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Administrative Assistant II (Infrastructure)(72.5%)

Employer
College of the Canyons
Location
Santa Clarita, CA
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Position Number: CLA21-430

College of the Canyons
Santa Clarita Community College District

announces an employment opportunity for

Administrative Assistant II (Infrastructure)(72.5%)

A Part-Time Classified Represented Position

Review Date: June 9, 2022

This position is a high priority for our District for the 2022-2023 year and is contingent upon continue available district, grant and state funding.

The Santa Clarita Community College District/College of the Canyons is seeking a part-time Administrative Assistant II (Infrastructure)(72.5%) staff member in the Information Technology (IT) division.

Two weeks prior to the deadline to submit applications, the diversity of current applicants will be assessed. Upon review, if the pool does not include sufficient diversity at that time, the application window may be extended.

Who We Are

The Santa Clarita Community District is committed to achieving educational equity for all students. As presented in our District Strategic Plan, which focuses on Access, Engagement, and Success, “Equity, inclusion, and diversity are not goals in themselves, but ideologies embedded in all actions and planning across all departments and functions of our college and its two campuses.” These areas of focus demonstrate a resolve to focus on student success and confirm that we are at the forefront of change with integrated planning efforts that both evolve and anticipate the needs of our students. We provide students with a rich and dynamic learning experience that embraces differences — fostering healthy inclusion through inquiry, shared dialogue and reflection to ensure that we promote a sense of community, collegiality and cooperation. When you join our team at the Santa Clarita Community College District, you can expect to be part of an inclusive, creative, flexible, innovative and equity-focused community that engages students, each other, and the community in scholarly inquiry, creative partnerships, and the application of knowledge and success.

The College and the District

College of the Canyons is part of the Santa Clarita Community College District and is designated as a Hispanic Serving Institution (HSI), enrolling approximately 32,000 students each academic year. College of the Canyons has a diverse student population that reflects our focus on enhancing the educational attainment and economic well-being of the community we proudly serve. Detailed information about our student population, including data related to student success, can be found on the College of Canyons Office of Institutional Research, Planning and Institutional Effectiveness (IRPIE) website. Additionally, College of the Canyons, was recently honored as a 2021 Bellwether College Consortium award winner, was honored in 2018, 2019, and 2021 with the Champion of Higher Education award, was ranked #1 in Los Angeles County during 2019 as the best two-year college for adult learners, and is rated #1 in Los Angeles County for completion rates by college-prepared students. It is distinguished as one of the top transfer institutions in Los Angeles County.

Who We Want

We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate must be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students and community partners who share our commitment to closing equity gaps. The Santa Clarita Community College District seeks leaders possessing a strong grounding in academic and student services programs and a thorough understanding of the primary mission of the community college. We seek employees that value mentorship and working in a collegial, collaborative environment, who are conscientious risk takers and transformational leaders guided by a commitment to helping all students achieve their educational goals.

"BIG PICTURE" RESPONSIBILITY:

Under the direction of the Executive Director, Infrastructure, Information Security, performs a wide variety of complex, specialized and responsible administrative, operational, and clerical duties. Relieves the Executive Director of a substantial amount of administrative and clerical detail. Performs other duties as assigned.

Canyons Hall

ESSENTIAL 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.

Performs routine administrative tasks including maintaining calendars; scheduling appointments/meetings; distributing incoming and outgoing mail; processing purchase requisitions; receiving and storing supplies and materials, tracking inventory and maintaining supplies; updating and maintaining work orders; answering and redirecting inquiries; researching, maintaining, and preparing reports, spreadsheets and other documents.

Distributes, prepares, and reviews correspondence independently or in accordance with general instructions concerning a wide range of subjects requiring a thorough knowledge of District policies, regulations and operational procedures. Refers specific communications or correspondence to appropriate staff members for the gathering of data or for a response.

Arranges for meetings, conferences, travel and accommodations, travel advances, requests for reimbursements, and other travel related documents in a timely and accurate manner.

Maintains a tracking system for hours worked and payroll related expenditures of all part-time and full-time academic, administrative, college assistant, short-term, and classified positions. To ensure accuracy, reviews timesheets for timely submittal to Executive Director for signature and further processing. Prepares and processes assigned payroll related documents in compliance with district policy, accreditation, and grant requirements.

Assists in monitoring budget activities, ensuring that expenditures are classified properly and do not exceed the established budgets. Processes budget transfers, salary account code changes, purchase requisitions, invoices, and other financial related items.

Assists with the preparation of paperwork to authorize the hire of college assistants and short-term employees. Ensure timesheets are completed correctly and submitted to payroll in a timely manner.

Attends meetings, takes and transcribes notes into summary minute form for various committees, work groups, or meetings run by the Executive Director.

