Administrative Assistant III/Faculty Contracts

Location
Monterey
Posted
Mar 28, 2017
Institution Type
Community College


Administrative Assistant III/Faculty Contracts
MONTEREY PENINSULA COLLEGE


SALARY: $3,319.00 - $4,248.00 Monthly
OPENING DATE: 03/28/17
CLOSING DATE: 04/21/17 11:59 PM

DESCRIPTION:

JOB SUMMARY

The Administrative Assistant III provides support to an instructional dean in the Office of Academic Affairs. This position will primarily support the Dean of Instruction – Career and Technical Education. The Assistant will participate as a member of the Academic Affairs team that reports to the Vice President of Academic Affairs.

Strong English, math and Excel skills will be necessary to draft grant applications and reports, develop and monitor budgets. Other responsibilities include arranging meetings, communicating with staff, collecting and analyzing data using spreadsheets, and working collegially with other administrators, faculty and staff who are part of the Academic Affairs team. The Administrative Assistant will also track various district budgets, monitor state and federal grant expenditures, and provide quarterly and annual reports. Responsibilities will include the production and processing of notices of employment/assignment for full­time and part­time faculty in the district.

Under the supervision of an academic dean, the Administrative Assistant III will assist by planning, coordinating and participating in the application of operational procedures. Receive limited supervision within a broad framework of standard District policies and procedures. Prepare notice of employment for faculty assignments; initiate and reconcile timesheets; gather data, analyze and prepare reports. Perform varied administrative support duties of the office; initiate and exercise good judgment in the application and follow through of administrative decisions and policy making; accurately explain college policies, procedures, standards and requirements; establish and maintain good public relations with staff, students, and the community at large.


EXAMPLE OF DUTIES:

Essential Functions
Process administrative details not requiring the immediate attention of supervisor.
Perform varied and responsible administrative support duties to assist in the processing and completion of operations in the assigned administrative office.

Act as an information source regarding policies and procedures; provide information where judgment, knowledge and explanations are necessary, especially in the proper handling of files that contain personal information in order to maintain confidentiality.

Provide administrative support to the administrative office in all matters relating to the business of the area which may include the areas of: accreditation; grant development, staff development, various review and certification procedures, specialized programs relating to student operations, special course and program development and documentation, course outlines, contract preparation; may monitor schedule building process; may assist supervisor in development of presentations; as well as providing support in other areas as needed.

Generate notices of employment for full time and part time faculty according to the collective bargaining agreement, policies and procedures; initiate and reconcile timesheets. Communicate with divisions and departments to ensure accuracy of assignments and timesheets; track full time equivalent numbers for instructors and monitor faculty load limits to ensure compliance with laws and regulations. Track instructor hours and assignments; gather data, analyze and prepare reports.

Coordinate various meetings, ceremonies, and receptions as assigned; provide support services for visiting training speakers including selection of meeting rooms and accommodations; prepare agenda items; prepare and maintain a master calendar for the administrative unit. Attend meetings and take minutes.

Maintain master classroom schedule using appropriate installed software; assist in maximizing classroom and facilities use; resolve room conflicts and locations to be arranged (LOTBAs); coordinate scheduling of MPC facility needs, both on and off campus; electronically reserve and maintain schedules for assigned facilities and rooms.

Prepare/process a variety of letters and documents which may include statistical reports, Notice of Employment (NOE) contracts, resolutions, manuals, contracts, grant applications, purchase requisitions and final reports; compose memos and other correspondence.

Create/maintain spreadsheets and/or databases for area projects as needed; prepare reports and final documents; oversee the establishment and maintenance of filing systems.

Make/track budget entries for multiple budget accounts to spreadsheet and database systems as necessary and submit budget reports to state agencies.

Serve as a liaison between the department/division, students, the college, and the community at large; greet and assist office visitors and telephone callers; respond to questions; provide information as required; refer to appropriate sources.

