Portland Community College | Portland, Oregon

Instructional Administrative Assistant II

Category: Classified

FLSA: Non-Exempt

Grade: 16

Job Summary

This is the journey level within the Instructional Administrative Assistant job family. Incumbents in this classification perform a full range of complex administrative support duties in support of an instructional division or program. Work is performed independently with incumbents responding to varied situations requiring the ability to make sound decisions based on knowledge and experience on issues not clearly defined by current policies and procedures. Complex issues or decisions having significant impact on the division or department may be referred to an Instructional Administrative Assistant III or the incumbent's immediate supervisor.

Distinguishing Characteristics

This classification is distinguished from the Instructional Administrative Assistant III in that generally, incumbents in the Instructional Administrative Assistant III classification support an Instructional Division, have lead worker responsibilities over classified staff and are responsible for large, complex budgets.

Typical Duties and Responsibilities (Includes some or all of the following)

  1. Effectively operate all modules of college data base system, including inputting, extracting, and presenting data in a useful format to make effective decisions or alert supervisor of specific issues. Run a variety of reports for assigned department or division.
  2. Input all aspects of class schedule; creating and verifying information and resolving room assignment issues prior to catalog print deadline. Develop and proof Schedule Proof for final approval. Make changes to scheduled classes as determined by Department Chairs. Monitor enrollment data for low enrollment classes and advise supervisor as needed. Remove canceled classes from system. Notify students of canceled or delayed classes.
  3. Receive and process time sheets and student payroll and resolve pay issues. Create EPAF using appropriate pay rates for each employee class. Work with HRIS to correct any errors in the submission process. Process MAP forms for special pay situations and cooperative education. Run reports to verify payroll is correct. Review employee records with multiple time cards and multiple pay rates for accuracy. Process payroll authorizations for full and part-time faculty, casual, student and administrative staff. Track instructor work days, sick days, and other special requirements set forth in bargaining agreements.
  4. Track and monitor budget and/or grant expenditures for assigned departments or division. Reconcile budget expenditure records against college data base budget reports. Process the transfer of monies as required to ensure accounts are balanced.
  5. Maintain database of instructional materials. Prepare and send instructor evaluations with corresponding instructions and materials.
  6. Assist with the development of and type correspondence, policies and procedures, reports, contracts, instructional materials, time cards, and spreadsheets. Maintain supervisor's calendar. Coordinate and attend department meetings. Take minutes and distribute to participants as requested.
  7. Order division/department supplies and equipment, instructional materials and textbooks utilizing the college purchase card and ensuring adherence to college purchasing guidelines. Track expenditures and reconcile bank statements.
  8. Answer phones and greet the public and students. Provide general guidance, problem solving and assistance to students. May process petitions for graduation. Resolve a variety of office problems independently.
  9. May interview and make recommendations in the hiring of student workers and casuals; coordinate the work activities of assigned student workers and casuals. Advise supervisor of student worker performance issues.
  10. Process class book orders, ensuring adequate supply is available for enrolled students. Order desk copies for instructors and division library.
  11. Perform other related duties as assigned.

Minimum Qualifications

High school diploma or equivalent and three years of administrative support experience or one year in a position equivalent to IAA I.

College or business school training may be substituted for up to two years of the administrative experience requirement.

Other equivalent combinations of experience and training will be considered.

Knowledge of: Contemporary office practices, procedures and techniques; spelling, vocabulary, math and grammar skills; use and operation of personal computers and associated standard office software, basic customer service standards and principles; other office resources and equipment including phones and telecommunications systems, fax machines, copy machines, TTY devices; general knowledge of the administrative requirement associated with delivering academic programs and services in an educational environment.

Ability to: Develop and maintain effective working relationships; effectively evaluate a situation or issue and develop sound working solutions; maintain a reliable and dependable attendance record; provide effective and responsive service to department customers and contacts; perform all assigned tasks efficiently and accurately and create and maintain accurate records; possess and demonstrate the required level of proficiency in desktop computers and other assigned software or electronic resources, including the Intranet and Internet, as assigned; learn and utilize Banner or other information systems and databases; create and maintain accurate and up-to-date records.

Work Environment and Physical Requirements

Work is generally performed in an office environment with frequent interruptions or changes in work flow. Occasional lifting, guiding, or carrying of light-weight materials or equipment may be required. Position involves sitting for extended periods of time while working at a computer terminal. Learned physical skill is required to perform keyboarding and/or ten-key functions.

REVISED: 02/11

REPLACES: 04/09