Administrative Assistant - Apprenticeship

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Position Details

Position Information

Position Title Administrative Assistant - Apprenticeship

Classification Title Classified

Position Number B1006PD

Grade Level 17

Starting Wage/Salary $23.86 - $25.32/hour plus exceptional benefits. Wage placement is dependent on qualification and pay equity.

Close Date 05/10/2026

Open Until Filled No

Open Until Filled Notes

Position Type/Employee Class Classified

Faculty Status Not applicable

FTE 1.0

Contract Months 12.0

Overtime Eligible Non-Exempt

Location Redmond

Hybrid Remote Work Eligible? Yes but no COCC position is fully remote. Hybrid/Remote possibilities to be determined by the supervisor/department and discussed during interview process.

Exceptional COCC Benefits Summary

CLICK HERE TO VIEW BENEFITS & PERKS

Primary Purpose

The Apprenticeship Operations Specialist provides comprehensive administrative and operational support for the College's registered apprenticeship and pre-apprenticeship programs. This position serves as the primary administrative point of contact for apprentices, applicants, employers, training agents, faculty, and regulatory partners.

The role ensures accurate program administration, student registration, records management, regulatory reporting, and contract compliance in alignment with College policies and requirements of the Oregon Bureau of Labor and Industries ( BOLI ) and other apprenticeship governing bodies.

Essential Duties and Responsibilities

Administrative Operations & Student Support:

Serve as the first point of contact for apprenticeship program inquiries via phone, email, and in-person communication.

Respond to prospective and current apprentice inquiries regarding program requirements, timelines, and processes.

Complete course scheduling in both credit and non-credit systems ( CLSS and Enrole).

Coordinate apprentice registration each term in accordance with program requirements and timelines.

Prepare and distribute apprentice and pre-apprentice paperwork and ensure completion of required student documentation.

Process room reservations for apprenticeship committee meetings, interviews, orientations, and related trainings.

Processing of personnel-related paperwork, including approval to hire forms, resignation notifications, and routine correspondence between the apprenticeship program and instructors.

Apprenticeship Program Administration Support:

Process candidate applications and ensure eligibility documentation is complete and compliant.

Coordinate and participate in candidate interviews, including scheduling, materials preparation, scoring documentation, and rank list support.

Process apprenticeship agreements, contracts, and Memoranda of Understanding (MOUs) with committees and training agents.

Support maintenance of apprenticeship standards and program documentation.

Ensure records management and retention practices align with regulatory and College requirements.

Compliance, Reporting & Regulatory Support:

Support tracking and documentation of On-the-Job Training ( OJT ) and Related Training Instruction ( RTI ) hours and completion.

Assist the Apprenticeship Manager in compiling, verifying, and submitting required reports to BOLI .

Maintain organized electronic and physical filing systems for audits, compliance, and reporting purposes.

Assist with preparation for internal and external audits and monitoring reviews.

Monitor deadlines and ensure timely submission of required documentation and reports.

Student Marketing/Recruiting:

Establish relationships with apprentices (students) and apprenticeship representatives (employer partners).

Support the Apprenticeship marketing plan and update COCC Apprenticeship website page.

Support program recruiting efforts through email and phone contact with prospective students. Answer questions, return emails, host visiting students & family members. Distribute program information to new contacts.

Answer questions, track enrollment progress, and assist with students transition to the college.

Department Specific

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.

Knowledge of office administration practices, records management, and customer service principles.

Ability to interpret and apply College policies and apprenticeship program standards.

Ability to understand and support compliance requirements associated with registered apprenticeship programs.

Strong organizational skills and ability to manage multiple deadlines in a fast-paced environment.

High level of accuracy and attention to detail, particularly in data entry, reporting, and compliance documentation.

Ability to maintain confidentiality and handle sensitive information appropriately.

Ability to work in a complex work environment with frequent interruptions and time constraints.

Proficiency with student information systems, databases, and Microsoft Office applications.

Ability to communicate effectively, both orally and in writing.

Ability to work independently while contributing positively to a collaborative team environment.

Ability to work effectively with diverse populations including apprentices, employers, labor representatives, faculty, and regulatory agencies.

Ergonomic Requirements

Work is performed in a standard office environment and is primarily sedentary in nature. The employee is regularly required to sit, use hands and fingers, reach with hands and arms, and operate standard office equipment. The position requires near visual acuity for computer work and sufficient hearing and speech ability for telephonic and in-person communication. Occasional lifting of up to 15 pounds may be required. Essential functions may be performed with or without reasonable accommodation.

Minimum Requirements

Education:

Associate's Degree in business, public administration, accounting, or related field; and

Experience:

Two years of progressively responsible administrative or office support experience, including experience with records management and data tracking.

Equivalency Statement

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 by responding to the supplemental question presented during the application process.

Preferred Qualifications

Experience supporting apprenticeship programs or workforce development programs.

Experience working with state or federally regulated programs.

Familiarity with student information systems (e.g., CLSS , Enrole, Banner or similar ERP systems).

Experience working in a community college or public sector environment.

Experience supporting audits, compliance reviews, or regulatory reporting processes.

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, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.

This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.

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.

COCC

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Administrative Assistant - Apprenticeship