Portland Community College | Portland, Oregon

Instructional Administrative Assistant III

• Title: Instructional Administrative Assistant III
• Category: Classified
• FLSA: Non-Exempt
• Grade: 20

Job Summary

This is the senior 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. Work is performed independently and incumbents exercise considerable judgment and respond to complex technical issues having significant impact on the division.

Distinguishing Characteristics

Critical distinguishing factors for this classification are that incumbents typically support an Instructional Division, have lead worker responsibilities over classified staff and are responsible for large, complex budgets.

Typical Duties and Responsibilities

1. Coordinate a variety of technical, instructional, and administrative special projects as assigned. Seek critical information; develop documentation, and present final project and/or recommendations to supervisor.
2. Work closely with department chairs to develop and review class schedule. Input all aspects of class schedule creating and verifying information and resolving room assignment issues prior to catalog print deadlines. Develop and proof schedule for final approval. Monitor enrollment data for low enrollment classes and advise supervisor as needed. Remove canceled classes from system and notify all parties involved. Run audit reports to ensure accurate detailed reporting for State auditing purposes.
3. As lead worker, coordinate the day-to-day activities of classified staff, student and casual workers. Provide input to supervisor on performance evaluation. Interview and make recommendations in the hiring of student and casual workers.
4. Provide information to students regarding program requirements, offerings, pre-requisites and transferability. Assist students with admissions application process. Determine when course override eligibility for student.
5. Provide complex guidance, problem solving, conflict resolution and assistance to the public, students/clients, staff and faculty that may be sensitive in nature. When necessary, refers individuals to appropriate department(s) for action.
6. Establish new faculty members in Banner and other college database systems; ensure office space is assigned. Provide orientation and training to new faculty on college policies and procedures, budget administration, proper operation of email and voice mail systems, etc. Provide assistance and guidance on a variety of issues as needed.
7. Order division/department supplies and equipment, instructional material and text/reference books utilizing college purchasing card and ensuring adherence to college purchasing guidelines. Track expenditures and reconcile bank statements.
8. Reconcile expenditure and revenue transactions against database budget reports for assigned department/division which may include multiple cost centers (general, auxiliary and 4-fund accounts). Process transfer of monies as required to ensure accounts are balanced. Authorize budget expenditures up to authorized amount.
9. Oversee the processing of time sheets for student payroll and resolve problems as they arise. Create EPAF using appropriate pay rates for each employee class. Work with HRIS to correct 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 pay rates for accuracy. Process payroll authorizations for full and part-time faculty, casual employees, student workers and administrative staff. Track instructor work days, sick days, and other special requirements set forth in collective bargaining agreements. Run background checks on new hires.
10. Effectively operate all modules of college data base system, including inputting, extracting, and presenting data in a useful format to make effective decisions. Define and run a variety of reports as requested.
11. Assist in the development of correspondence, policies and procedures, reports, forms, notices, contracts, instructional materials, time cards, and spreadsheets. May maintain supervisor’s calendar. Coordinate and attend a variety of meetings; may take and distribute minutes to participants. Organize division/department events including advertising, registration and catering services.
12. May process class book orders, ensuring adequate supply is available for enrolled students/clients. Order desk copies for instructors and division library.
13. Perform other related duties as assigned.

Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

Minimum Qualifications

High school diploma or equivalent and five years of administrative support experience or two years in a position equivalent to IAA II.

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; desktop computers and other assigned software and electronic resources including the Intranet and Internet, basic customer service standards and principles; other office resources and equipment including phones and telecommunications systems, fax machines, copy machines, TTY devices; the administrative requirements associated with delivering academic programs and services in an educational environment.

Ability to:

Develop and maintain effective working relationships while also maintaining an appropriate level of confidentiality; maintain a reliable and dependable attendance record; provide effective and responsive service to department staff, faculty, students and the public; perform all assigned tasks efficiently and accurately; 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 work 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.

Reviewed: 12/18

• Revised: 02/11
• Rev: 04/09