Academic Division Administrative Assistant - School of Letters, Humanities & Communication Studies (2021)
For full details and to apply, go to https://jobs.miracosta.edu/postings/2782
Type of Assignment: Full Time
Assignment Category: Regular Position
One regular, part-time position, 26 hours per week, 12 months per year starting in January 2022 reporting to the Dean of Letters, Humanities & Communication Studies at the San Elijo Campus in Cardiff. The work schedule will be Monday through Thursday, 2:30 pm - 7:00 pm and 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.
IMPORTANT: MiraCosta College requires that all employees be fully vaccinated against COVID-19 in order to promote a safe and healthful workplace for employees and to promote the health and safety of our campus community. Unvaccinated employees are at greater risk of contracting and spreading COVID-19 within the workplace and to the college community that depends on college programs and services. As of August 23, 2021, all employees must submit proof of vaccination or request and receive approval for a medical or religious exemption prior to their start date. For more information, please visit https://www.miracosta.edu/covid/covid-vaccination-requirements.html.
Salary Range: 21
Compensation: Starting at $3,494.62 per month (range 21, step 1 on 2021-2022 classified salary schedule).
Employees must make arrangements for the direct deposit of paychecks into the financial institution of their choice, via electronic fund transfer.
A full benefits 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).
Position Term in Months: $Term
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 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 Essential Duties, Other Duties, and Desirable Qualifications.
4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated in this job posting. 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 https://www.ctc.ca.gov/docs/default-source/leaflets/cl635.pdf?sfvrsn=6. Transcripts or translations in English still require the evaluation to show the U.S. equivalence of your degree.
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) proof of being fully vaccinated* for COVID-19 or requesting and receiving approval for a medical or religious exemption; 2) successful completion of a pre-placement physical exam at district expense; 3) submission of a current tuberculosis test clearance; 4) proof of eligibility to work in the United States; 5) fingerprint clearance; and 6) approval by the Board of Trustees.
*Individuals are considered fully vaccinated against COVID-19 two weeks or more after they have received the second dose in a 2-dose series (e.g. Pfizer-BioNTech or Moderna), or two weeks or more after they have received a single-dose vaccine (e.g., Johnson and Johnson [J&J/Janssen).
Retired STRS members are not eligible for this position.
Under general supervision, perform difficult and responsible administrative and operational support duties for faculty; assist the department chair and dean with administrative projects and maintain records and draft reports; process payroll, personnel requisitions, purchase orders and maintain supplies; and perform related duties as assigned.
An Academic Division Administrative Assistant differs from Administrative Assistant to the Dean in that incumbents in the latter class provide specialized administrative support to a dean, such as budget analysis and grant administration, tracking faculty tenure, loads and reviews and program information.
Essential Duties & Responsibilities:
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 full and part-time faculty, the department head and dean; independently perform research for program administrators and faculty on specific student/department issues, classes, schedules and programs and resolve routine issues; act as a liaison for the department head with other departments and faculty; coordinate information from a variety of sources to compile, update and maintain a variety of schedules and calendars for assigned departments.
2. Coordinate the faculty and instructor absence notification process; notify students via signs and emails; update payroll system and maintain physical records.
3. Perform advanced administrative support including maintaining student, personnel, payroll and financial records, files and databases; receive and track confidential student and faculty data; develop, track, analyze and report administrative processes, metrics and documents including scheduling rooms and tracking office hours; research, obtain and reconcile key data and statistics from various sources for program reports, proposals, in-services, program reviews and other documents.
4. Input data and prepare and process purchase requisitions, purchase orders and check requests; verify the accuracy of receipts and invoices, enter account codes, validate sufficiency of budget and process for payment; monitor department budgets; purchase supplies and materials and/or authorize expenditures according to established guidelines; prepare and process expense-related forms including travel requests and reimbursements, petty cash and expense reports.
5. Coordinate the associate faculty evaluation process; create and maintain sensitive and confidential tracking spreadsheets and personnel files; create lists and notify associate faculty to be evaluated following established processes and procedures; coordinate timeline and distribution of class visitations with full-time faculty and collect completed documentation; coordinate the distribution and collection of student surveys, scan completed surveys and generate results reports; coordinate evaluation signatures and send to Human Resources.
