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Administrative Assistant, Marketing and Public Information

Employer
Antelope Valley College
Location
Lancaster, CA, CA
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Job Details

DESCRIPTION

Implements directives of the Dean and performs a wide variety of complex specialized secretarial and administrative functions in support of division; coordinates communication and office activities assuring efficient office operations; performs a variety of duties and responsibilities which are of a sensitive and confidential nature; and performs other related responsibilities as may be assigned.

REPRESENTATIVE DUTIES

E = indicates essential duties of the position

  • Organizes and manages the daily activities of the division office to assure efficient and effective office operation; coordinates communications and handles administrative matters; develops and implements efficient and effective office practices and procedures. (E)
  • Performs a variety of duties independently in support of functions delegated to the assigned administrator; interprets and applies rules and regulations as appropriate. (E)
  • Prepares correspondence independently or from oral instructions; drafts, prepares, and edits a wide variety of materials such as correspondence, reports, surveys, forms, charts, and other documents; utilizes the computer to perform advanced-level word processing functions including complex formatting of documents, creating charts, developing spreadsheets and using a variety of software; verifies data for accuracy, completeness and compliance with established procedures; inputs and retrieves computerized data. (E)
  • Greets visitors, initiates and answers telephone calls, screens and directs calls and visitors to appropriate personnel; responds to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations; exercises discretion and confidentiality in evaluating and/or resolving problems and complaints, including security and safety issues. (E)
  • Coordinates communication and activities with other District departments and personnel, students, educational institutions, vendors, other outside organizations and the public; obtains and provides information regarding District personnel and the general public regarding District programs, policies, procedures, and regulations. (E)
  • Develops schedules related to division activities and services; assembles information, verifies accuracy and inputs or oversees the input of information into the computer; processes data according to established procedures and timelines; processes division schedule changes, post notices accordingly. (E)
  • Assists in budget preparations; maintains records of expenditures and other financial records. (E)
  • Organizes, establishes filing and record keeping systems; maintains a variety of files, and records including those of a sensitive and confidential nature. (E)
  • Compiles information and data from a variety of sources for reports and assist in the preparation of statistical and narrative reports from a variety of sources; conducts research as required; prepare, duplicates, and collates materials. (E)
  • Schedules meetings and appointments for assigned administrator; prepares agenda items for meetings; maintains records, attends meetings and prepares minutes for distribution to appropriate personnel. (E)
  • Receives, opens and routes mail; orders, issues, and maintain department supplies and forms; orders and disburses a variety of materials to other departments; faculty, student and the community. (E)
  • Provides training and work direction to student assistants, hourly personnel and others as assigned; participates as requested in hiring personnel and provide input regarding performance evaluations. (E)
  • Schedules classroom and facilities use; coordinates with facilities and necessary personnel; initiates and assists at special events and performs research and other special projects; coordinates activities between the administrators and staff, students, the public or other District or campus officials; obtains and provides information, coordinates student and public activities and resolves problems. (E)
  • Completes and submits forms related to staff absences and/or leaves and prepares payroll reports.
  • Processes new hires and resignations including request for phone extensions, network accounts, Banner access, email, keys, general supplies, and assembles new hire packets for disbursement.
  • Acts a liaison between the Dean and the Inter Club Council, their advisors, the Associated Student Association-student government members and the Student Trustee.
  • Provides appropriate interface between the community, business representatives, students, faculty and the dean. (E)
  • Maintains efficient tracking of all tasks and projects to ensure timely completion of all tasks and projects essential to the business of the division. (E)
  • Prepares brochures and program flyers. (E)
  • Takes and transcribes dictation and utilizes transcription equipment; maintains confidentiality of sensitive information as appropriate. (E)
  • Performs other related duties as may be assigned.
    • MINIMUM QUALIFICATIONS

    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.


    KNOWLEDGE OF:

    • 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.

    ABILITY TO:

    • 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.

    OTHER INFORMATION

    WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES: Provides work direction to student and hourly workers as required.


    CONTACTS: Co-workers, faculty, students, vendors, outside agencies, military recruiters, and the general public


    PHYSICAL EFFORT:

    • 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.

    WORKING CONDITIONS:

    • Office environment

    • Constant interruptions

    APPLICATION PROCESS

    This position requires the following documents to be attached to your online application in order to be considered:

  • Application
  • Current resume
  • Letter of Intent (Cover Letter)
  • Transcripts confirming all course work
  • Typing Certificate with name, net words per minute, and dated within a year.