Coordinates administrative details for a variety of events, workshops and meetings; assists in preparation of presentations, and promotional and informational materials.

Researches, maintains, and compiles various records and reports of office operations, personnel, and equipment as instructed. Maintains files and keeps accurate records of department operations. Uses appropriate software to create and update correspondence, presentations, procedures, marketing material, web sites, and reports.

Performs data input for all relevant department functions, including information that may be of a privileged or sensitive nature. Maintains a secure system of accurate and confidential records in accordance with state laws and district policies. Performs other computer input tasks relative to the operation of the department.

Provides customer service in a positive and friendly manner. Initiates and answers telephone calls. Screen and directs calls and visitors to appropriate personnel. Provides information and assistance as appropriate.

Trains and provides work direction to short-term employees and/or college assistants, as directed.

Attends professional meetings/conferences to enhance professional development and increase the operational effective of the office.

Maintains library of software and licenses used at College of the Canyons including the purchase of upgrades and maintenance agreements.

Works with Non-Profit and other educational institutions to distribute equipment declared surplus by the District.

Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

Experience:

Equivalent to two (2) years of full-time experience in an administrative assistant or support capacity working with the public, or in a comparable position which would demonstrate the knowledge, skills and abilities necessary to perform the duties that are essential to this position. Requires working knowledge of business office organization, financial record keeping, and proficiency with MS Word, Excel, Access, and PowerPoint.

Education:

Education equivalent to an Associate’s degree (60 semester units of college coursework) from an accredited institution is required. Each two additional years of experience as indicated above may be considered in lieu of each one year (30 units) of the education requirement.

DESIRABLE QUALIFICATIONS:
  • Additional college level education.
  • Experience working in an educational setting, MIS department or Information Technology.
  • Experience using specialized institutional software and computerized procedures (e.g., enterprise resource planning software such as Ellucian Colleague; visualization software such as Tableau, Visio, or Org Publisher; statistical software such as SPSS).
DEMONSTRATED KNOWLEDGE AND ABILITIES:

Position requires ability to:

  • Work effectively and demonstrate currency of knowledge with computers, database management, and other forms of advanced technology utilized in providing high quality services.
  • Apply knowledge of modern office practices and equipment including record management and filing systems, receptionist and telephone techniques, correspondence and report writing.
  • Type and make basic mathematical calculations with speed and accuracy.
  • Communicate effectively, verbally and in writing, exhibiting working knowledge of English usage, grammar, punctuation and spelling, and consistently proofreading work.
  • Develop and maintain cooperative and effective relations with diverse groups of faculty, staff, vendors, and the general public.
  • Display special sensitivity to the needs of the department’s customers.
  • Work effectively in an environment with many interruptions; exercise a sense of humor; use interpersonal skills with tact, patience, courtesy and diplomacy; be flexible.
  • Apply knowledge of basic methods and techniques of organization and planning.
  • Work independently assuming responsibility and taking initiative to conduct routine functions and operations of the office.
  • Organize and prioritize work in anticipation of needs, deadlines or information needed by the Executive Director; handle diverse tasks quickly and accurately; work independently; learn routine operational processes/responsibilities of the office and be able to perform them with accuracy.
  • Follow District policies and procedures and use discretion in dealing with college information, maintaining confidentiality when dealing with sensitive and privileged material and information.
  • Understand and carry out oral and written instructions. Apply knowledge of proper English usage, grammar, spelling and punctuation.
  • Learn and interpret policies, regulations and operational procedures to staff and students including the ability to apply current State and federal regulations pertaining to the position.
  • Use word processing, spreadsheets, database management, e-mail, scheduling, and other business-related software with speed and accuracy, including that needed to design and maintain websites and digital content.
  • Maintain current knowledge of and ability to use Microsoft Office Suite including Word, Excel, Access and Publisher.
  • Coordinate, organize, schedule and perform responsible and complex accounting procedures within governmental compliance constraints and laws.
  • Utilize online purchasing and budget management programs to assist in budget preparation and control.
  • Establish and maintain comprehensive and accurate records and files.
  • Compile and prepare clear, concise, accurate and comprehensive fiscal, financial and narrative reports.
  • Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students, staff, and community.
SALARY PLACEMENT:

Salary placement will be on Range 25 of Classified Represented Salary Schedule B ($3,282.80 - $5,569.45 per month as pro-rated for a 72.5% position).

** Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($3,282.80 / $3,482.90 / $3,688.80 per month as pro-rated for a 72.5% position) of this 20-step salary range.

Probationary period for new Classified employees is six months. Work year is 12 calendar months. The normal workweek for this position is 29 hours. Paid holiday, discretionary, vacation, personal necessity and sick time are provided, and will be pro-rated based on hours worked. A regular work schedule will be assigned, with the ability to occasionally work a flexible schedule as needed with supervisor approval.

