Administrative Coordinator - HPEAAR

Salary : $59,976.00 - $83,024.00 Annually

Location : Gresham Campus, OR

Job Type : Full-time

Job Number : 2025-00050

Division : Instruction

Department : HPE, Athletics, Aquatics, and Recreation

Opening Date : 12 / 12 / 2025

Closing Date : 1 / 4 / 2026 11 : 59 PM Pacific

Job Summary and Responsibilities / Duties

For Best Consideration, please submit application materials by January 4th, 2026.

Job Summary

Performs a wide variety of program coordination and administrative support activities for the Health, Physical Education, Athletics, Aquatics and Recreation Division; serves as liaison with internal and external faculty, staff, students and stakeholders.

Essential Duties

• Acts as the first point of contact for the office. Greets walk-ins and responds to requests for information in person, by phone, and via email. Provides information on programs, policies, and procedures. Provides direction on next steps for students, staff, and visitors. Escalates questions to the appropriate personnel as necessary.
• Provides administrative assistance and support to the Dean and designated staff in project research, data analysis, preparing reports and recommendations, calendar maintenance, time and attendance recording and related activities. Initiate, compose and / or edit a variety of correspondence, documents and forms for assigned projects. Reviews and revises College website to ensure accurate catalog information, degree worksheets, advising materials and other division-specific content
• Monitors and maintains a variety of files, program checklists, and other documentation and data for faculty and students. Coordinates student related checks and verifications for programs. Collects forms, tracks completion, follows-up with students, and maintains databases. Provides reporting as needed. Escalates issues and concerns to the dean as appropriate.
• Assists faculty and staff with textbook ordering processes, travel procedures and processing of forms; maintains student liability waivers; coordinates reservation of vans, transportation, group and individual travel; reconciles invoices and coordinate with vendor to resolve billing issues, as necessary.
• Coordinates and prepares prospective employment candidate materials and interview schedules for hiring committees and recruitment and selection activities; collaborates with Human Resources and Instructional Services to finalize new employee employment and compensation documentation. Facilitates and provides one-on-one and group new-employee orientations and on-boarding activities related to College and program policies, procedures, processes and documentation.
• Monitors full and part-time faculty workloads, class size and enrollment to ensure compliance with policies and collective bargaining agreement provisions; proactively prepares and recommends options and solutions to avoid and correct underload and overload issues and complete adjustment processes as appropriate. Evaluates and monitors assigned discipline(s) course offerings to ensure faculty staffing needs are fulfilled.
• Supports assigned discipline(s), management, faculty and staff in the ongoing initiation, development, facilitation, monitoring and adjusting of class scheduling; researches and resolves faculty employment issues, facility concerns, student registration issues, scheduling conflicts and service problems; coordinates and processes schedule changes, course additions and cancellations as necessary; develops and processes term teaching assignments for part-time instructors within budgetary, accreditation standards, and contractual limitations.
• Assists in the coordination and implementation of program policies, processes, procedures and documents to ensure efficiencies, organization of the program and compliance with accreditation, union agreements and college policies and procedures.
• Prepares clinical education agreements and contracts as requested by faculty. Contacts facility, if needed, to acquire site information. Initiates, tracks, and files contracts. Notifies faculty when contract is in place and regularly reviews expiration dates to ensure continued coverage. Coordinates with faculty to renew contracts or let them lapse.
• Prepares, initiates, coordinates, and executes purchase orders; researches availability, cost and quality of requested materials and services; tracks purchase costs against department balances; authorizes and / or requests authorizations for purchases as appropriate; completes, submits, and tracks purchase and payables documentation in accordance with College purchasing and accounting processes and procedures.
• Assists in budget preparation and control activities; maintains department and program budget records, purchases and purchase orders; verifies expenditures; records, inputs, updates, extracts, and analyzes budget and financial data to ensure appropriate usage and allocations. Tracks accreditation and program fees as they relate to the current budget.

Additional Duties

Minimum and Desired Qualifications

Minimum Qualifications

Equivalent combinations of education and experience may be considered on a year for year basis

Preferred Qualifications

Working Conditions and Important Information

Working Conditions

Work is typically performed in a normal office environment while sitting at a computer terminal. Visual eye strain and repetitive hand / wrist motion for data entry and keyboarding functions.

See ADA / ADAAA (Americans with Disabilities Act and Amendments Act) Physical Requirements Section on file in Human Resources for other usual and customary physical requirements.

This position is primarily on site but may be eligible for remote work on an intermittent basis. Any remote work requires prior approval and must comply with MHCC Remote Work policies and administrative regulations. Remote work must be within the states of Oregon or Washington.

Salary Placement

Initial salary placement will be based on years of relevant full-time equivalent experience at the sole discretion of the College, per the guidelines in the Collective Bargaining Agreement and in accordance with all applicable state and federal laws. Please include all relevant full and part-time experience (including unpaid and volunteer experience) in your application that you want the College to review towards potential placement. Hired employees will not have an opportunity to update past experience or appeal initial placement after the time of hire.

Mt. Hood Community College Classified Employee Benefit Summary The following is a brief description of the benefits offered by Mt. Hood Community, this is intended to be a summary only - any errors or omissions are unintentional. Please refer to benefit booklets, plan documents, college policy and regulations for more detailed information. Greater detail regarding fringe benefits is available in the Classified Association Bargaining Agreement.

COLLEGE PAID BENEFITS Health Benefit Options MHCC is a member of the Oregon Educators Benefit Board (OEBB) which administers Medical, Dental, Vision, Life Insurance, Accidental Death & Dismemberment (AD&D), Long Term Disability (LTD) and Employee Assistance Plan (EAP). New employee Fringe Benefits are effective the first day of the month following date of employment. Available medical, dental and vision plans and rates are available on the MHCC intranet, under Human Resources / Benefits.