    • Your application and any required attachments must be submitted by March 26 2025.

    Applications with incomplete information (i.e., statements such as "see resume") or missing documents will not be considered.

    VISA
    AVC does not sponsor visas.

    ACCOMMODATIONS
    If you have, any questions or concerns or require accommodations for the application process in compliance with the Americans with Disabilities Act, please contact the Human Resources Office at (661)722-6311.

    EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER AND COMMITMENT TO DIVERSITY

    Antelope Valley Community College District (AVC) is committed to employing administrators, faculty, and staff members who are dedicated to student success. AVC recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for all students.

    AVC is committed to hiring processes that support equal opportunity, diversity, and provide equitable consideration for all candidates as required in federal and state laws and regulations. To find out more about AVC, please visit our website at avc.edu.

    Thank you for your interest in employment opportunities with Antelope Valley Community College District.

    ______________________________________________________________________
    Annual Security Report is provided by Antelope Valley College for prospective students and employees. A copy of this report is available at http://www.avc.edu/administration/police/

    Organization

    Antelope Valley College is a comprehensive community college in the California Community College System dedicated to providing services to a broad range of students with a variety of educational goals. Antelope Valley College is dedicated to providing educational programs and services as expressed in the California Master Plan for Higher Education. The College is committed to equal educational opportunity and reinforces that commitment through a program of active affirmation of diversity.

    Antelope Valley College is dedicated to meeting the dynamic needs of a changing community. The College addresses the educational needs of a diverse and evolving population. The College recognizes that it is uniquely capable of responding to the requirements of regional business, industry, and public service, as well as the social and cultural needs of the Antelope Valley.
    Antelope Valley College affirms the rights of the individual and respects human dignity. The programs and activities of the College foster the individual's ability to think clearly, critically, and independently to meet the demands of an increasingly complex society. The student is the primary concern of the College. The curriculum, activities, and services of the College help students understand their physical, cultural, ethnic, and social environment. The preservation of academic freedom provides a college environment in which students and faculty can examine ideas freely.

    This philosophy is reflected in the curriculum, the student-faculty relation-ships, the services and resources, and the policies of the College.

    Antelope Valley College, a public institution of higher education, provides a quality,comprehensive education to a diverse population of learners. We are committed to student success offering value and opportunity, in service to our community.

    We offer:

    Associate Degree Programs

    Associate degree programs comprised of general education courses, proficiency requirements, designated courses in a specific major or area of emphasis. Associate degrees provide students with “the ability to think and to communicate clearly and effectively both orally and in writing; to use mathematics; to understand the modes of inquiry of the major disciplines; to be aware of other cultures and times; to achieve insights gained through experience in thinking about ethical problems; and to develop the capacity for self-understanding.”

    Career Technical Programs

    Certificate and degree programs comprised of “essential career technical instruction” in a variety of business, technical, and occupational courses designed to enhance students’ knowledge and skills leading to employment, career advancement, certification, and state or federal licensure. We award both Chancellor’s Office approved Certificates of Achievement and locally approved Certificates of Proficiency.

    Transfer/General Education Courses

    Transfer/general education courses in communication and critical thinking, the physical and biological sciences, arts and humanities, social and behavioral sciences, and technical education. Completion of these courses allows students to fulfill degree requirements or enroll in upper division courses and programs at accredited four-year institutions through our articulation agreements.

    Basic Skills Courses

    Basic skills courses in reading, writing, mathematics, English as a Second Language, and learning and study skills. These courses offer students essential foundation skills that are necessary for success in college-level degree applicable courses.

    Student Support and Instructional Support

    A variety of services in academic, career, and personal counseling, in library instruction and course support, in learning assistance. These services support the needs of students in pursuing and achieving their educational goals.

    Workforce Preparation and Economic Development

    Workforce programs, job preparation courses (non-degree applicable) and a variety of services that contribute to the educational and economic well being of the community.

    Personal Enrichment and Professional Development

    Community service offerings, non-credit, not-for-credit classes and services that develop the knowledge, skills and attitudes necessary for students to be effective members of the community. These classes enhance the community’s social, cultural, and economic well being. Non-credit course offerings may lead to a Certificate of Completion and/or Certificate of Competency.

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