Administrative Assistant

Administrative Assistant

Salary: $61,777.00 - $75,977.00 Annually Location: Districtwide, CA Job Type: Permanent

Under general supervision, performs advanced administrative support for a Dean, Director or department head; creates and maintains documents, reports, records and files required for work processes; assists in budget development and tracking; performs complex scheduling and calendaring; provides staff support to committees, taking and posting agendas and minutes; coordinates event logistics; and performs related duties as assigned.

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.

• Provides clerical and administrative support to an administrative Dean, Director or department head; using standard office software, composes and/or types memoranda, correspondence, reports, agreements, contracts, presentations, spreadsheets, forms and other documents, often of a highly technical and sensitive nature; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; may take and transcribe dictation; ensures materials, contracts, reports and documents for signature are accurate and complete.
• Screens and responds independently to phone calls, correspondence and email inquiries regarding a variety of department matters, occasionally of a confrontational and disagreeable nature; acts as liaison in coordinating calendar and matters between the manager's office and other departments, divisions, educational and industry partners and vendors; represents the department in important interactions with department constituencies over the phone, in person and online; provides information and handles issues that may require sensitivity and use of tact and independent judgment; prioritizes requests and facilitates the completion of time-sensitive items and the flow of information; researches requests or complaints and refers matters to appropriate staff and/or takes or recommends actions to resolve issues.
• Coordinates administrative processes for department hiring for staff and faculty positions including submitting and tracking requisitions, assisting selection committee with materials and scheduling and preparing hiring paperwork.
• Coordinates full- and part-time staff and faculty payroll administrative processes at the department/division level, including auditing time logs, calculating sick leave and ensuring conformance to work hour restrictions; computes and categorizes pay according to departmental/ program billing accounts; ensures accurate usage of funding codes and calculates departmental/ program billing; tracks approved vacation and sick time for departmental staff.
• Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; creates and maintains electronic and physical filing systems.
• Creates and maintains spreadsheets and small application databases; reviews, submits and tracks requests for payments and purchase orders in accordance with District policies and procedures; assists in ordering textbooks, equipment and materials; reviews travel and conference expense forms; calculates budget usage and fund percentages; prepares budget variance reports and spending forecasts for management review; tracks multiple funding sources; may participate in grant administration functions including basic grant writing, collecting program data and generating performance reports.
• Maintains and coordinates a variety of manager and/or division calendars; makes meeting arrangements including preparing and posting agendas and notices; prepares and distributes agendas and supporting documents to appropriate parties; takes and transcribes meeting minutes; may serve as recording secretary to a committee; prepares and distributes follow-up letters and documentation; assists with setup and cleanup for special events; contacts vendors for food orders, supplies and audio-visual equipment; handles other meeting logistics.
• May provide administrative, logistical and technical support to the department; independently performs research as requested on a variety of topics and programs and resolves routine issues.
• May provide day-to-day lead work guidance and direction to other staff and student aides; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.

Other duties

• May coordinate the faculty evaluation process for tenured and adjunct faculty following established processes and procedures; creates and maintains sensitive tracking spreadsheets and personnel files; creates lists and notifies faculty to be evaluated; coordinates committee meetings, timelines, observations and documentation distribution and collection; coordinates the distribution and collection of student surveys; routes evaluations for signature.
• Receives and inputs a variety of information into computer systems; researches information in computer systems; assists with the preparation of forms and documentation; verifies accuracy of information with third parties; tracks student and other information related to District and college services and programs.
• May assist in developing and presenting professional development workshops/training sessions and marketing materials.
• Provides backup for other department or division office administrative support staff including Instructional Administrative Assistants.
• Interacts with other colleges, departments and with state and federal programs on behalf of the department/program or a student.
• May assist with priority registration of students such as cohorts of students from a variety of instructional modes.
• Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.
• Orders and replenishes an inventory of office materials and supplies.
• Performs related duties as assigned.

Knowledge, Skills and Abilities

Knowledge of:

• Modern office practices, procedures and equipment including computers and applicable software programs.
• Methods, practices, procedures and requirements for drafting a wide variety of documents, reports, presentations, contracts, regulations and other policies.
• General principles, practices and techniques used in customer service, public relations and community outreach.
• Department services, program goals, objectives, policies, procedures and practices.
• District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
• District payroll and general accounting system operations, practices and procedures.
• Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
• College and District organization, rules, policies and procedures applicable to departmental and division operations.
• District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.
• Applicable sections of the California Education Code and other applicable laws.
• Safety policies and safe work practices applicable to the assignment.
• Basic principles and practices of employee work guidance and direction.
• Personnel Commission Rules, Administrative Regulations, Human Resources procedures and collective bargaining agreements.
• Uses and operations of scanners, phone systems, computers, standard business software, and database and spreadsheet applications.

When Assigned to Allied Health:

• HIPAA regulations as they pertain to client information and medical records.

Skills and Abilities to:

• Assign and review the work of assigned staff.
• Communicate information accurately and effectively; understand requests for information or assistance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation.
• Compose clear, concise and comprehensive correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.
• Track and report statistical information utilizing complex spreadsheets and databases.
• Perform mathematical calculations; assist in monitoring departmental budgets.
• Analyze problems, evaluate alternatives and recommend or adopt effective courses of action in accordance with established policies and procedures.
• Set priorities and exercise sound judgment within areas of responsibility.
• Understand, interpret, explain and apply applicable laws, codes, regulations, policies and procedures.
• Maintain confidentiality of District and student files and records.
• Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
• Communicate effectively, both orally and in writing.
• Understand and follow written and oral instructions.
• Operate a computer and use standard business software.
• Type accurately at a speed necessary to meet the requirements of the position.
• Represent the District effectively in dealing with students, college and elected officials and the public.
• Exercise tact and diplomacy in dealing with sensitive, complex and confidential student issues and situations.
• Establish and maintain effective working relationships with all those encountered in the course of work.

Education and Experience

Graduation from high school or GED equivalent and at least four years of progressively responsible clerical support experience, preferably in an academic environment; or an equivalent combination of training and experience. An associate degree in a relevant field may be substituted for