Reporting directly to the college Chief Information Officer, the Technical Services Administrative Assistant provides essential support to the CIO, ITS Directors and the ITS Division. Maintain and advance COCC Mobile App and act as a subject matter expert for the Mobile App. The TSAA responsibilities also include the coordination of college-wide technology purchasing, ITS Division-wide budgeting and account management support, manages software licensure payments, equipment maintenance contract payments, and subscription renewals. Coordinate with other departments on ITS technical training’s for new employees, assist with ITS Business Support and Process Improvement projects to ensure department efficiencies. Ensure unresolved helpdesk issues are escalated appropriately to ensure callers receive a quick response.
Terms of Employment:
- This is a full-time (1.0 FTE, 40hr week) 12-month non-exempt position at grade level 18 in the Classified Appendix schedule.
- Requires flexible work schedule, which may include evenings and/or weekends as well as travel throughout the district when needed.
- Requires the provision of official transcripts upon hire.
- Upon hire, must pass criminal and/or driving history; only information relevant to the position will be considered.
Purchasing and Fiscal Responsibilities
1. Process all hardware and software technology purchases for the college.
2. Coordinate and complete annual capital technology purchases for the department.
3. Obtain vendor quotes for supported technology purchases as requested.
4. Proactively work with ITS budget administrators on budgets to ensure they are not overspent.
5. Work closely with Fiscal Services to understand and follow proper procedures and policies for processing invoices and purchase orders.
6. Maintain accounting records and ensure proper use of department credit card.
7. Prepare routine reports and budgetary information for Department Budget Administrators.
8. Serve as the primary staff member responsible for developing and maintaining up-to-date documentation on technology purchasing processes and procedures.
Ellucian Mobile Application
1. Maintain and advance Ellucian Banner Mobile and acting as a subject matter expert (SME) for this software application.
2. Under the direction of the CIO, make informed decisions regarding additional COCC Mobile application functionality based on technical compatibility, product releases, and best practices.
3. Serve as a collaborative liaison between Ellucian Mobile Development Workgroup and COCC’s Web Developers.
4. Assist with decisions regarding maintenance, upgrades, testing, validations, and changes related to COCC Mobile application software and functionality.
5. Coordinate implementation of the COCC Mobile Notification and Events modules with stakeholders.
6. Facilitate user groups to determine future COCC Mobile staff and student needs.
7. Collaborate with staff, faculty and students to compile and analyze software usage data.
8. Assist with custom development and implementation of new module functionality.
9. Serve as Chair of Mobile Advisory Workgroup meetings.
10. Coordinate marketing of COCC Mobile app, campus roadshows, documentation, and training.
1. Provide Staff, Faculty, and Students with Tier 1 technical support for:
a. Computer hardware failures.
b. Audio-visual systems and phone system issues.
c. Software Application issues and “how-to” questions.
d. Create Helpdesk Tickets when required.
e. Assist with escalating issues to appropriate technical staff.
f. Ensure work stoppages are resolved promptly.
g. Assign/manage Helpdesk tickets.
2. Test new software releases and patches as needed.
3. Provide support, coordinate and lead supplemental training sessions for new software releases.
4. Provide Tier 1 technical support on various software applications, including Banner, Argos and Dynamic Forms.
New Hiring Technical Orientation
1. Coordinate new hire ITS technical training with Human Resources and department supervisors for faculty as well as Classified and Administrative staff.
2. Identify and address the unique software needs of each department during training.
3. Assist new employees with email account use, phone setup, network storage, Bobcat Web, ENS updates and software application account creation.
ITS Business Support and Process Improvement
1. Create and maintain business workflow process documentation.
2. Proactively maintain campus software licensing renewals.
3. Maintain compliance with the COCC Microsoft Campus software license agreement.
4. Manage technology accounts in accordance with college and ITS policy and procedure to ensure network security.
5. Create COCC ID numbers for dual-enrolled students.
6. Responsible for Directory updates for hires, terminations and internal transfers.
7. Assist staff, faculty, and students with account management and password reset requests.
General Department Support
1. Provide administrative support to CIO, Directors, and department staff.
2. Order and maintain office supplies, as needed.
3. Provide support, scheduling and documentation of department meetings and committee (Technology Advisory, NPET and TRT) minutes.
