Program Assistant

The Work-Based Learning Program Assistant is responsible for providing high-level administrative and project management support for Cooperative Work Experience and Credit for Prior Learning. This position requires the ability to work independently, exercise good judgment with regard to sensitive/confidential issues, use excellent administrative and interpersonal skills, and employ political and social acumen to work with a diverse and inclusive campus community.

The Work-Based Learning Program Assistant works at Albany campus to facilitate agreements and registration for students who are engaging in Cooperative Work Experience with local employers and college faculty. In collaboration with the Work-Based Learning faculty, this position maintains communication via the department email; manages the department calendar; arranges individual and group meetings; plans events/functions; maintains relationships with faculty and local employers; and provides student orientations, registration support, and outreach. In collaboration with the division Administrative Assistant, this position handles cooperative work experience job postings, agreement forms, and student tracking needs for the department.

The Program Assistant also works in collaboration with the division Administrative Assistant to support the processes and systems related to Credit for Prior Learning for students. This includes responding to inquiries, processing forms, creating invoices, verifying credentials and licensures, and transcribing appropriate credit in Banner (the SIS system).

Knowledge and Skills:

A thorough knowledge of special practices, techniques, college operations, practices and policies as they relate to the division, the ability to create and maintain accounts across multiple web-based platforms, and understanding of the college’s strategic goals and values is preferred.

1. Serves as a first point of contact with CWE students and industry partners. Evaluates and processes requests in order to prioritize urgent and often sensitive matters. Must then take decisive action to facilitate the optimal (best) resolution.

2. Interacts effectively with the CWE Coordinator, college leadership, Division faculty, including anticipating their needs, accommodating different work styles, and proactively reaching out for assistance. Must be capable of maintaining a mutually cooperative and respectful working relationship with peers.

3. Monitors and meets deadlines, adapts to changing circumstances, prioritizes multiple tasks and works independently, while handling frequent interruptions and sometimes dynamic and shifting priorities.

4. Follows processes and establishes relationships to support enrollment, tracking and supporting students participating in CWE and Credit for Prior Learning. Maintains recordkeeping, assists division Admin with payroll, maintains communication systems to support faculty-student-employer relationships and student success. Uses LBCC system tools and software (Student Information System, client relationship management system, and student retention software) as directed by Dean and in collaboration with other LBCC departments.

5. Enters student information and maintains CWE records. In collaboration with division Administrative Assistant, keeps records for CWE Coordinator, Human Resources, and other entities regarding student enrollment, workers compensation reporting, workers compensation documentation for injuries, payroll authorizations, and other reports as needed. Monitors CWE student hours and coordinates with faculty and industry partners. Works with other LBCC departments as necessary to invoice CWE employment partners as necessary.

6. In collaboration with division Administrative Assistant and Human Resources, coordinate and complete all document setup for new CWE students and new CWE Faculty/Employers. Assists CWE Coordinator with onboarding CWE faculty and students.

7. Answers phones and responds to emails, provides information and assistance on a variety of matters requiring detailed knowledge of rules, procedures, policies, precedents and activities.

8. Provides office support including maintaining inventory of office and workshop supplies. Opens and distributes mail, maintains file systems. Prepares letters and memorandums. Sends out necessary correspondence on behalf of the department.

9. Coordinates meeting logistics, including making room reservations, arranging printing and mailing of flyers, sending notices, verifying reservations and/or attendance, preparing materials, arranging special equipment and materials, and ordering food service for CWE.

10. Assists and participates as a team member in event planning and hosting events such as, CTE Signing Day and other events as needed. Duties vary with each event but may include acting as point of contact for information, reviewing, updating, and providing materials to department chairs and faculty, receiving and maintaining database(s) containing applicant information, creating and distributing correspondence to applicants, high schools, and other participating entities, soliciting donations for prizes, purchasing merchandise and supplies, coordinating food service, and other duties as needed.

11. May serve as administrative assistant back-up for the division as needed. Assists the Dean with special projects as needed.

12. Performs other related duties as assigned.

If your transcript is issued in a language other than English, please include a translated copy.

U.S. Veterans must attach proof of Veteran Status to their application to qualify for veteran’s consideration.

Resources and Tips for Applicants: View information about Accessibility in Recruitment and disability accommodations at Linn-Benton Community College at this link.

Compensation Information:

All Part-time Classified employees begin at Step 1 of the salary schedule, corresponding to the position’s grade. Placement at a higher step on the salary schedule is not negotiable. Step increases are subject to eligibility, and only take place at the end of the Fiscal Year in July if approved and submitted by the employee’s supervisor of record. Hours worked in more than one position or department cannot be combined for step advancement. Part-time Classified employees are paid once monthly, on the last day of the month.

Linn-Benton Community College is a Fair Chance employer committed to inclusive hiring practices. We welcome applications from individuals with a broad range of lived experiences, including those who have been involved with the justice system. If you are selected as a finalist, a conditional job offer will be contingent upon the successful completion of job-related pre-employment checks. These may include a background check, sex offender registry checks, motor vehicle history check, civil records checks, or other relevant screenings. Please note that background check results do not automatically disqualify a candidate. If you have questions or concerns about the pre-employment check process, please reach out to Human Resources at mercerh@linnbenton.edu

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