Administrative Assistant III, Academic Affairs

Location
Monterey
Posted
Sep 25, 2017
Institution Type
Community College

MONTEREY PENINSULA COLLEGE
invites applications for the position of:

*Administrative Assistant III, Academic Affairs


SALARY: $3,302.00 - $4,227.00 Monthly
OPENING DATE: 09/25/17
CLOSING DATE: Continuous

DESCRIPTION:
Priority Screening: Submit by Ocotober 12, 2017
Open Until Filled

Under the direction and supervision of the Dean of Science, Technology, Engineering and Math (STEM), perform a variety of administrative support duties and assist in the implementation of administrative procedures and policies. In addition to providing day-to-day administrative support to the academic manager, the Administrative Assistant gathers data, analyzes, and prepares reports. The Administrative Assistant demonstrates the exercise of good judgment, accurately explains college policies, procedures, standards and requirements, establishes and maintains good communications with staff, students, and the community at large.

EXAMPLE OF DUTIES:

Essential Functions
1. Process administrative details not requiring the immediate attention of supervisor
2. Perform varied and responsible administrative support duties to assist in the processing and completion of operations in the assigned administrative office.
3. 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.
4. Provide 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.
5. 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.
6. Prepare-and process a variety of communications 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.
7. Maintain master classroom schedule using appropriate 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.
8. Create and maintain spreadsheets and databases for area projects as needed; prepare reports and final documents; oversee the establishment and maintenance of filing systems.
9. Prepare and track budget entries for multiple budget accounts to spreadsheet and database systems as necessary and submit budget reports to state agencies.
10. Serve as a liaison between the departments, divisions, 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.
11. Monitor special projects and programs and take independent action as needed; meet deadlines; coordinate assignments and activities.
12. Assist with the faculty evaluation procedures; process and distribute student evaluations to Department Office Managers; collect surveys, gather and compile data; forward to appropriate Division Chair and Administrator.
13. Check reports, records, and other material for accuracy, completeness and conformity with established standards.
14. Learn and effectively operate current software to meet the particular needs of the office.
15. 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
1. Coordinate the department work flow and the work of student employees in the administrative unit office as assigned.
2. Serve on college committees as assigned.
3. Provide backup for other administrative positions as assigned. Out-of-class compensation will be applied according to Section 4.11 in the collective bargaining agreement.
4. Perform other related duties as assigned.
5. Maintain inventory and requisition supplies for office as needed.

MINIMUM QUALIFICATIONS:

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, communication and report writing; a variety of computer programs including word processing and spreadsheet and database applications; mathematical computations; office management techniques and procedures; public and human relations skills; and presentation software.


Abilities
Ability to: understand and independently carry out oral and written instructions; prioritize 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.

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 per year


Assigned Shift
Monday - Friday
8:00 AM - 5:00 PM

Management reserves the right to change schedules as needed

Salary Range = $3,302 (STEP A) - $4,227 (STEP F) + GREAT BENEFITS PACKAGE
*Please note all Classified employees begin at Step A*


How to Apply
Visitwww.mpc.edu/employmentand select "classified and other positions." Here you will find the announcement and the "apply" button in the 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 .pdf of your cover letter which describes your interest in and qualifications for the position.
• Attach 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, 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 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.

For questions or concerns, please contact:

Maddison Burton
831-645-1341
mburton@mpc.edu

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.
NOTE Organizational 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.

NOTE Smoking Policy: Smoking on campus is limited to designated smoking areas.

For full application instructions and position description, visit https://www.governmentjobs.com/careers/mpc/jobs/1856087-0/administrative-assistant-iii-academic-affairs

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