Administrative Secretary - Career Education Grants

Oct 03, 2017
Institution Type
Community College

Administrative Secretary - Career Education Grants

MiraCosta College

To view the full job posting and apply for this position, go to:

Discipline or Department: Career & Technical Education

Position Type: Staff/Classified

Hourly Rate or Monthly Salary: Starting $5,236.25 per month

Working Hours: One regular, full-time, grant funded position, 40 hours per week, 12 months per year on the Oceanside campus. This position is currently funded through December 2021. Continued employment in this position is contingent upon availability of funding (grant is anticipated to be renewed) and satisfactory performance in accordance with district standards. The work schedule will be Monday through Friday, 8:00 am - 5:00 pm. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

Special Instructions to Applicants:
If you have not previously passed the MiraCosta College Secretarial In-Basket Test, you are expected to be present on Friday, October 27, 2017, 2:30 - 4:00 PM to take the test. The test will not be given at any other time. Failure to take the test at the appointed time and place will eliminate you from the applicant pool. The test will be held in Rooms 3102 and 3103 on the Oceanside campus at One Barnard Drive, Oceanside, CA 92056. The test will begin promptly at 2:30 PM. No one arriving after 2:30 PM will be admitted. Please call 760.795.6854 if you have any questions. NOTE: A visitor parking permit is required and can be obtained at the Campus Police Office, Bldg. 1100.

Apply and submit application materials through MiraCosta College's online application system at Once you are in the system, we strongly advise you to read the information on "How to Apply" and the FAQs (Frequently Asked Questions) before starting the application process.

In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by 11:59 PM on the closing date:

1. Application for classified employment on which you list all relevant experience.

2. A cover letter addressed to the "Screening and Interview Committee" specifically describing how you meet the desirable qualifications and the representative duties.

3. A current resume or curriculum vitae summarizing your educational background and experience.

4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated above. Unofficial or legible photocopies are acceptable. If a degree(s) was earned, the transcripts must state that the degree was awarded. Any degree/coursework used to satisfy the minimum qualifications must be from a postsecondary institution accredited by an accreditation agency recognized by either the U.S. Department of Education or the Council on Postsecondary Accreditation. If your degree(s) is from a college or university outside of the United States, you must submit a detailed evaluation from a professional evaluation agency. To view a list of agencies approved by the California Commission on Teacher Credentialing, go to

5. Keyboarding test results for 60 net words per minute. Self-administered online test results are acceptable. Official certificates are not required. Copy of results (certificate or screen shot) from administering site must clearly state your name, net words per minute and name of the source used for the keyboarding/typing test. Please review this document after you have attached it to your application. NOTE: When you "APPLY FOR THIS POSTING," you will eventually be asked to answer the additional question(s) listed below. Your answers will appear toward the bottom of the application form.

- MiraCosta College is an Equal Opportunity Employer with a commitment to diversity. Describe your own commitment to diversity and how you will meet the minimum qualifications of "sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic background of community college students."

- Do you have experience working with grants? Yes or No.

- List the grants you have experience with and your specific duties as they relate(d) to those grants. If you do not have experience with grants, please type "N/A". Any job you mention here should be listed on your application and your resume.

- Please rate your skill level in Excel. Beginner, Intermediate, or Advanced.

- Describe your experience using Excel spreadsheets to maintain budgets and records. If you do not have experience, please type "N/A".

The screening and interview committee will review application materials three to four weeks following the closing date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; and 4) fingerprint clearance.

Individuals with qualified disabilities who need accommodation with any aspect of the application and/or interview process should contact Human Resources at 760.795.6854 at least five days prior to the closing date.

Retired STRS members are not eligible for these positions.

Basic Function and Other Details:
BASIC FUNCTION: Under the direction of the Associate Dean, Career Education, perform a wide variety of specialized, technical and responsible secretarial and administrative assistance duties to support the Associate Dean with administrative matters and grant management and compliance.

DISTINGUISHING CHARACTERISTICS: The administrative secretary assigned to the Associate Dean, Career Education is responsible for providing technical and administrative support to the grant activities and reporting for the Carl D. Perkins Career and Technical Education Act, CTE Transitions, Strong Workforce program and other career education initiatives. The administrative secretary also provides grant support to Center of Excellence Director and Deputy Sector Navigator of Small Business grants.

