Administrative Assistant to the Vice President of Student Services

College of Marin

Administrative Assistant to the Vice President of Student Services

Closing Date/Time: Tue. 01/29/13 11:59 PM Pacific Time
Salary: See Position Description
Job Type: Full-time
Location: Kentfield Campus, Kentfield, California

Description
The Administrative Assistant to the Vice President of Student Services provides a wide variety of complex and confidential administrative support to the Vice President; communicates information on behalf of the college administrators and district staff, other districts, public agencies, etc.; and addresses a variety of issues and/or provides general support. The Administrative Assistant acts as the College and Office representative for telephone inquiries and issues on behalf of the departments; and manages the office budget.

To ensure your application's successful submission, please follow the steps in our Online Employment Application Guide and be sure to attach all of the documents listed in the Required Application Documents section below. Incomplete applications will not be considered.

Essential Functions:
Provides administrative support for the Vice President of Student Services and collective bargaining.

Compiles data from a variety of sources (e.g. agenda items, payroll, budget, etc.) for the purpose of complying with financial, legal and/or administrative requirements.

Coordinates a variety of activities (e.g. meetings, workshops, travel/accommodations, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.

Evaluates situations (e.g. involving staff, students, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.

Maintains documents, office files and records for the purpose of providing up-to-date reference and audit trail for compliance.

Monitors assigned district activities and/or program components for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.

Prepares written materials (e.g. reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.

Responds to a wide variety of calls, concerns and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel.

Serves as a liaison to committees and/or organizations for the purpose of conveying and/or gathering information required for district operations.

Supports Superintendent/President, Vice President, Board of Trustees, Administrative Dean, or any other confidential manager for the purpose of providing assistance with their administrative functions and providing administrative support for collective bargaining.

Serves as the day-to-day representative of the office on the phone and in the reception area of the office.

Manages the office and budget of the assignment, including the calendar and schedule of activities.

Monitors and coordinates evaluation process for area faculty and staff.

Serves as the college Point Person for student discipline and student complaints, and acts as liaison with director of student discipline/complaints in the day-to-day operations of the office on the phone and in the reception area of the office.

Assists other personnel as may be required for the purpose or supporting them in the completion of their work activities.

Requirements & Desirables:

REQUIREMENTS
1.) An Associate's and/or Vocational School degree in a job related area; or
2.) Job related experience in lieu of education on a year-for-year basis; and
3.) Demonstrated sensitivity to and an understanding of the diverse academic, socioeconomic, cultural and ethnic backgrounds; disabilities and learning styles of community college students and staff is also required.

KNOWLEDGE, SKILLS AND ABILITIES (Desirable Attributes & Skills)
SKILLS are required to perform single technical tasks with an occasional need to upgrade skills due to changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; performing standard bookkeeping procedures; planning and managing projects; preparing and maintaining accurate records. Use of new or additional equipment brought about by new technology shall be incorporated consistent with the level of responsibility and complexity of this job.

KNOWLEDGE is required to perform basic math including calculation of fractions, percents and/or ratios; read a variety of manuals, write documents following prescribed formats and/or present information before groups; and solve practical problems. Specific knowledge required to satisfactorily perform the functions of the job includes: community college operations and philosophy; concepts of grammar and punctuation.

ABILITY is required to schedule a significant number of activities; routinely gather, collate, and/or classify data; and use basic job related equipment. Flexibility is required to work with others under a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using standard methods of operation. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job related equipment. In working with others, problem solving is required to analyze issues, create plans of actions and reach solutions; with data it is moderate; and with equipment it is limited. Specific abilities required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant and sustained interruptions; working with detailed information/data.

REQUIRED CLEARANCES
Criminal Justice/Fingerprint Clearance
Tuberculin (TB) Clearance

REQUIRED APPLICATION DOCUMENTS
A. Cover Letter
B. Resume
C. Copy of college or vocational school transcript, conferring your degree (select "Transcript" as the Attachment Type when attaching)
Supplemental & Salary Information:

WORKING ENVIRONMENT
The usual and customary methods of performing the job’s functions requires the following physical demands: occasional lifting, carrying, pushing and/or pulling; some climbing and balancing; some stooping, kneeling, crouching and/or crawling; significant reaching, handling, and manual dexterity. Generally the job requires 70% sitting, 15% walking and 15% standing. The job is performed under minimal temperature variations, a generally hazard free environment, and in a clean atmosphere.

WORK SCHEDULE
Campus: Kentfield
Full-time Equivalent (FTE): 1.0 (full-time)
Months per Year: 12
Work Days/Hours:
Monday - Friday, plus occasional weekend and evening hours during peak times
8:30am - 4:30pm (half-hour lunch)
7.5 Hours per Day
37.5 Hours per Week

NOTE: The College is closed on Fridays during the summer period, when the work schedule changes to Monday through Thursday.

SALARY INFORMATION
FLSA Status: Non-exempt
Salary Range: CONF 700
Starting Salary Range: $4,249.38 to $4,684.88 per month (Step A to C).

Please refer to our Human Resources web site for salary schedules.

To apply, please visit: http://tinyurl.com/b3gqenm [4]

EOE



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