Administrative Assistant to Senior Administrator - Merced, United States - California Department of Education

Description

Administrative Assistant to Senior Administrator


Salary:
$5, $6,437.00 Monthly


Job Type:
Full Time


Job Number:
Closing: 5/9/2024 11:59 PM Pacific


Location:
Merced College, CA


Department:
Range 2440 hours/week12 months/year

Interviews tentatively scheduled for June 5th, 2024Merced College is a midsized community college located in California's Central Valley.

Incorporated in 1889, Merced offers historical sites, affordable housing, and access to the Bay Area and Sacramento, and is the Gateway to Yosemite National Park and the Sierra mountains as well as home to the University of California Merced campus.

Our tree-shaded growing community of 80,000 includes multiple biking and walking trails as well as access to several lakes - large and small - throughout the county.

The college is currently in a time of exciting innovation.

We're seeking an Administrative Assistant to the Associate Vice President to support the Office of External Relations/Foundation.

The right candidate for this position will bring solutions to streamline processes, be extremely organized, detail-oriented and have a strong ability to multitask.

If you excel in a high-energy and fast-paced environment, we encourage you to apply and be part of our dynamic team

Merced College Mission

At Merced College, students are our focus, and we are known by their success. We transform lives through education and workforce development.

Merced College VisionEnriching our community through educational experiences and support services:

• Degree/Certificate Programs
• Transfer
• Career Technical Education
• Workforce Training
• Lifelong Learning
• Basic Skills
• Community Engagement

Merced College promotes student success through equitable access, continuous quality improvement, and institutional effectiveness, all with a focus on student achievement

General Description:

Perform varied secretarial and clerical duties in support of a cabinet-level administrator; assists an administrator by planning, organizing, coordinating, and participating in the clerical operations related to the assigned responsibilities; or to have responsibility for performing a complete technical/clerical function with District-wide implications.

Examples of Duties


Essential Functions:

• Performs a variety of complex administrative duties for a cabinet-level administrator involving the use of independent judgment and an understanding of departmental and District policies, procedures, functions and operations
• Coordinates office work flow and functions
• Processes administrative details not requiring immediate attention of the administrator
• Collects, compiles, and digests information pertaining to related administrative or educational activities and prepares drafts of reports
• Receives information which may be of a technical or confidential nature
• Develops procedures to expedite transmittal of information or to facilitate implementation of policies and programs
• Answers correspondence independently
• Schedules, attends and participates in a variety of professional meetings, committees, and District events
• Takes and transcribes dictation
• Assists in preparing information for the budget and maintains budget records and files
• Prepares agenda and other information for meetings and conferences
• Prepare minutes and summaries of actions taken
• Assists in maintaining contact and communications with individuals, groups, and associations
• Assists in coordinating communications with other offices in the District
• Receives calls and gives out information where judgment, knowledge, and interpretation of policies, procedures, and regulations are necessary
• Receives complaints and takes steps to see that they are adjusted
• Exercises independent judgement and discretion in arranging appointments and itinerary for supervisor
• Prepares reports of financial and statistical data
• Maintains control files of matters in progress and expedites their completion
• Makes travel arrangements and creates travel itineraries, including airline, hotel reservations, car rental and other related activities for assigned executive administrator and groups, when necessary
• Prepares and maintains a calendar of events to ensure timely coordination of office activities and status of assigned projects; develops schedules related to District activities
• Handles projects requiring research, report writing and/or computerized spreadsheets, may assist or prepare materials for various manuals and may assist in the statistical analysis of data
• Performs technical/clerical functions requiring independent judgment and initiative
• Orders and issues supplies
• May supervise student assistants
• Other related duties as assigned

Knowledge of:

• Modern office practices and procedures, including the use of a computer
• Principles of office management
• Collection and organization of data and information
• Principles of business letter and report writing, including the use of appropriate English, spelling and punctuation

Ability to:

• Work independently
• Interpret and explain rules and policies
• Prepare and edit reports and other materials
• Compose letters independently
• Transcribe minutes for meetings efficiently and effectively
• Type at 60 net words per minute from clear copy
• Use standard computer applications, including word processing and data base
• Deal with the public and other District employees in an effective, tactful, and diplomatic manner
• Work cooperatively with others
• Promote and incorporate culturally affirming DEIA and anti-racist principles to nurture and create a respectful, inclusive, and equitable learning and work environment. In conducting their duties, staff members shall respect and acknowledge the diversity of students and colleagues.

Typical Qualifications


MINIMUM QUALIFICATIONS

Required:

• Associate's degree AND three (3) years of applicable experienceOR
• Bachelor's degreeOR
• The equivalent education and experience
• Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students

PHYSICAL DEMAND 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 with disabilities to perform the essential job functions.

Environment:

Work is performed primarily in an office environment with some travel to different sites; incumbents may be required to work extended hours, including evenings and weekends.

Physical:

• Hear and understand speech at normal levels
• Communicate so others will be able to clearly understand normal conversation
• Read printed matter and computer screens
• Stand or sit for prolonged periods of time
• Bend and twist, stoop, kneel, crawl, push, pull
• Reach in all directions
• Work at a desk, conference table or in meetings of various configurations
• Operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard

Vision:
See in the normal visual range with or without correction.

Hearing:
Hear in the normal audio range with or without correction

Supplemental Information


How to Apply:

• Submit a complete application by the closing date/time on the Merced College career pages at Documentation:
• Letter of interest addressing your qualifications for the position (cover letter)
• Resume
• List of three professional references (no reference letters permitted)
• Legible unofficial college transcripts; transcripts must include the degree major and date the institution granted the degree; official copies are not required unless applicant is hired

If Applicable:

• Foreign transcripts must include a U.S. evaluation and translation completed by an approved organization per the State of California Commission on Teacher Credentialing. the required documentation as listed above will be accepted for this recruitment. Any additional documentation will be removed from your application profile.

Interview Information:

Those applicants deemed highly qualified for the position will be invited to appear for oral interviews before a screening committee.

A limited number of candidates will be invited to interviews. Interviews will be scheduled on site.


Employee Benefits:

Health benefits for the employee and all their eligible dependents cost employee's only $12 per month and provide access to PPO medical coverage, PPO dental coverage, VSP Vision coverage, and more Please visit our more details about our incredible employee benefits.

In addition, sick leave and retirement benefits are also provided.


Condition of Employment:

The selected candidate must be fingerprinted and tested for tuberculosis at his/her own expense prior to the start of employment.

In compliance with the Immigration Reform Act of 1986, all new employees are required to verify their identity and the right to work in the United States.

All offers of employment are subject to approval by the Board of Trustees. The applicant must be able to perform the essential functions of the position with or without reasonable accommodations.

Individuals with disabilities may request any needed accommodation to participate in the application process. Please submit your request with your application to the Human Resources Office.

Merced Community College District is an Equal Opportunity Employer

To apply, visit

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Requirements / Qualifications

Requirements / Qualifications