DISTRICT CLASSIFIED EMPLOYEE BENEFITS:

This is a part-time position working 29 hours per week. Part-time Classified employees working 20 to 29 hours per week are provided with a diversified program that includes medical, dental and vision insurance for employee only, disability and life insurance as well as Section 125 options. These benefits commence on the first of the month following date of hire. Professional development opportunities are provided to all employees. Educational incentive program is available to Classified Represented and Confidential employees.

RETIREMENT: Classified employees contribute to the Public Employees' Retirement System (PERS), a defined benefit retirement plan through the State of California.

PHYSICAL DEMANDS:

Sedentary position requires use of a computer and related equipment for extended periods of time; frequently exerting 10 to 20 pounds of force to move objects; communicating and providing information to others; work outside on all parts of the campus and in varying weather conditions. In the event of an emergency, employees will be relied upon to serve as emergency service workers.

CONDITIONS OF EMPLOYMENT:
  • Successful completion of background fingerprint clearance, pre-employment physical examination (disabilities not related to the physical job will not affect the application process) and TB screening.
  • Proof of eligibility to work in the United States and signing of loyalty oath per government codes 3100-3109.
  • Meeting applicable eligibility requirements under CalPERS or CalSTRS if you are a current or former member.
  • Board of Trustees approval.
  • Official, sealed transcripts are required upon offer of employment.
  • Position is contingent upon funding and is subject to change.
EQUAL EMPLOYMENT OPPORTUNITY:

Santa Clarita Community College District is an Equal Opportunity Employer.

The Santa Clarita Community College District is committed to employing qualified employees who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide consideration for all qualified candidates. The District does not unlawfully discriminate in providing educational or employment opportunities to any person on the basis of race, color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, and any other status protected by state or federal law or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Human Resources office directly at (661) 362-3427.

Students

ABOUT THE DISTRICT:

Innovative. Collaborative. Entrepreneurial. These characteristics not only define College of the Canyons, they are embodied by the faculty, staff and administrators who make this college unique among the 116 California Community Colleges.

Established in 1969, College of the Canyons is among the fastest-growing colleges in California and the nation. It is widely recognized as a model community college for enhancing student access, success and equity. Its completion rates rank among the highest in the state. The college has established a well-deserved reputation for bolstering economic development and offering innovative career technical education responsive to industry needs.

Guided by visionary leadership, the college serves a 367-square-mile area of northern Los Angeles County that includes the dynamic, growing Santa Clarita Valley. A steady influx of new residents and businesses creates a spirit of possibilities that inspires the college to be flexible, creative and attuned to the community’s evolving needs. The growing diversity of the community is mirrored by the college, which qualifies as a Latino-serving institution.

The college’s influence in the community is best illustrated by the dozens of collaborative partnerships it has forged with local school districts, government entities and service organizations. Examples include the Performing Arts Center’s K-12 Arts Education Outreach initiative, which allows thousands of children to experience the arts each year, and Academy of the Canyons, an early/middle college high school at the Valencia campus that is ranked among the top 10 percent of high schools in the nation.

With campuses in Valencia and Canyon Country, the college offers 96 associate degree programs, including 31 associate degree for transfer (AD-T) options, as well as 148 certificate programs. Classes are offered during traditional fall and spring semesters, as well as shorter, intensive summer and winter sessions. Additional educational opportunities exist at the University Center, whose four-year colleges and universities offer approximately 30 bachelor’s, master’s and doctoral degree programs, as well certificate and credential programs.

Because of the college’s commitment to meeting the needs of the community, local voters have approved two bond measures valued at more than $470 million since 2001. The college also secures substantial funds from the state and millions of dollars in grants each year that allow new, cutting-edge programs to be developed and facilities built to accommodate them.

Given its commitment to growth and innovation, College of the Canyons sets a new standard for what a college can achieve. It is a vital cultural, educational and economic force in the region. Join us to discover unexpected possibilities, the freedom to innovate and an opportunity to shape the future.

APPLICATION AND SELECTION PROCESS:

Applicants are encouraged to complete their applications online at https://www.canyons.edu/administration/humanresources/. If you require assistance, please call the Human Resources office at (661)362-3427 or for the hearing impaired TTY/TDD Line at (661)362-5178. Applicants may check the status of their application online and may expect to be notified within approximately 4 - 5 weeks following the Review Date as to the status of their application.

All application materials must be uploaded online or received in the Human Resources office by the end of the day on the Review Date in order to assure consideration for this position. Postmark is not acceptable for this purpose. Separate application materials must be submitted for each position applied for. Materials submitted become property of the District and will not be returned, copied, or considered for other openings. The Human Resources office is located in the University Center, Suite #360 at 26455 Rockwell Canyon Road, Santa Clarita, CA, 91355.

