Administrative Assistant (Distance Learning)

Sierra Community College•Rocklin, CA

10h•Hybrid

About The Position

Sierra College is committed to equity and inclusion and seeks a candidate who can support individuals from diverse backgrounds. This role performs administrative duties in support of an assigned area, including accounting, budget management, instructor onboarding, outreach, class scheduling and monitoring, and event planning. The position provides information and assistance, including confidential matters, to staff, students, and the public, and undertakes special projects. The role requires a strong understanding of and ability to support individuals with varying backgrounds, including persons with disabilities, various gender identities and sexual orientations, and individuals from historically underrepresented communities.

Requirements

Equivalent to the completion of the twelfth grade or GED.
Supplemented by college-level coursework in business administration, accounting, or a related discipline.
Three years of increasingly responsible administrative and clerical experience.
Knowledge of accounting, budget preparation, and administrative support processes, including procurement, contract processing, business writing, office management, public relations, record keeping, and filing systems.
Knowledge of Sierra College operations and the assigned division/department.
Knowledge of methods and procedures for planning and scheduling classes and programs.
Knowledge of communications, marketing, and public outreach principles.
Knowledge of basic HTML coding for website updates.
Knowledge of digital communication tools and social media platforms (e.g., Facebook, Instagram, Twitter, OptiSigns).
Knowledge of basic emergency preparedness, Incident Command Systems, and District response procedures.
Knowledge of referral agencies, services, and departments on and off campus.
Knowledge of Federal, state, and local laws, codes, and regulations, including the State Education Code, collective bargaining agreements, and FERPA.
Knowledge of basic research methods and techniques.
Knowledge of moderate to complex mathematical concepts.
Knowledge of English usage, grammar, spelling, punctuation, vocabulary, proofreading, copy writing, editing, and formatting.
Ability to plan, develop, schedule, coordinate, and monitor classes, schedules, and programs.
Ability to exercise sensitivity to and understanding of diverse backgrounds of students, faculty, and staff.
Ability to provide specialized assistance, training, and information.
Ability to analyze and resolve confidential, difficult, and sensitive situations.
Ability to write, edit, and prepare written marketing materials and social media posts.
Ability to occasionally work outside of regular business hours in emergency situations.
Ability to use sound judgment in recognizing scope of authority.
Ability to plan and coordinate logistical arrangements for special events, activities, and meetings.
Ability to plan and organize work to meet schedules and deadlines with frequent interruptions.
Ability to implement and maintain filing systems.
Ability to utilize office procedures, methods, and equipment, including computers, technology, and applicable software applications, including Banner ERP and course schedule software.
Ability to maintain confidentiality of information.
Ability to monitor and maintain budgets and supporting documentation, and make calculations.
Ability to follow oral and written directions.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to research, compile, analyze, interpret, and disseminate data.
Ability to compile information and prepare business correspondence and reports.
Ability to take and transcribe notes from meetings.
Ability to provide general work training, guidance, and supervision assistance.
Ability to establish and maintain effective working relationships.
Ability to work independently and collaboratively.
Ability to apply District policies and procedures.

Nice To Haves

Understanding and ability to successfully support individuals with varying backgrounds, including persons with disabilities, various gender identities and sexual orientations, and individuals from historically underrepresented communities.

Responsibilities

Performs clerical, technical, and administrative activities to support office operations, including producing correspondence, ordering and monitoring supplies, coordinating equipment service, updating intranet items, and making travel arrangements.
Greets, receives, and screens visitors, mail, emails, and telephone callers in a sensitive, trauma-informed, and culturally inclusive manner, referring matters as needed and responding to inquiries while maintaining confidentiality.
Maintains calendars, schedules, and coordinates meetings, activities, and events, including logistical arrangements and audiovisual support.
Assists employees with technology issues (e.g., Zoom/Teams, software applications) and directs users to resources.
Collects, researches, verifies, summarizes, records, and evaluates information; prepares and distributes data and recommendations; verifies forms and reports for accuracy and compliance; maintains and generates reports from databases.
Establishes and maintains various filing systems, including electronic, cloud-based, hard copy, and confidential files.
Records and verifies employee time sheets; calculates and processes stipends, Special Assignment Request Forms (SARF), and Special Assignment Agreements (SAA); prepares and submits substitute paperwork; generates and proofs faculty pay reports; monitors and tracks classified leave requests and balances; liaises with Human Resources for accident reporting.
Assists in budget administration, including preparing and managing budgets, processing transfers, invoices, contracts, reimbursements, and requisitions; receives and deposits monies; reconciles budgets; tracks purchases and deliveries; coordinates price quotes and ensures compliance; meets fiscal deadlines and completes year-end processes.
Works with management to develop annual budgets, evaluates financial reports, prepares budget augmentation requests, and prepares budget status reports.
Provides information and answers questions regarding budget processes, guidelines, regulations, and procedures to department users and employees; serves as a liaison between Business Services and division/department staff.
Collaborates with management and Business Services staff on allocated grants, ensuring understanding of contract obligations, establishing data collection procedures, and developing grant report schedules; monitors completion of objectives and prepares financial documents for reporting and audit requirements.
Supports the preparation of audit schedules and assists with year-end closing and audit processes.
Assists with building and adjusting class schedules using data, calculating hours and credits; tracks curriculum changes; enters, edits, tracks, and audits curriculum changes; monitors enrollment data to recommend class additions or cancellations.
Facilitates schedule production coordination, develops class scheduling timelines, communicates requirements, and provides technical assistance to deans and faculty; coordinates and monitors faculty loading, reassignments, release time, absences, and office hours; generates and distributes assignment letters and faculty loading reports.
Plans, coordinates, monitors, and evaluates non-credit classes and special programs; assesses and recommends future course development; researches potential class opportunities and sites; analyzes enrollment figures and feedback to determine viability and need; updates databases and cancels classes due to low enrollment.
Coordinates classroom utilization between divisions and locations; reserves and releases room schedules; researches room charts and initiates requests to reserve rooms; arranges campus and off-site facilities.
Assists management with student conduct or grievance issues, partnering with District staff and Community Safety as needed.
Assists with special event planning and coordination, including working with vendors and staff; prepares event documentation and tracks event budgets.
Provides intra- and inter-departmental communications through administration of records and reports.
Coordinates, schedules, compiles, tabulates, and transcribes confidential student comments and processes faculty member performance evaluations.
Provides support and assists assigned area with campus closures and emergency procedures.
Coordinates and supports the logistical completion of contract submission to the Board of Trustees.
Attends meetings and trainings related to the area of assignment; provides staff support to committees; takes notes and prepares agendas and minutes.
Provides general work training, guidance, supervision assistance, and directs activities of students, temporary employees, or District staff.
Performs related duties that support the overall objective of the position.