Monitor special projects/programs and take independent action as needed; maintain deadlines on control files, and expedite their completion; coordinate assignments and activities.

Assist with the faculty evaluation procedures; process and distribute student evaluations to Division Office Managers; collect surveys, gather and compile data; forward to appropriate Division Chair and administrator.
Check reports, records, and other material for accuracy, completeness and conformity with established standards.

Learn and utilize current campus software to meet the particular needs of the office.
Arrange interviews, appointments, schedules, and conferences; make travel arrangements and itineraries related to functions of the assigned office; arrange committee and other meetings; coordinate preparation of workshops.

Other Functions
Coordinate the department work flow and the work of student employees in the administrative unit office as assigned.

Serve on college committees/councils as assigned.

Provide backup for other administrative positions as assigned. Out­of­class compensation will be applied according to Section 4.11 in the collective bargaining agreement.

Perform other related duties as assigned.

Maintain inventory, requisition supplies for office.


MINIMUM QUALIFICATIONS:

Desirable Qualifications:
1. Associate of Arts or Science Degree
2. Excellent written and verbal communication skills
3. Demonstrated experience writing reports, summaries, projects etc.
4. Advanced Excel skills

Education and Experience
Any combination of training and experience which would indicate possession of the knowledge, skills and abilities listed herein. For example, completion of two years of college level course work in business skills, office administration or a related field and three years of increasingly responsible office experience providing advanced knowledge and skills in current office practices.

Knowledge:
Knowledge of: general functions of a complex organization (e.g. an educational institution); current office methods and practices including filing systems, business telephone skills, letter and report writing; a variety of computer programs including word processing and spreadsheet and/or database applications; mathematical computations; office management techniques and procedures; public and human relations skills; and presentation software.

Abilities: Perform a variety of difficult and confidential secretarial and clerical duties in support of the human resources and employee/labor functions; learn and comprehend District organization, operations, policies, and objectives; learn and interpret District Board policy and applicable laws to human resources/employee procedures; maintain confidential and sensitive information; exercise tact, diplomacy, good judgment, and confidentiality in dealing with sensitive and complex issues, situations and records; operate a computer to enter data, maintain records, and generate reports; work collaboratively as part of a team; establish and maintain effective working relationships with staff at all levels of the organization; complete assignments within specified deadlines accurately and efficiently; independently carry out oral and written instructions; and correct English usage, spelling, grammar and punctuation.

Physical Effort/Work Environment:
Light to moderate physical effort; occasional standing or walking; periodic handling of lightweight parcels up to 15 pounds. Indoor work environment.


WORK SCHEDULE / SUPPLEMENTAL INFORMATION:

Work Schedule
40 hours per week, 12 months
Monday Friday, 8:00 am ­ 5:00 pm
Management reserves the right to modify work schedule

Salary
$3,319 (Step A) ­ $4,248 (Step F) + Great Benefits Package

How to Apply
Visit https://agency.governmentjobs.com/mpc/default.cfm?action=jobbulletin&JobID=1700235

For more information regarding the position please contact,
Emily Salter
Substitute ­ Human Resources Specialist
831­646­3038
esalter@mpc.edu

Only items listed above will be reviewed by the screening committee. Human Resources does not accept additional materials such as: letters of reference, test scores from other institutions, certificates of courses/programs completed, letters of commendation from schools, or transcripts with your application. Such items, if included, will not be forwarded to the selection committee. If you are a finalist, HR will request any reference information that is required. Monterey Peninsula College reserves the right to close or continue the recruitment at any time.

Conditions of Employment
Offers of employment are contingent upon Governing Board approval. Employment with Monterey Peninsula College is not complete or official until applicants meet all pre­employment requirements. All new employees are required to submit proof of freedom from tuberculosis and proof of eligibility to work in the United States. Employees must sign the Oath of Affirmation of Allegiance, and submit fingerprints.

The District is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the District is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.

Position #2016­00144


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