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Links Programs Administrative Specialist
Portland Community College in Portland, Oregon
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Date Posted 05/31/2018
Admin-Secretary and Administrative Assistants
Salary -  USD Per Year
Employment Type Fulltime
Application Deadline Open until filled


Links Programs Administrative Specialist  

Requisition Number


Open Date



Southeast Campus  


2305 SE 82nd and Division, Portland, OR  

Hours of Work

8 a.m. to 5 p.m. Monday - Friday  

If Other, Please Specify


Position Status

Classified; Salary Level 20, Fulltime, Non-exempt  

Starting Salary Range

$3,446 - $3,519 per month  

Job Close Date

June 7, 2018  

Job Summary

The Links Department supports high school and college students in multiple programs through unique contracts, grants, and community partnerships. The Links Programs Administrative Specialist will be be responsible for administrative and contract support of programs and lead the work of other classified staff. This role supports the director and program managers to maintain compliance and financial obligations. The Administrative Specialist works with administrative staff throughout the college and also connects with community partners. This position is located at the SE Campus, but supports staff across the PCC district. 

If you are interested in a fast paced, fun, and exciting place to work, check out this position! 

PCC offers a comprehensive benefit package designed to provide employees and their families, including domestic partners, with a access to a broad range of benefit options. 

Includes Health, Dental, and Vision options, Group Life, Auto and Home Insurance. Retirement and tax deferred 403B plans. 

Paid Leave: 
Starts at 6.67 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 
11 Paid Holidays 

Additionally, PCC provides a tuition waiver for yourself, domestic partner, and children under 24 years of age. Tuition reimbursement for yourself at other accredited institutions. 

For a complete list of PCC benefits please copy and paste the following link into another browser  


1.Maintains fiscal recordkeeping and up-to-date information for multiple programs. Assists management in preparing and modifying the program's annual budget and short term contracts including the proposed, approved, and modified budget document; and individual component budget documents. Makes appropriate recommendations for fiscal programs and reviews fiscal status on a regular basis with director and managers. 

2.Requests and monitors all positions, position numbers and incumbent activity. Create salary projections and expenditures for all staff to ensure that they fall within budget guidelines/limits. Adjusts and changes the cost distribution according to the adjusted budgets or contracts. 

3. Provides support in maintaining a cost/fund accounting system and conducting "cost of services" studies for all programs. 

4. Analyzes, interprets, researches and answers questions pertaining to financial reports, monthly budgets and related subjects. Prepares various analyses requested by management. 

5. Coordinates all activities between the college?s grants and contracts accounting office, as well as the PCC Foundaion, regarding fiscal reporting matters to ensure timely completion of financial report and billing statements. 

6. Prepares and facilitates completion of complex contractual agreements, reports, letters, memos, etc. 

7. Assists the director and managers with the preparation of funding requests, grant applications, and proposals needed for program expansion. 

8. Compiles, composes edits, produces and distributes a variety of documents including correspondence, policies, reports, speeches and presentations. 

9. Provides direction and assistance to department classified staff. Coordinates and monitors staff workload based on input from classified staff and gives recommendations to director and managers for final decisions on actual adjustments to workload. 

10. Gathers and updates and submits personnel information to Human Resources. 

11. Makes extensive use of technological resources including all desktop office programs, Internet, Intranet, Google programs, email and other technologies as required by area of assignment. 

12. Orders and maintains an adequate inventory of office supplies and equipment utilizing college purchasing card and ensure adherence to college purchasing guidelines. Tracks supply expenditures and reconciles bank statements. 

13. Requests and schedules rooms for classes and events. 

14. Makes travel arrangements, prepares and submits travel and expense claims. 

15. Provides backup clerical support to other front office staff. 

16. Performs other related duties as assigned  

Minimum Qualifications

The education and/or work history sections of your online application form must demonstrate that you meet all of the following Minimum Qualifications. The information on the resume/cover letter will not substitute for the completed application. 

- Satisfactory references and successful completion of the criminal background check are required to meet the minimum qualifications for hire into this position. 

In the online application's Education/Employment History sections, include jobs, duties, and dates that display these qualifications.

(Note-experience requirements use full-time equivalent): 

Positions in this classification typically require a blend of administrative experience, including expertise with technological resources, and experience or training related to the program or service to which assigned. A typical way to meet these requirements would be an AA degree or equivalent units and two years of responsible experience related to the program area of assignment. Experience may substitute for the education requirement on a 1:1 basis. 

Knowledge of: client or customer needs and circumstances; related or supportive community needs and resources, regulatory requirements and organizations; related college services and resources; funding sources and requirements; accounting and fiscal recordkeeping practices; general office administration and operation. 

Ability to: Effectively perform each of the tasks above, as assigned; make effective use of technological resources; develop and maintain effective relationships with program clients, college staff at all levels and partner/regulatory agency personnel; analyze, interpret and compile complex data; continuously monitor and ensure program effectiveness and success. 

Work Environment and Physical Requirements 
Work is typically performed in a standard office environment and exposure to video display terminals occurs on a regular basis. Duties typically involve managing multiple priorities, handling interruptions, deadlines and other work pressures. Some positions may require local and long distance travel and the use of a personal vehicle. 

Learned physical skill is required for keyboarding and ten-key functions. Occasional lifting, guiding and/or carrying of light weight materials and equipment.  

Special/Preferred Qualifications

Required: Expertise with Microsoft software especially Excel. Excellent written and verbal communication skills 

Preferred Qualifications: 
- Experience working in an educational environment 
- Experience with Banner or similar software system 
- Experience working with contracts and grants 
- Experiences managing financial processes in a large organization 
- Familiar with principles of equity and inclusion  

Additional Posting Information

"Links Programs Administrative Specialist" is the working title for this position; the formal title in the PCC job classification system is "Program Specialist" 

To apply for this position you must submit: 

1. Completed online application 
2. Cover Letter (attach document)* please state in detail how you meet the minimum and preferred qualifications. 
3. Current Resume (attach document)* 

* When you apply for the position, you will be given an opportunity to attach the above documents. They may be attached in either "Microsoft Word" or ".pdf" formats. 

- Applicants selected for hire will be required to pass a criminal background check as a condition of employment. 

- This position is included in the bargaining agreement between Portland Community College and the Portland Community College Federation of Classified Employees (PCCFCE). Employment in this position will require, as a condition of employment, payment of monthly union dues or a monthly fair share fee in lieu of dues through automatic payroll deduction. Probationary period will be in accordance with Article 13 of the Classified Agreement. Current Classified employees are encouraged to review Article 15 for salary placement guidelines. 

- Portland Community College will hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to complete the designated Immigration Service Employers Verification I-9 form.  

Documents that must be associated with this posting

Cover Letter  

Documents which can be associated with this posting


Full Time/Part Time

Full Time  

PCC Employees Only?


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