Administrative Associate II, Instruction

Administrative Associate II Position

We have an exciting opportunity for an Administrative Associate II position located at our campus in Menifee, CA. Under the general supervision of the Vice President of Instruction, the Administrative Associate II, Instruction provides a wide variety of administrative and support duties. The Administrative Associate II, Instruction acts as liaison between the Vice President of Instruction and reporting departments.

Conditions of employment: This position serves District-Wide; applicants may be assigned to any district facility. Work hours and worksite locations are subject to change depending on department needs. A six-month probationary period must be successfully completed before the selected candidate is considered a permanent employee of the district. This position is in the California School Employees Association bargaining unit. For more information, please visit their website.

Essential Duties and Responsibilities

• Receive and screen visitors, schedule appointments, screen telephone calls and make referrals to the Vice President of Instruction or appropriate staff members as required
• Prepare and review reports, requisitions, and confidential and statistical materials which require the use of some independent judgment
• Attend meetings and take minutes as needed, transcribe, duplicate and distribute minutes of meetings as appropriate
• Post data to files and records, check documents for completeness, accuracy and conformity to proper department and District procedures
• Organize office activities, files, records and perform varied and specialized typing, editing and proofreading including letters, memorandums and reports
• Operate a personal computer with access to faculty and student records and administrative files using word processing, electronic spreadsheets and other related software applications, calculators and typewriters
• Order and maintain office supplies, prepare purchase requisitions in accordance with approved procedures, schedule maintenance and repair of equipment
• Assist in the preparation of department budget
• Maintain records of budget expenditures and keep a running account of balance and expenditures against budgeted allocations and provide the Vice President of Instruction with periodic reports regarding account balances
• Review requisitions for proper account numbers and check account balances for sufficient funds
• Assist in the preparation of curriculum proposals, class schedules and teaching assignments as appropriate for the department
• Maintain and prepare Master Instructional Services calendar
• Serve as the monitor of the Instructional Services website
• Assist in district wide room scheduling
• Review records of hours worked and maintain records for classified staff and adult/student hourly staff assigned to the department
• Train and provide direction and guidance to lower level classified staff and student workers assigned to the department

Knowledge, Skills, and Abilities: The incumbent should possess knowledge of correct grammar, spelling and punctuation, office methods, procedures and practices. The incumbent should possess skills in working effectively as a team member, meeting schedules and timelines, communicating effectively both orally and in writing, maintaining documentation and records, handling multiple assignments simultaneously and set priorities based on customer needs. The incumbent should possess the ability to coordinate many different duties, determine the relative importance of each, set deadlines and complete projects accordingly, quickly learn, independently interpret and apply a variety of complex academic/organizational policies and procedures, trace clerical processing errors, explain a variety of complex procedures and policies, perform complex administrative work involving independent judgment, accuracy and speed, establish format and spatial relationships for correspondence, charts and reports using a computer word processing, spreadsheet and/or database programs, prepare clear and concise correspondence of a routine nature, screen mail, telephone calls and visitors, perform arithmetic computations, type at 50 words per minute (corrected rate), establish and maintain cooperative and effective working relationships with others, including those from a diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff.

Qualifications and Requirements

Minimum qualifications: A high school diploma or GED AND four (4) years of professional experience in general clerical work, INCLUDING two (2) years performing professional administrative duties. Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff.

***To ensure a fair and compliant screening process, application materials must only include minimal personal information. Application materials must not include your date of birth, Social Security number, photographs, URLs, QR codes, LinkedIn profiles, or any other embedded links directing to personal information or external websites. The only exception applies to transcript documents where certain information may appear by default. Application submissions containing any of the above items will be marked as incomplete and will not be considered***

Substitutions for meeting the minimum qualifications of this position are allowed. Please refer to the Substitution Policy included in the Tips for Applying section.

Desired qualifications: Two (2) years of experience in an educational environment, budgeting experience.

Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential job functions. Environment Work is performed primarily in a standard office setting with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may travel from site to site and may interact with staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. Physical This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Primary function requires sufficient physical ability and mobility to work in an office setting and travel from site to site; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist; to lift, carry, push, and/or pull light to moderate amounts of weight up to 25 pounds, including push and pull drawers open and closed to retrieve and file information. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate office equipment requiring repetitive hand movements and fine coordination; and to verbally communicate to exchange information. Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various College and meeting sites. Vision See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment. Hearing Hear in the normal audio range with or without correction.

The College

To learn more about Mt. San Jacinto Community College District, visit.

Benefits

Benefits depend on job classification: MSJC offers benefits to permanent, full-time and part-time employees. Detailed information is provided during employee New Hire Benefits Orientation. To review the Benefits Summary, click here.