Job Details

Portland Community College’s Healthcare and Emergency Professions (HEP) Academic and Career Pathway is currently seeking an Instructional Administrative Assistant III (IAA 3) to join the Department of Dental Sciences. This position will be based at the Vanport Building.

The HEP Pathway prides itself on welcoming students from diverse backgrounds and abilities, offering opportunities to study and develop skills in career-technical education, college transfer programs, and non-credit health profession programs. The IAA 3 plays a crucial role in providing comprehensive administrative support to the entire HEP pathway team, collaborating with colleagues across the college to enrich the student learning experience. They act as liaisons with various stakeholders, executing a wide range of administrative duties. A successful IAA 3 demonstrates autonomy and teamwork, adeptly navigating situations and making informed decisions while leveraging support from other college staff when needed. As lead staff, an IAA 3 oversees complex purchasing and budgets. Remote work and the use of technology to perform duties off site may be needed. Occasionally, an IAA 3 may be required to attend or support meetings and programs at other locations than their base location.

While administrative competence is essential, what truly sets successful candidates apart is their enthusiasm for learning and personal growth, their passion for collaboration, and their commitment to nurturing growth in others.

Additional Duties and Responsibilities:

• Provide overall administrative program support to the credit and noncredit dental programs. 
  
• Serve as the department liaison with Portland State University to facilitate PCC student badge access to the
• Vanport Building, and coordinate with PCC for employee access badges.
  
• Assist in Dental Clinic Operations, including confirming patient appointments and managing patient check-in and check-out procedures.
  
• Support the hiring process for full and part-time employees, including ordering background checks and completing necessary paperwork such as I-9, W-4, and JAF-M forms.
  
• Effectively communicate with a diverse range of individuals, answering phones, and providing assistance to the public and students.
  
• Organize department events such as advisory committee meetings, board exams, accreditation visits, marketing initiatives, outreach activities, and travel arrangements, including catering services.
  
• Coordinate scheduling for shadowing opportunities for dental assisting and dental hygiene student applicants.
  
• Support communication with potential program applicants, offering assistance throughout the admissions process, and ensuring thorough documentation of post-admission requirement completion.
  
• Oversee the tracking of student, faculty, and staff immunizations and certifications in compliance with state law, college policies, and program accreditation.
  
• Perform any other related duties as assigned.

See the classification description for additional information: https://www.pcc.edu/hr/employment/classified-jobs/iaa-3/

These qualifications, skills and abilities are critical for success in this position.
Throughout the screening process, you will be evaluated based on the demonstration of these qualifications.

• Proven track record of creating and sustaining a welcoming and inclusive environment for individuals from all backgrounds; dedicated commitment to advancing diversity, equity, and inclusion within the higher education setting.
  
• Experience with Career-Technical Education (CTE) programs, grant reporting, and/or managing Perkins purchases.
  
• Demonstrated ability to communicate effectively and promptly through various channels such as email, phone, and other communication tools.
  
• Proficiency in executing complex tasks meticulously with keen attention to detail; adept at working autonomously while efficiently managing multiple projects, schedules, and presentations.
  
• Strong team player with a positive demeanor, adaptable attitude, and eagerness to embrace new technologies; capable of working flexibly amidst frequent interruptions.
  
• Advanced proficiency in utilizing computer applications including Microsoft Office Suite, Banner, and Google Applications.
  
• Documented history of successfully following and executing broad and intricate instructions, exercising sound judgment, and handling sensitive and confidential matters with discretion.
  
• Experience in monitoring and managing budgetary expenditures, as well as fulfilling other fiscal reporting requirements.

 Minimum Qualifications

To be considered, your application must demonstrate these minimum qualifications. (Experience is calculated based on the start and end dates you provide multiplied by the number of hours per week worked).

• 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.

PCC offers a comprehensive benefit package designed to provide employees and their families, including domestic partners, with access to a broad range of benefit options. Includes Health, Dental, and Vision options, Group Life, Long-term Disability, Long-term Care, and Auto and Home Insurance programs.

PCC currently fully funds the Oregon Public Employees Retirement System (PERS/OPSRP) pension and contributes an additional 6% into the employee's Individual Account Program under PERS/OPSRP. PCC offers a tax deferred annuity program and a deferred compensation program where employees may save additional pre-tax dollars for retirement.

Additionally, PCC provides a tuition waiver for yourself, domestic partner, and dependent children under 24 years of age. Partial tuition reimbursement for yourself at other accredited institutions (full-time employees only).

Paid Leave:   (Pro-rated by FTE for Part-Time Employees)

• Starts at 8 hours of vacation leave per month (additional vacation hours with years of service)
• 8 hours of sick leave per month
• 24 hours of additional personal leave days per year
• 12 Paid holidays

View a complete list of PCC benefits.