4. Maintain existing department web pages and recommend updates or new content as appropriate.
5. Perform other duties and projects as they pertain to the overall objective of the position.
6. Process department mail when received.
7. Serve on College committees, pending approval by the CIO.
Knowledge, Skills and Abilities:
Individuals must possess the listed knowledge, skills and abilities and be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The incumbent is expected to follow College work rules and policies.
1. Must be able to maintain strict confidentiality at all times.
2. Must be able to exercise a high level of professionalism, tact, and diplomacy.
3. Ability to prioritize purchasing and office support duties in a high volume environment.
4. Ability to obtain prices, clarify issues with vendors and follow up on delivery issues, ensuring that proper accounts are charged, that purchasing policy is followed, and the proper signatures are obtained.
5. Ability to determine system emergencies and either resolve or determine when to interrupt system administrators to resolve. Must be able to calm users who are having problems while referring their need to the proper support person.
6. Ability to provide and maintain a high level of customer service for students, staff, and departments.
7. Ability to learn new technology and software on a frequent basis.
8. Must be able to work effectively with vendors, student workers, faculty, staff, and all other COCC departments.
9. Must be able to use computers, printers, telephones, and other standard office equipment.
10. Must be able to complete related phone and voicemail configuration functions.
11. Must have experience using a Microsoft Windows-based personal computer, and most recent version(s) of Microsoft Office Suite, especially Word, Excel, Explorer and Outlook.
12. Must be able to work with minimal supervision within a “team environment.” Must be flexible and able to work in various COCC campus locations away from the primary workstation, as needed.
13. Must possess strong interpersonal and communication skills and be able to effectively and positively communicate with staff, faculty, and administrators.
14. Must be a self-starter, work collaboratively, highly motivated and possess good judgment in identifying issues, stakeholders and priorities.
15. Must be able to work positively and effectively in a team environment.
16. Must have (or be able to develop) knowledge of campus budgeting cycle and procurement rules.
17. Must be able to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
18. Ability to keyboard at 55 wpm and use a 10 key by touch.
19. Must be able to demonstrate essential job functions outlined above.
20. Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
Physical Demands and Other Ergonomic Requirements:
Working hours are regular and generally 40 hours/week. Additional hours or schedule changes may be required based on work requirements and/or staffing needs. Work is performed in an ordinary office, mostly sitting with frequent computer use. Travel to Branch Campuses occasionally required. Lifting of objects under 50 pounds is required occasionally. Lifting of objects over 50 pounds may be required on an infrequent basis. Individual may be exposed to noise and ventilation variances occasionally. All individuals are required to be able to perform the essential functions with or without reasonable accommodation.
Equal Employment Opportunity (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, martial status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran status or any other protected classes under Federal and State statutes in any educational programs, activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact the Equal Employment Officer, c/o COCC’s Human Resource office at 541-383-7216.
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.
1. Associates degree in Office Administration, Business or related field.
2. Three years of experience in general office assistant/support work including familiarity with customer relations, advanced computer use, purchasing procedures, bookkeeping/accounting, and dealing appropriately with confidential information.
3. One year of demonstrated experience with higher education software systems and applications.
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 under equivalency by responding to the supplemental question presented during the application process.
Necessary Special Qualifications:
- Must be able to acquire and maintain Microsoft Office Certifications to be able to provide Tier-1 phone support of those products for COCC employees within 12 months of the start date.
Special Instructions to Applicants:
- Bachelor’s Degree.
- Prefer knowledge of Ellucian Banner ERP.
- Prefer Associate Project Management Certification.
- Work experience with community colleges, school districts or public entities
Note that you will be required to upload/create the required documents indicated in this posting at the time you apply. Unofficial transcripts are acceptable at application. It is the responsibility of the applicant to upload all required documents, including transcript(s). If you have questions please contact Human Resources at 541-383-7216.