Executive Assistant to the Vice President of Administrative Services

Job description

Posting Details Posting Number: 0000960 Job Title: Executive Assistant to the Vice President of Administrative Services Discipline or Department: Administrative Services Position Type: Staff/Classified Working Title: Executive Assistant to the Vice President of Administrative Services Hourly Rate or Monthly Salary: Starting $5,810.01 per month (range 26) 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). Full Time or Part Time? Full-Time Months Per Year 12 Working Hours: One regular, full-time position, 40 hours per week, 12 months per year on the Oceanside campus. The work schedule will be Monday through Friday, 8:00 am - 4:30 pm. The person selected for this position will be subject to assignment to any district facility during any hours of operation. Contract Days
(Faculty Positions Only) Special Instructions to Applicants: APPLICATION PROCEDURE:
Apply and submit application materials through MiraCosta College's online application system at https://jobs.miracosta.edu. 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 current resume or curriculum vitae summarizing your educational background and experience.

3. A cover letter addressed to the "Screening and Interview Committee" specifically describing how your experience aligns with the representative duties and desirable qualifications. Within this letter, please be sure to include your experience as it relates to processing data, doing basic research, and preparing correspondence, spreadsheets, summaries, and reports.

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 http://www.ctc.ca.gov/credentials/leaflets/cl635.pdf. Transcripts or translations in English still require the evaluation to show the U.S. equivalence of your degree. Special Instructions to Applicants: Continued NOTE: When you "APPLY FOR THIS POSTING," you will eventually be asked to answer the Supplemental Questions 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 qualifications or experience in working with academically and socioeconomically diverse students, minority groups, and/or multi-ethnic populations.

-Please list the computer software, systems and applications related to business and business process functions that you have worked with. Identify the name of the employer(s) and your position title(s), and explain in detail your experience using the software, systems, and applications. IMPORTANT: The position(s) you reference must be included in the Employment History section of your application form.

The screening and interview committee will review application materials for up to 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 general direction, perform highly responsible, complex and confidential administrative support work for the Vice President of Administrative Services; interpret and explain procedures; implement processes to ensure the proper functioning and information flow of the division office; facilitate division program review; provide support for strategic planning processes; assist with Governing Board docket items, contract/agreement projects; and perform related duties as assigned. Basic Function and Other Details Continued: Representative Duties:

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

1.Provide administrative, logistical and technical support to a Vice President; compose and prepare memoranda, correspondence, Governing Board docket items, division reports, presentations, spreadsheets, forms and other documents, often of a highly sensitive and confidential nature; proofread and review typed documents and other materials for accuracy, completeness and compliance with division standards, policies and procedures.

2.Coordinate the Vice President's and division calendars including scheduling meetings and resolving scheduling conflicts; assist the Vice President in developing and monitoring timelines and schedules related to division activities and services; research and prepare background packets for projects, meetings and events; coordinate travel requests and logistics including making reservations and processing reimbursements.

3.Act as liaison in coordinating matters between the Vice President and the Superintendent/President's office, other vice presidents, deans and administrators, faculty, staff and representatives of outside agencies; prioritize requests by departments within the division and facilitate the flow of information; prepare and distribute agendas for meetings; follow up on various assignments to ensure that needed action is taken; perform routine to difficult public relations duties over the phone and in person; respond independently to correspondence and email inquiries regarding division matters; relieve the Vice President of a variety of administrative details.

4.Monitor division budget expenditures for grants and division accounts; track and process expenditures, encumbrances, reimbursements, stipends and payments; research and aggregate departmental budgets and create budget forecasts; determine grant expense eligibility; track multiple funding sources; run aggregated budget reports through spreadsheets and financial systems and calculate budgets for departments and programs that directly report to the Vice President; research and correct discrepancies; process budgetary adjustments and transfers when warranted.

5.Facilitate the program review process for the division; create and maintain sensitive and confidential tracking spreadsheets and personnel files; coordinate timelines.

6.Work closely with Human Resources on behalf of the Vice President to coordinate the personnel processes including the hiring process. Work closely with the Dean, Student Life & Judicial Affairs and/or Human Resources on behalf of the Vice President for the timely resolution of student and/or employee grievance and discipline processes.

7.Independently research, compile and analyze data for a variety of internal and external reports; create, develop, maintain and update specialized and custom forms, databases, logs, files, records and reports.

8.Provide administrative support to a variety of committees and, when appropriate, student groups; keep minutes and records of assigned committees in accordance with the Brown Act; coordinate meetings and events; complete documentation and process requests for funds. Representative Duties Continued: OTHER DUTIES:
1.Provide backup to other division staff as needed.

2.Contact campus police or custodial staff as needed.

3.Provide lead-level work direction to other clerical staff and student workers as assigned.

4.Order supplies and equipment.

5.Update and maintain division-specific website and social media accounts.