Your application is not complete until the following required materials have been uploaded online or received by the Human Resources office:

  • Online District CLASSIFIED Application.
  • Detailed resume, which includes month/year dates of employment and descriptions of responsibilities at each employer.
  • Letter of interest (cover letter). In your letter, please address your qualifications and experience as they pertain to the job duties and the abilities section of this announcement.
  • Copies of complete and legible college transcripts clearly indicating all college units earned and any degree awarded. You can submit unofficial copies of transcripts for application purposes. Copies of diplomas are not acceptable in lieu of college transcripts. Official, sealed transcripts are required upon offer of employment. Please see our website for the requirements for evaluation of transcripts from foreign colleges or universities.
  • Confidential Recruitment Source Information (voluntary survey). This is voluntary and is a part of the online applicant profile, separate from the application.
  • Supplemental Questionnaire. Please answer the following questions as part of your application packet.

  1. Do you possess the equivalent of an Associate’s degree (60 semester units) or higher from an accredited institution? If yes, please provide a legible copy of your college/university transcript(s) in your online application packet. Copies of diplomas are not acceptable in lieu of college transcripts. If not, and you are using additional years of work experience in lieu of the equivalent of an Associate’s degree, please clearly indicate how you meet the minimum educational requirement through this additional work experience.
  2. Please describe your experience working in an administrative assistant or support capacity working with the public, or in a comparable position which would demonstrate the knowledge, skills, and abilities necessary to perform the duties that are essential to this position. Please include employer name(s), position title(s), dates of employment, full-time or part-time status (including number of hours per week), your roles and responsibilities. Please provide your total years of verifiable full-time equivalent experience in this field.
  3. Please describe your experience in business office organization, financial recordkeeping, and with current office technologies, including software programs.
  4. Please describe your experience in routine administrative tasks, including maintaining calendars, scheduling appointment/meetings, distributing incoming/outgoing mail, processing requisitions, etc.
  5. Please describe your experience in tracking hours worked and payroll-related expenditures of employee groups and your experience in the onboarding process for employee groups such as student workers and short-term employees.
  6. Please outline any work experience you may have using specialized institutional software and computerized procedures (i.e. enterprise resource planning software such as Ellucian Colleague/Datatel; visualization software such as Tableau, Visio, or Org Publisher; statistical software such as SPSS).
  7. Please describe your ability to work successfully in a multicultural environment.
  8. Why do you want to work at College of the Canyons in this part-time staff position?
  • Letters of reference are optional.

Please note:

  • Skills evaluation of candidates for interview may be required.
  • Travel and relocation expenses are the responsibility of the applicant.
  • Hiring committees review all complete, qualified application packets. Possession of the minimum qualifications does not guarantee an interview.
  • “Experience” generally refers to relevant paid experience. In some instances, unpaid experience may be counted as experience towards meeting the minimum qualifications or requirements for the position only if it entailed responsibilities substantially similar to those of relevant paid positions in the field. It is the applicant’s responsibility to provide sufficient information and details to the Human Resources office at the time of submission of their application packet. Details should include the organization, contact name and contact information, start and end dates, hours per week, and a list of relevant unpaid/volunteer duties or responsibilities performed. Not all unpaid experience may qualify. Upon offer of employment, an applicant will be required to obtain written verification(s) of any relevant unpaid/volunteer experience.
  • Current COC employees who are applying for this position: Please be aware that materials from your personnel file are not included as part of the application file; therefore, please provide the same requested application materials as any other applicant.
  • Please be aware that, should you be considered as a finalist for this position, reference checks will include current supervisor(s).
  • Applicants are encouraged to apply online. If you need assistance with the application process, contact:

Human Resources Office

(661) 362-3427

TTY/TDD (661) 362-5178 or visit our website at

https://www.canyons.edu/administration/humanresources/

It is the applicant’s responsibility to ensure that all application materials are fully and correctly submitted. All materials submitted are for this position only and become the property of the District. Materials will not be returned, copied or considered for other openings. Resumes may not be submitted in lieu of the official application form.

The College is expecting to conduct initial interviews between the weeks of July 11, 2022 and July 18, 2022 and conduct final interviews between the weeks of July 18, 2022 and July 25, 2022. This is an estimated timeline, and is subject to change.

Interviews may be conducted in-person or remotely via Zoom.

** This is an in-office position, working twenty-nine hours per week on the Valencia campus. **

Position is offered contingent on funding. We reserve the right to withdraw, extend the filing date, reopen, or delay filling this position. Recruitment may continue until the position is filled. This recruitment may be used for future vacancies.

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