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Job Description
Administrative Assistant, Senior
Posting Number: 0001956
Location: Los Medanos College
Salary: YEARLY: $65,424, step1 – $79,704, step 5 (see special instruction for initial step placement
Position Definition:
To perform a variety of highly responsible and complex administrative and secretarial duties in support of an assigned Vice President’s Office or other high-level executive manager.
Distinguishing Characteristics:
Administrative Assistant I -This classification performs less complex clerical, program, or instructional support assignments while learning District policies and procedures.
Administrative Assistant II – This classification is distinguished from the Administrative Assistant I by the performance of a variety of activities involved in the preparation of reports, scheduling and a broad range of complex administrative tasks.
Administrative Assistant III – This classification performs more complex administrative tasks and interpretation of policies and procedures with minimal supervision. Typically reports to a College Dean or other high-level manager.
Administrative Assistant, Senior – This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.
Examples of Duties/Essential Functions:
Duties may include, but are not limited to, the following:
Serves as administrative assistant to an assigned high-level executive manager such as a Vice President; participates and assists in the administration the Executive’s Office, relieving the executive of a variety of technical and administrative duties.
Serves as a liaison between the executive and the public, students, staff, and other campus officials.
Exercises good judgment and discretion in handling matters of a difficult and sensitive nature.
Assists assigned executive in meeting reporting requirements, functional responsibilities, and research objectives
Provides complex workflow and office coordination of assigned department or program area.
Maintains and updates web pages for assigned department.
Assists in the development and implementation of department or program goals, objectives, strategies and work plans.
Assists or gives guidance to staff, students and the public regarding departmental processes.
Assists in planning, scheduling and supervising department activities; researches and provides direction for the more difficult or complex questions pertaining to policies and procedures.
Participates in budget preparation and administration; prepares cost estimates for budget recommendations; examines and verifies fiscal records and expenditures; maintains budget records; reconciles budget accounts to ensure accuracy; receives invoices for purchases and arranges for payment of purchases.
Develops initiates and maintains a variety of files and records such as payroll, budget, staff vacation, sick leave and schedule changes.
Receives, classifies, reconciles, interprets, consolidates, and/or summarizes documents and information.
Maintains department/office records and balance information for control purposes, such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports.
Researches and prepares complex reports and analyses, including highly complex statistical reports, drawing data from a variety of sources within and outside of the department.
Prepares and proofreads a wide variety of documents such as course proposals, confidential memoranda, exams, class outlines, reports, schedules, and letters.
Operates a variety of office equipment, including photocopier, calculator, and computer.
May notify students of and post canceled classes.
Dispatches service requisitions; determines and assigns priorities of requests.
May serve as Secretary to a Committee; prepares agendas; schedules facilities; records and prepares minutes.
Performs related duties as assigned.
Minimum Qualifications:
Education/Experience:
EXPERIENCE AND TRAINING
Four (4) years of experience performing broad and increasingly responsible clerical and administrative duties.
EDUCATION/LICENSE OR CERTIFICATE
Possession of an Associate degree from an accredited college, or the equivalent.
Knowledge Of:
Modern office procedures, practices and technology/equipment.
Modern software applications (Microsoft Office Suite, etc.).
English usage, grammar, spelling, punctuation and vocabulary.
Skill To:
Skill/Ability to:
Keyboard with accuracy.
Perform responsible and complex clerical work with accuracy and speed.
Meet multiple established timelines and deadlines without immediate supervision.
Develop new procedures for the clerical and administrative operation of assigned area.
Interpret and communicate District or college rules, laws, and policies, and apply them using good judgment in a variety of procedural situations.
Carry out verbal and written directions independently.
Make mathematical calculations quickly and accurately.
Communicate effectively, both orally and in writing.
Serve students, staff and colleagues in a helpful and professional manner.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.
Ability To:
N/A
Desirable Qualifications:
- Strong ability to appropriately take initiative, anticipate department and supervisor needs, and to work independently with minimal direction.
- Strong written and verbal communication skills including political acumen in maintaining communications and professional relationships on behalf of the department
- Excellent organization skills and high attention to detail
- Ability to simultaneously complete multiple projects/assignments with changing parameters and deadlines
- Experience with preparing and maintaining confidential records
- Strong technological skills including ability to navigate multiple modalities (e.g. in-person, online, phone, video conferencing, remote), integrated software applications/systems (e.g., Microsoft Office Suite,Zoom, Tableau, Canvas) and work-related databases (e.g., Colleague, SARS, Starfish, and Symplicity).
Special Instructions:
Los Medanos College (LMC) serves about 10,000 students who pursue transfer preparation, career education, and skill building. Located in East Contra Costa County, Los Medanos College is the only higher education institution in one of the fastest and continually growing regions of the East Bay. Serving a highly diverse student population at multiple locations including the Pittsburg campus, Brentwood Center, and through a robust online learning environment, LMC provides our community with equitable access to educational opportunities and support services that empower students to achieve their academic and career goals in a diverse and inclusive learning environment. As a proud Hispanic Serving Institution (HSI) dedicated to equitable success for all students we seek a colleague for this position who operates with a growth mindset, is highly student centered, and who demonstrates a deep commitment to academic excellence, equity, and inclusion among students, staff, and faculty.
The Office of the Vice President of Student Services provides executive leadership, supervision and management of the college’s Student Services division with primarily student-facing programs and services including but not limited to: Admissions and Records, Athletics, Counseling, Disability Support Programs and Services, Financial Aid, Learning Communities, Outreach, Placement, Student Life, Transfer and Career Services, and Veterans. The primary functions of the office include divisional and institutional strategic planning, assessment, and budget development; collaborative leadership, support, and oversight for various college-wide and system-wide programs, initiatives, and services that involve interdisciplinary engagement of faculty, staff and students; administration and enforcement of policies and processes pertaining to student services, student conduct, disciplinary adjudication, and compliance (e.g. FERPA, ADA, Title IX, CCCAA); and, cultivation of community relations and partnerships in efforts to move the needle on student retention, persistence, and completion.
Reporting to the Vice President of Student Services, and working closely with other administrators, staff, faculty, students, and community members, this Administrative Assistant, Senior position is involved in planning, coordinating, and facilitating programs, activities, and services offered by the departments within the Student Services division. This position works to engage, establish, and maintain welcoming, culturally responsive, and cooperative working relationships with students, employees, and the community through a variety of e-tools in multiple modalities (e.g., in-person, online, phone, video conference). Areas of focus for this position include compilation, organization, maintenance, research, and/or analysis of complex budgets, plans, schedules, reports and confidential student records; extensive knowledge and understanding of the interpretation and compliant implementation of district, state and federal policies and procedures; preparation of agendas, minutes, and correspondence; and the ability to demonstrate dedicated commitment to student-centered outcomes that embody equity, inclusion, diversity, access, and/or social justice in daily work responsibilities.
Note: New employees will be placed at the first step which is $65,424 per year, second step $68,724 per year or third step at $72,204 per year (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $79,704 per year is reached on the salary schedule.
YEARLY: $65,424 (Step1) – $79,704 (Step 5)
Job Close Date: 1/8/2024
Open Until Filled: No
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