Administrative Assistant III - Planning, Research, and Institutional Effectiveness (PRIE)

invites applications for the position of:

*Administrative Assistant III - Planning, Research, and Institutional Effectiveness (PRIE)

SALARY: $3,302.00 - $4,227.00 Monthly
OPENING DATE: 09/01/17
CLOSING DATE: Continuous

Priority Screening: Submit by September 15, 2017
Open Until Filled

Under general supervision of an Instructional Dean, 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. Perform varied administrative support duties of the officeinitiate and exercise good judgment in the application and follow through of administrativedecisions and policy makingaccurately explain college policies, procedures, standards and requirements,establish and maintain good public relations with staff, students, and the community at large.

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.

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.

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.

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

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; collect surveys, gather and compile data.

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.
Perform other related duties as assigned.

Maintain inventory, requisition supplies for office.
May be assigned on occasion to work at MPC's Education Center at Marina.

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 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.

Ability to: understand and independently carry out oral and written instructions; prioritize tasks and do several tasks simultaneously; learn and successfully apply office policies, procedures, rules and regulations; use good judgment in recognizing the scope of authority as delegated; analyze situations and make decisions on procedural and detail matters without immediate supervision; analyze projects under pressure of time; maintain security and confidentiality of records and information; communicate effectively in both oral and written form use appropriate and correct English spelling, grammar and punctuation; perform arithmetical calculations with speed and accuracy; operate efficiently a variety of office equipment as needed; use word processing, spreadsheet, database and presentation software proficiently and accurately; learn and successfully use new software programs as needed; search internet for information as needed; establish and maintain effective work relationships with those contacted in the performance of required duties; demonstrate an understanding of, sensitivity to and appreciation for, the academic, ethnic, socio-economic, disability and gender diversity of students and staff attending or working on a community college campus.
Desirable Qualifications:
Completion of an A.A./A.S. degree plus at least three years of progressively responsible administrative support work experience.

Experience working with Microsoft Office applications; ability to utilize Microsoft Excel features including cell formatting, linking cells, formulas, and pivot tables; experience working with multiple budgets and tracking expenditures; experience supporting committee work including preparing agendas, taking minutes at meetings, preparing and tracking purchase requisitions, and posting meeting documents to a website.

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
40 hours per week / 12 months per year

Assigned Shift
Monday - Friday
8:00 AM - 5:00 PM
Management reserves the right to change schedules as needed

Salary Range = $3,385 (STEP A) - $4,227 (STEP F) + GREAT BENEFITS PACKAGE
Please note all Classified employees begin at Step A

How to Apply select "classified and other positions." Here you will find the announcement and the "apply" button in the upper right hand corner. You will be asked to log-in or create a new user account.
• Complete all required fields of the application
• Attach a .doc, .docx or a .pdf of your cover letter which describes your interest in and qualifications for the position.
• Attach a .doc, .docx or a .pdf of your resume
• Answer any required supplemental questions, if prompted
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 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.

For questions or concerns, please contact:

Maddison Burton

For full application instructions and position description, visit

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 pre-employment 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 for California Department of Justice clearance. California School Employees Association Membership or an approved alternative is required.

NOTEOrganizational Security: This is a classified position and California School Employees Association membership or an approved alternative is required in accordance with our agreement with the employee organization.As a condition of employment, you will have 30 days from the date of hire to join the union (paying union dues), or authorize a salary deduction of appropriate fees.