Job Listings

Admin Specialist for Governance and General Counsel

Company:
Lane Community College
Job Location:
Eugene, Oregon
Category:
Administrative Assistants

Position Purpose

The duties of this position shall be split between a) To providing coordination and administrative support for College governance councils, b) acting as the policy custodian for college policies and procedures, and c) providing general administrative support for the General Counsel's office. This position will support each governance council. The number of active councils may vary, but will likely be between 4 and 6. Councils generally meet once or twice monthly during the standard academic year.With respect to the General Counsel's office, this position will support the General Counsel and provide assistance with legal issues facing the College, including open records requests, contract organization and maintenance, and Board Policy review.


Essential Functions

Provide administrative support to College Governance Councils and General Counsel by: 
    • Taking accurate, succinct minutes in a fast-paced, emotionally-charged, meeting environment 
    • Learning and serving as a resource for College policy and procedures, and governance council operations
    • Delivering periodic training in regards to college policy and procedures development and update processes, and governance council operations 
    • Scheduling meeting times and locations within College scheduling systems and sending group invitations to attendees 
    • Coordinate available technology to support remote meetings or remote/in-person hybrid meetings 
    • Provide basic technical support for council meetings, in collaboration with College IT department
    • Develop and updating governance document templates with the assistance of governance chairs, vice-chairs, and members, as well as College Administration; 
    • Timely posting meeting times, minutes, council documents, and membership rosters for each council on College website 
    • Regular, professional written and verbal communication with council chairs, vice-chairs, and members to coordinate meetings and agendas
    • Providing access to historical council documents, such as past meeting minutes, charters, or other documents on request 
    • Using Google Docs, Zoom, and other College software to upload, store, and share council documents 
    • Track agenda requests to meet deadlines for work products, visitors/guests, and assignments for each council
    • Submit council work product as needed for implementation and communication (example: submit a college-council-approved COPPS policy for update); 
    • Develop and maintain records and tracking systems for council work documents
    • Develop and refine a list of best practices and standards for governance council workflow, scheduling, and communications 
    • Ability to work effectively in an emotionally heated environment, and to maintain impartiality and professionalism when conflict arises in the governance council setting 
    • In addition to regularly scheduled meetings for each council, which typically occur 1x or 2x monthly, this position will also assist in scheduling special cross-council meetings, as well as task force/subcommittee/workgroup meetings as needed, and will attend if assistance is requested and schedule and workload allow
    • Work with the General Counsel to provide timely and accurate responses to open records requests of the College
    • Develop and maintain a system for tracking College contracts with outside vendors
    • Other duties as assigned.

Applicant Notification

The President's Office is seeking to hire a full-time Administrative Specialist.

Seeking Diverse Candidates 

As a vibrant educational institution, Lane continues to attract and retain a diverse student population. We are seeking qualified staff and educators to meet this need. Preferred candidates will be able to demonstrate and role model the principles and concepts of social justice in daily work. 


Working Schedule

Full-time; Generally Monday - Friday, 8:00 AM - 5:00 PM. Variable work hours based upon department needs; Mornings, evenings and weekends may be required.


Required Experience

Two years of general office experience performing the full range of office support duties

Preferred Education

AAS in Office Management or a related field


Preferred Experience

  • Experience working in a legal environment
  • Familiarity with organizational information systems, such as Banner
  • Experience with self-management and large project management is strongly preferred 

Equivalency Statement

Equivalent combination of training and experience will be considered for meeting minimum qualifications. Applicants are responsible to show how their personal training and experience would qualify them for the position.


Knowledge Skills and Abilities

Accurate keyboarding. Requires concentrated mental attention on work.
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