts (copies are fine for application purposes) and/or any required certificates or licenses. Please note: this is initially a self-screening system. We recognize that our application process can be lengthy, so before you begin, please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions, the system may automatically screen you out from further consideration. Position subject to budget consideration and approval. Final candidates will be subject to a criminal background check as part of the employment process. MHCC is NOT able to support Visa applications for employment at the college. Applicants must already be eligible to work in the United States to be considered. MHCC provides qualifying veterans and disabled veterans with preference in employment in accordance with ORS 408.225, 408.230, and 408.235; OAR 105-040-0010 and 105-040-0015. Qualifying veterans and disabled veterans may obtain preference by submitting as verification of eligibility a copy of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) or a letter from the US Dept. of Veteran's Affairs indicating receipt of a non-service connected pension to your application. Disabled Veterans must also submit a copy of their Veteran's disability preference letter from the Dept. of Veteran Affairs, unless the information is included in the DD Form 214 or 215. If you are seeking this preference, appropriate documentation must be provided at the time of application. You may submit an electronic copy in the document upload area of the application in the section marked "veterans' preference document," or fax to 503-491-7257 or mail to Human Resources, Mt. Hood Community College, Gresham, OR 97030. If you do not have your documentation, you may request it through your Veterans' Administration Office. Applicants with disabilities may request accommodation to complete the application and interview process. Please notify Human Resources at least three working days prior to the date of need. Mt. Hood Community College is an Equal Opportunity Employer that actively supports workforce diversity.