Antelope Valley College
Salary: $4,948.59 Monthly
Deadline: 5/27/2022 11:59 PM Pacific
Under the direction of an assigned administrator, provides complex administrative support to the head of a major District or Site wide functional area; coordinates the daily operations of the assigned or specialized department; plans, organizes, coordinates, and participates in activities specific to the administrator’s assigned areas of responsibility.
The Administrative Coordinator position differs from the Administrative Assistant by its advanced scope of administrative responsibilities and greater autonomy in the performance of duties.
REPRESENTATIVE DUTIES E = indicates essential duties of the position
Leads, coordinates and performs difficult and highly complex technical administrative work in support of a wide range of operations, programs and/or projects within an assigned division involving the use of independent judgment. (E)
Assists with evaluating, recommending, implementing program processes and procedures; maintains compliance. (E)
Responds to complaints, concerns, and related issues. (E)
Plans, organizes, coordinates daily operations and assists with resolving work problems for administration, staff, or students by exercising independent judgment in the application of established procedures and routines; refers difficult policy questions to the appropriate office. (E)
Serves as an initial contact coordinating communication and activities with other District departments and personnel, students, educational institutions, vendors, internal and external organizations, and the community; obtains and provides information regarding District personnel and the general public regarding District programs, policies, procedures, and regulations. (E)
Assists with planning, coordinating and implementing departmental committee meetings, assignments, special events and other activities, and staff meetings while maintaining a high level of confidentiality; prepares agenda items; records, prepares and distributes minutes. (E)
Attend and participate in conferences and seminars as required.
Coordinates, schedules, maintains, and submits forms related to Adjunct/Overload and special/supplemental payroll for faculty and/or vendors. (E)
Works with Human Resources and Payroll to monitor staffing and payments, and ensures that timesheets are completed correctly and submitted to payroll in a timely manner. (E)
Works with immediate supervisor to create, manage, maintain, reconcile, and forecast budgets. (E)
Ensures the processing of contracts, prepares purchase requisitions; assigns account numbers; verifies availability of adequate funding; inventories and orders office supplies; contacts and follows up with vendors. (E)
Processes and submits work orders as needed. (E)
Assists in coordinating the evaluation of part-time faculty, and coordinates evaluations performed by the Dean. (E)
Coordinates, prepares, and submits the schedule of classes, assigns classrooms, and submits changes/updates as needed. (E)
Monitors all tasks and projects essential to the business of the division to ensure timely completion. (E)
Serves as a point person for inquiries and helps to direct requests for information, reports and other assistance according to office protocols. (E)
Compiles information and data for reports and assists in the preparation of statistical and narrative reports; conducts research as required. (E)
Tracks, completes and submits forms related to staff absences and/or leaves and prepares payroll reports. (E)
Processes appropriate paperwork for new hires and resignations. (E)
Performs other related duties as may be assigned.
EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school including or supplemented by course work in business, secretarial science or related field and three years increasingly responsible secretarial experience.
Operations, procedures and activities of a division office.
Microsoft Office Suite and other software and hardware applications, Modern office practices, procedures and equipment.
Financial and statistical record-keeping techniques. Receptionist and telephone techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary. Oral and written communication skills.
Interpersonal skills using tact, patience and courtesy. District organization, operations, policies and objectives.
Operation of office machines including computer equipment and applicable software.
Perform responsible secretarial support duties for a dean.
Provide information and communicate effectively with College personnel, students and the public. Read, interpret, apply and explain rules, regulations, policies and procedures.
Compose correspondence independently.
Perform responsible clerical work rapidly and accurately.
Type at 60 words net per minute. Take dictation transcribe accurately. Maintain records and prepare reports.
Compile and organize data and prepare reports.
Operate a variety of office equipment such as typewriter, computer, printer, word processor, calculator and other equipment as assigned.
Learn and apply procedures, rules, regulations and terminology concerning the assigned division. Work independently with little direction.
Establish and maintain cooperative and effective working relationships with others. Communicate effectively both orally and in writing.
Complete work with many interruptions. Work confidentially with discretion.
Train and provide work direction to others.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES: Provides work direction to student assistants and hourly workers as required.
CONTACTS: Co-workers, faculty, students, vendors, outside agencies, military recruiters, and the general public
Sitting for extended periods of time.
Dexterity of hands and fingers to operate a computer keyboard. Bending at the waist, kneeling or crouching to maintain files.
Visually focusing upon computer screens and/or other records for sustained periods of time.
Office environment. Constant interruptions.
For a complete listing and details of all open positions and how to apply, select the HR & Employment link on the AVC Web site at http://184.108.40.206/counter.php?id=228691 or contact the Human Resources Office at (661) 722-6311; Voice/Relay, (661) 722-6300 x. 6360, 3041 West Avenue K, Lancaster, CA 93536.