6. Coordinate full and part-time staff payroll; process personnel requisitions; collect and audit documentation supporting staff time logs and ensure conformance to work hour restrictions; compute and categorize pay according to departmental/program billing accounts; ensure accurate usage of funding codes and calculate departmental/program billing; prepare timecards; provide confidential and efficient recordkeeping; assist the Payroll Department with resolution of payroll issues.
7. Using standard office software, compose and/or type memoranda, correspondence, reports, census rosters, department schedules, instructional materials, spreadsheets, forms and other documents; duplicate and maintain confidentiality of exams; draft, proofread and/or edit a variety of materials; take, transcribe and distribute meeting minutes.
8. Create, develop, maintain and update specialized and custom forms, databases, logs, files, records and reports to support technical work processes in areas of responsibility; design, develop and maintain spreadsheets and databases requiring data interpretation and manipulation; track and maintain federal, state, grantor and district-required data and student outcomes and prepare for submission or reporting.
9. Schedule appointments and make meeting arrangements; assist with the development and coordination of departmental special events; assist with setup and cleanup for various meetings and events; contact vendors for food orders, materials, supplies and audio-visual equipment; handle other meeting and event logistics including soliciting volunteers and coordinating student workers.
1. Provide backup to other department 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. Update and maintain department-specific website and social media accounts.
5. Receive and distribute mail.
6. Check out and check in keys.
7. Perform related duties as assigned.
1. Principles, practices, concepts and techniques used in customer service, public relations and community outreach.
2. Modern office practices, procedures and equipment including computers and applicable software programs.
3. The districts 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. Associate Faculty Handbook and Collective Bargaining Agreement as it relates to attendance and evaluations.
6. Payroll procedures and operations.
7. Math and basic accounting techniques.
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. Establish priorities and work effectively and independently with many demands on time.
5. Analyze situations accurately and adopt effective courses of action.
6. Maintain confidentiality of district and student files and records.
7. Make calculations/tabulations and accurately process and review fiscal and related documents.
8. Assist in preparing and monitoring a program or department budget.
9. Track statistical information utilizing complex spreadsheets and databases.
10. Communicate effectively, both orally and in writing.
11. Understand and follow written and oral instructions.
12. Operate a computer and standard business software.
13. Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues.
14. Establish and maintain effective working relationships with all those encountered in the course of work.
15. Work independently without direct supervision.
Education & Experience:
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:
Graduation from an associate degree program and three years of progressively responsible clerical/administrative support experience; or an equivalent combination of training and experience.
NOTE: For work experience, one year is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.
- Proficiency in standard business applications including PeopleSoft, Google Apps, and Microsoft Office (specifically Excel).
- Professional-level oral and written communication skills.
- Demonstrated ability to manage competing priorities.
- Demonstrated ability to deliver exceptional customer service.
- Demonstrated experience working responsively with other organizational departments, such as human resources and payroll departments.
Licenses & Other Requirements:
A valid California drivers license and the ability to maintain insurability under the districts vehicle insurance program.
The physical efforts described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light lifting and carrying of objects weighing up to 25 pounds; ability to work at a computer, including repetitive use of computer keyboard, mouse or other control devices; ability to travel to various locations on and off campus as needed to conduct district business.
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.
Primarily business office environment; subject to frequent public contact and interruption; intermittent exposure to individuals acting in a disagreeable fashion; occasional evening, weekend and/or holiday hours are required on an as-needed basis.
Posting Number: S21/22018P
Human Resources Contact Information: firstname.lastname@example.org or 760.795.6854
Job Close Date: 9/30/2021
Open Until Filled:
First Screening Date:
About MiraCosta College
MiraCosta College is one of California's 115 public community colleges. The district operates two campus sites and two centers, and offers a robust online education program. Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Both students and staff enjoy a friendly atmosphere and the feeling that we are all here to help one another. MiraCosta College is an Equal Opportunity Employer with a commitment to diversity, equity, and inclusion. For more details, please visit our website at https://www.miracosta.edu/office-of-the-president/board-of-trustees/_docs/3400BP-Diversity-Equity-Inclusion.pdf
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