6.Perform related duties as assigned. Knowledge and Abilities KNOWLEDGE OF:
1.Advanced principles, practices, concepts and techniques used in customer service, public relations and community outreach.

2.Office administration and management practices and procedures.

3.The district's student recordkeeping and general accounting systems, practices and procedures for processing student information and interpreting input and output data.

4.District practices and procedures for budgeting, purchasing and maintaining public records.

5.Payroll procedures and operations.

6.Bookkeeping and elementary accounting practices and procedures.

7.Provisions of the Brown Act.

8.Operations, services and activities of a community college district.

9.Common student needs, issues and concerns applicable to area of assignment.

10.Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.

11.District organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.

12.Basic principles and practices of employee supervision.

13.District human resources policies and labor contract provisions.

14.Safety policies and safe work practices applicable to the work.

1.Assign and inspect the work of student workers and lower-level staff.

2.Organize and oversee the day-to-day operations, maintenance and activities of the department faculty administrative support.

3.Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.

4.Work consultatively across the district and within the assigned school.

5.Establish priorities and work effectively and independently with many demands on time.

6.Analyze situations accurately and adopt effective courses of action.

7.Make calculations/tabulations and accurately process and review fiscal and related documents.

8.Administer and monitor a department budget.

9.Maintain highly confidential information.

10.Track statistical information utilizing complex spreadsheets and databases.

11.Communicate effectively, both orally and in writing.

12.Understand and follow written and oral instructions.

13.Operate a computer and standard business software.

14.Use a computer keyboard and other office equipment accurately at a speed necessary to meet the requirements of the position.

15.Represent the Vice President effectively in dealings with elected officials, other vice presidents, administrators and the public.

16.Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues.

17.Establish and maintain effective working relationships with all those encountered in the course of work. Minimum Qualifications: To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

1.Graduation from an associate degree program AND at least six years of progressively responsible administrative support experience, at least two of which were supporting a department head or higher; or an equivalent combination of training and experience. A bachelor's degree is preferred.

(IMPORTANT: For work experience, one "year" is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours) Minimum Qualifications Continued: Desirable Qualifications: 1. A bachelor's degree.

2. Direct experience with project management and/or coordination.

3. Previous experience working with computer systems and applications related to the position, such as web-based software, and Microsoft Office. Licenses and Other Requirements: Physical Effort: Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light lifting and carrying of objects weighing up to 25 pounds; ability to travel to various locations on and off campus as needed to conduct district business. Emotional Effort: Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis; ability to work effectively under pressure on a variety of tasks concurrently while meeting established deadlines and changing priorities. Working Conditions: Primarily business office environment; subject to frequent public contact and interruption; intermittent exposure to individuals acting in a disagreeable fashion; occasional evening, week¬end and/or holiday hours required on an as-needed basis. Posting Date: 02-14-2019 Closing Date: 03-07-2019 First Screening Date: Human Resources Contact Information [email protected] or 760.795.6854 EEO Statement: MiraCosta College is an Equal Opportunity Employer and is committed to providing an educational environment which affirms and supports diversity in its faculty, staff, and administration, and promoting an environment of inclusion. The college's commitment to diversity, equity and inclusion is expressed in the policy found at http://www.miracosta.edu/officeofthepresident/board/downloads/3400BP-Diversity-Equity-Inclusion-Adopted4-6-16.pdf. About MiraCosta: MISSION STATEMENT AND INSTITUTIONAL GOALS:
The MiraCosta Community College District mission is to provide superior educational opportunities and student-support services to a diverse population of learners with a focus on their success. MiraCosta offers undergraduate 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.

Goal I. MiraCosta Community College District will become a vanguard educational institution committed to innovation and researched best practices, broad access to higher education, and environmental sustainability.

Goal II. MiraCosta Community College District will become the institution where each student has a high probability of achieving academic success.

Goal III. MiraCosta Community College District will institutionalize effective planning processes through the systematic use of data to make decisions.

Goal IV. MiraCosta Community College District will demonstrate high standards of stewardship and fiscal prudence.

Goal V. MiraCosta Community College District will be a conscientious community partner. About MiraCosta: (contd) THE DISTRICT, STAFF AND STUDENTS:
The MiraCosta Community College District is one of California's 114 public community colleges. The district includes the communities of Oceanside, Carlsbad, Encinitas, Cardiff, Olivenhain, Leucadia, Solana Beach, Rancho Santa Fe, Del Mar, Carmel Valley, and parts of Camp Pendleton. The single college district is governed by a seven-member Board of Trustees who are elected from each of the district's seven communities.

MiraCosta offers undergraduate degrees, university-transfer courses, career-and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities.

The college's fee-based Community Education program provides a wide variety of classes, workshops, and excursions. Tuition-free, noncredit classes also present a variety of learning opportunities at the Community Learning Center and throughout the community. In addition, the college partners with the North San Diego Small Business Development Center and hosts the Veterans Business Outreach Center.