MHCC will only pay the premium portion for medical, dental and vision coverage for your spouse / domestic partner and / or eligible dependents if they are not covered under another policy.

If you elect to have double coverage for a spouse / domestic partner or eligible dependent, you will be required to have the premium associated with the double coverage deducted out of your payroll check each month.

Important Retirement Information :

Make sure you are enrolled in the medical, dental and / or vision plans you want when you retire. Retirement is not considered a Qualified Status Change (QSC) so you cannot add or change plans at the time of retirement.

In order to ensure that a spouse / domestic partner and / or eligible dependent can be covered when you retire you will need to enroll them on MHCC's policy at the open enrollment period prior to your retirement date even though they may be covered under another policy. The College will waive the double coverage premiums when an employee is adding a spouse / domestic partner and / or eligible dependents during open enrollment period prior to the employee's anticipated retirement date for that plan year.

Other College Paid Insurances

Approved benefit claims begin after 90-day elimination period. Maximum benefit is 66 2 / 3 of monthly salary; benefit may be adjusted based on other income received by retirement benefits.

Public Employees Retirement Plan (PERS)

Consistent with PERS rules, the employee contributes 6% of their gross salary into an Individual Account Program (IAP) with PERS. The contribution is set up automatically. At the time of retirement, based on one of the following programs, a monthly pension benefit is calculated. Please refer the Public Employees Retirement System (PERS) website for detailed information on retirement benefits :

Public Employees Retirement System - Tier One / Tier Two

Hired by a PERS employer before August 28, 2003 and have an active account.

Oregon Public Service Retirement Plan - OPSRP

Hired on or after August 28, 2003 and do not have active account in the PERS Program.

Tuition Waiver Plan The College will maintain the Tuition Waiver Plan for employees, their spouses, and their dependents through age 23 who qualify as dependents. Employees and their spouse / domestic partner will pay only course specific fees. Instructional fees for work-related classes taken by an employee at the request of the supervisor will be waived.

Employee Assistance Program (EAP)

MHCC's Employee Assistance Program (EAP) is through Canopy which provides services to help people privately resolve problems that may interfere with work, family, and other important areas of life.

The EAP provides FREE (no charge for utilization) and confidential services to employees and their dependents, living at or away from home, and all household members, related or not. MHCC employees, spouses / domestic partner, dependents and their eligible household members have eight (8) free EAP services per new issue, including relationship, family, stress, anxiety, and other common challenges. Employees must get a referral from the EAP for each issue for services to be covered.

Use of MHCC Swimming Pool Full-time employees and dependents have free access to the MHCC swimming pool during open recreation sessions. Swimming classes through the American Red Cross Learn-to-Swim program are not free under the tuition waiver plan or the swim pass. Employees are responsible to pay for the classes.

Vacation Scheduling and Use of Vacation Leave

Vacation time may be taken only with the prior approval of the supervisor and cannot be granted before it is accrued unless it is to the mutual benefit of the College and the employee.

All employees must request vacations to the employee's supervisor in writing not less than two (2) weeks in advance for approval to use more than two (2) days, and not less than one

(1) week in advance when requesting two (2) days or less. This advance notice requirement may be waived in the sole discretion of the employee's supervisor.

R evised : 3 / 21 / 2025

A department may delineate specific periods during the year when, due to operational need, vacations may not be approved. Outside of those periods, if a vacation request is denied, the employee and supervisor will immediately discuss a reasonable alternative time for vacation. If the delay results in an employee's accrual exceeding maximum limits as defined in the chart below, during the next three months, the employee will be paid forty (40) hours of vacation in their next regular pay distribution. The hours paid will be deducted from the accrued vacation time.

Vacation Accruals Vacation time will begin accruing from the first day of employment with the College. Classified employees will accrue vacation on a monthly basis. The vacation accrual rates are as follows for full-time employees who remain employed for twelve (12) months.

Employees working less than twelve (12) months or less than full-time will accrue vacation on a prorated basis, based on the percentage of full-time worked or the percentage of the year worked by the employee.

An employee's total balance of accrued vacation may not exceed two (2) times their annual maximum accrual rate.

Separation from Employment In case of an employee's termination or resignation, accrued vacation pay will be included in the employee's last check except if the employee has not completed their probationary period.

Sick Leave At the time of hire, employees will receive eighty (80) hours of sick leave. Thereafter, employees will accrue sick leave at the rate of one (1) day per full month worked. Sick leave will be available to employees as it is accrued. Those employees who are not employed on a twelve (12) month basis will accrue sick leave on a prorated basis of actual time worked. Employees who work less than full-time will accrue sick leave on a prorated basis, based on the percentage of full-time worked, excluding overtime hours worked.

Holidays

The term "holiday" means each of the following days :

Any other day observed by the College as a legal holiday. If a holiday falls on Saturday, Friday will be a paid holiday. If a holiday falls on Sunday, Monday will be a paid holiday.

Additional Information Detailed information regarding all Classified Employee benefits are available in the Classified Bargaining Agreement.

01

Do you have a High School Diploma / GED or equivalent?

02

Do you have five (5) years of experience providing administrative coordination and direct support to a complex program(s), management, and staff?

03

Do you have experience working with diverse backgrounds of the college's community, students and employees; demonstrated commitment to promoting access and diversity?

04

Please share an example of how you've helped create an inclusive and welcoming environment in your previous roles. How will you support equity and inclusion in this role?

05

Mt. Hood emphasizes community and student success. How would you align your administrative work with these values?

Required Question