Representative Duties:
(E = essential job function)

1. Organize and manage the day-to-day activities of an assigned office to assure efficient and effective office operations; coordinate communications; assist the Associate Dean with administrative matters. (E)

2. Perform a variety of duties independently in support of functions delegated to assigned administrator; interpret and apply rules and regulations as appropriate. (E)

3. Receive and transcribe dictation of letters and memoranda, including material confidential in nature; prepare correspondence independently or from oral instructions. (E)

4. Type a wide variety of materials such as correspondence, reports, surveys, forms, charts, budget sheets and memoranda. (E)

5. Perform a variety of duties in support of assigned function such as maintaining payroll records of instructors and staff assigned to grants, assisting at special events and performing research and other special projects. (E)

6. Coordinate activities between the administrator and staff, students, the public or other District or campus officials; obtain and provide information, coordinate activities and resolve problems. (E)

7. Develop schedules of division activities and services as assigned; assemble information, verify accuracy and input or oversee the input of information into the computer; process data according to established procedures and timelines. (E)

8. Utilize the computer to perform advanced-level computer functions including word processing such as complex formatting of documents, creating charts, spreadsheets, telecommunications, main frame access and a variety of software. (E)

9. Initiate and answer telephone calls; screen and direct calls and visitors to appropriate personnel; schedule and confirm appointments. (E)

10. Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations as well as appropriate grants.

11. Maintain a variety of files and records including some confidential in nature. (E)

12. Compile difficult and complex statistical and narrative reports from a variety of sources; prepare, duplicate and collate materials. (E)

13. Maintain current budget information; monitor budget expenditures; assist in budget preparations and budget reporting on the grants. (E)

14. Review, check, correct and compile a variety of information; verify data for accuracy, completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required. (E)

15. Schedule meetings and appointments for assigned administrator; prepare agenda items for meetings; maintain records, attend meetings and prepare minutes for distribution to appropriate personnel. (E)

16. Receive, open and route mail; order, issue and maintain department supplies and forms.

17. Provide training and work direction to student assistants, hourly personnel and others as assigned; participate as requested in hiring personnel and provide input regarding performance evaluations and salary increases.

18. Order and disburse variety of materials to other departments, faculty, students and community.

19. Perform related duties as assigned.


1. Monitor funds for assigned programs in accordance with the funding agency requirements as well as the District's policies.

2. Assist in the development and maintenance of databases and tracking procedures for various types of data. Document activities and outcomes for Career Education grants. Organize data for internal and external reports. Ensure all relevant grant reporting is current, accurate and evidence-based.

Type of Benefits:
A full benefit package which includes employer-paid medical, dental, and vision plans for employee and dependents; $100,000 employee life insurance; other optional coverages; and membership in the California Public Employees' Retirement System (CalPERS).

Minimum Qualifications:
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

1. Associate's degree or the equivalent.
(To view MiraCosta College's equivalency guidelines for classified positions go to d_Positions.pdf.)

2. One year of related work experience.
(IMPORTANT: For work experience, one "year" is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours)

3. Passing score on the MiraCosta College Secretarial In-Basket Test (see details regarding the test location and time in the "Application Procedure" section).

4. Ability to type/keyboard at 60 net words per minute.

Desirable Qualifications:
1. Two years of grant experience. 2. Budget reporting experience. 3. Previous experience working for a dean, administrator, or manager within a community college. 4. Professional-level oral and written communication skills. 5. Proficiency in Microsoft Office (Word and Excel). 6. Experience in the maintenance of budgets and payroll.

Licenses and Other Requirements:

Closing Date: 10-26-2017

First Screening Date:

Human Resources Contact Information: or 760.795.6854

About MiraCosta College
The MiraCosta Community College District is one of California's 112 public community colleges. The district includes the communities of Oceanside, Carlsbad, Encinitas, Cardiff, Olivenhain, Leucadia, Solana Beach, Rancho Santa Fe, Del Mar, and parts of Carmel Valley.

MiraCosta offers associate degrees, university-transfer courses, career-and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities that strengthen the economic, cultural, social, and educational well-being of the communities it serves.

The district consists of three campus sites and a robust online education program. The Oceanside Campus, serving about 12,000 credit students, has been located since 1964 on a panoramic 121-acre hilltop site with views of the ocean and mountains. The San Elijo Campus is located in Cardiff, 17 miles south of Oceanside, on 48 acres below the bluffs overlooking the San Elijo Lagoon Reserve. The San Elijo Campus opened in September 1988, and now attracts about 3,000 credit students. The Community Learning Center in downtown Oceanside hosts about 4,000 students in the college's noncredit classes including English as a Second Language, the Adult High School Diploma Program, and other tuition-free, noncredit classes as well as some college credit classes.


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