MiraCosta College employs 204 full-time faculty, 368 regular classified staff, 13 classified administrators and 16 academic administrators. An additional 673 associate faculty work in the credit and noncredit programs, and about 150 educators or contract staff provide community education and workforce development activities. The Sites: THE SITES:
The district operates two campuses and two centers.

The Oceanside Campus (OC) moved to its 121.5-acre site in 1964 and houses a comprehensive public community college offering credit, fee-based, and noncredit courses. In the 2016-17 academic year, the college offered general education credit courses that applied toward 66 associate degrees, 50 Certificates of Proficiency, and 61 Certificates of Achievement. Some noncredit classes and community services courses are also offered on this campus. Approximately 10,500 students, the majority of the district's students, attend the Oceanside Campus.

The San Elijo Campus (SAN) in Cardiff is positioned as the district's transfer-focused site and offers a wide range of credit courses leading to transfer and almost 40 associate degrees and career certificates. Each semester, more than 200 sections are offered on this campus to a student body of more than 3,000 students, with support networks in tutoring, counseling, library, wellbeing, and student activities. A rich variety of community events and workshops are also offered year-round at the San Elijo Campus.

The Community Learning Center (CLC) opened in fall 2000, serves approximately 2,500 students, and is located on 7.6 acres in downtown Oceanside. The CLC hosts a wide variety of noncredit programs, including English as a Second Language, the Adult High School Diploma Program, classes for older adults, health classes, parenting classes, and classes for those who are physically and mentally challenged. The center also houses the Cisco Networking Academy, which prepares students for computer industry certifications. Credit courses that fulfill general education requirements are also offered at this site and are intended to support students' transition from noncredit to credit enrollment.

MiraCosta College's Technology Career Institute (TCI) in Carlsbad is part of MiraCosta College's Career Education Department. It offers our local community members the opportunity to enhance their lives and their careers with low-cost, hassle-free classes, workshops, and programs. From enrichment classes to job training programs, the TCI provides the types of classes that make it easy for students to reach their goals, no matter what age. All of the programs and classes at the TCI are fee-based and not-for-credit. The TCI offers classes and certificate programs to skilled workers in industries such as high-tech manufacturing, maritime technology, and emerging technologies. Accreditation: The Small Business Development Center (SBDC) provides resources, workshops, and leadership programs for small businesses and serves all of North San Diego and Imperial Counties. The Veterans Business Outreach Center (VBOC) provides entrepreneurial development services such as business training, counseling, and mentoring, as well as referrals for eligible veterans and military spouses owning or considering starting a small business enterprise in Santa Barbara, Ventura, Los Angeles, Orange, Riverside, San Bernardino, San Diego and Imperial Counties.

MiraCosta College began offering online courses in 1995. The district typically offers approximately 275 fully online class sections each semester, with another 170 sections offered partially online.

MiraCosta College is accredited by the Accrediting Commission for Community and Junior Colleges of the Western Association of Schools and Colleges, 10 Commercial Boulevard, Suite 204, Novato, CA 94949, 415.506.0234, an institutional accrediting body recognized by the Council for Higher Education Accreditation and the U.S. Department of Education and approved by the California State Department of Education Office of Private Post-Secondary Education for training veterans and other eligible persons under the provisions of the GI Bill of Regulations. The University of California, California State Universities, and private universities of high rank give credit for transfer courses completed at MiraCosta College.

Specific MiraCosta College programs have additional accreditation through their respective agencies: California State Board of Registered Nursing, Commission on Accreditation of Allied Health Education Programs, State Board of Vocational Nurse and Psychiatric Technicians, California Department of Public Health Aide and Technician Certification Section, Commission on Peace Officer Standards and Training, National Certification Board for Therapeutic Massage and Bodywork, and Accrediting Commission for Schools, Western Association of Schools and Colleges (Adult High School). The Area THE AREA:
Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Interstate 5, Amtrak, and Carlsbad regional airport provide easy access to either metropolis and to Mexico. The district, which extends 25 miles along the Pacific Ocean from Camp Pendleton Marine Corps Base to the city of San Diego, attracts diverse ethnic and socioeconomic populations who live in urban and suburban communities. The intellectual environment is enhanced by the college's proximity to the University of California San Diego, California State University San Marcos, and other institutions of higher education. Along with numerous theaters, galleries, and museums, residents enjoy a moderate, year-round climate, which provides many opportunities for outdoor activities. Clery Act: As per the Clery Act of 1998, the campus security report can be found at http://www.miracosta.edu/studentservices/police/downloads/safety_report.pdf Required Applicant Documents: Resume/Curriculum Vitae
Cover Letter
Transcript 1 Additional Applicant Documents: Transcript 2
Transcript 3
Formal Agency Evaluation - Non-U.S. Transcripts Quicklink for Posting: jobs.miracosta.edu/applicants/Central?quickFind=51645 function checkForSelectedStatus(){ return true;}




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Job No:
Posted: 2/15/2019
Application Due: 3/9/2019
Work Type: