Administrative Assistant II, Distance Education

Chaffey College•Rancho Cucamonga, CA

12d•Onsite

About The Position

Under general supervision, performs a broad range of secretarial, administrative, and technical assistance functions for an administrator. This role requires control over the release of sensitive information and frequent independent judgment within assigned responsibilities, with the latitude to initiate action on behalf of the supervisor.

Requirements

Demonstrated evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds in a community college environment.
Completion of high school with responsible secretarial or administrative support experience involving extensive public contact and interfacing with various levels of management.
Knowledge of proper English usage, grammar, vocabulary, punctuation, and spelling; and ability to prepare business correspondence.
Knowledge of arithmetic; ability to analyze documentation for accuracy, completeness, and compliance with required procedures and regulations.
Ability to type 60 net words per minute.
Ability to take and transcribe meeting notes.
Ability to operate computer systems used in assigned office.
Must possess ability to understand various software packages and adapt to changes in technology.
Ability to learn, apply, and communicate complex policies, procedures, and regulations relevant to the assigned office.
Ability to organize and coordinate office procedures, coordinate the work of others, and prioritize workload.
Ability to perform complex secretarial and technical tasks within defined deadlines.
Ability to maintain accurate and orderly records and files.
Ability to use initiative and judgment in working independently while recognizing matters that should be referred to supervisor.
Ability to follow written and oral directions.
Ability to communicate effectively orally and in writing, and to establish and maintain cooperative working relationships with staff, administrators, faculty, students, and others contacted in the course of performing assigned duties.
Being able and ready to work in-person with Chaffey students, Chaffey employees, or other members of the Chaffey community/Chaffey partners/Chaffey contractors is an essential function of this job.

Nice To Haves

Experience in a community college environment.

Responsibilities

Compiles information, prepares and processes complex documents such as class schedules, college catalog, master dictionary, curriculum guides, and procedure manuals according to established guidelines.
Assists in the development and preparation of reports, board items, budgets, and grant proposals; verifies information and calculations; collects data and provides research assistance for various studies and reports.
Assists in monitoring budget expenditures, researches variances and discrepancies, and recommends changes to budget accounts.
Prepares and processes purchase orders and requisitions.
Prepares, processes, or verifies personnel documents; assists in the notification and processing of evaluations; and prepares and secures employee timesheets and leave statements.
May function as office coordinator for a college service area; coordinates work of clerical staff in various component programs; assesses hourly staff skill levels and provides or arranges training as needed; coordinates accounting systems of component programs.
Serves as liaison between supervisor, program, or division, and various groups such as other college staff, students, or community groups.
Provides technical assistance to other staff in areas such as budget preparation, recordkeeping, editing, computer, and software usages.
Attends meetings on behalf of supervisor as assigned.
Monitors progress of assigned projects; maintains complex recordkeeping systems and schedules; assists instructional staff in developing and coordinating class schedules.
Coordinates specific activities and events of assigned office and arranges for ancillary services, such as student government elections, program registration, classes, seminars, conferences, and fund-raising events.
Maintains updated knowledge and records of regulations and requirements applicable to the assigned office; monitors transactions, programs, and services to ensure compliance.
Organizes office systems; recommends policies, procedures, and program activities.
Maintains calendars, schedules appointments, arranges meetings, and makes travel arrangements.
Types, edits, and formats a variety of instructional and administrative materials; composes correspondence from general instructions; may take and transcribe dictation and prepare minutes of meetings.
Uses a variety of office equipment including word processor, computer terminal, printer, calculator, and copy machines.
Sorts and distributes mail; answers phones; screens and routes calls and visitors; provides information to staff, students, and the public regarding programs and functions of the assigned office.
Maintains a variety of logs, files, and records including files of a supervisory and/or sensitive nature; controls the release of sensitive information to authorized personnel.
May maintain and audit financial records related to the assigned office, monitor budgets, and collect and account for money, disburse checks, and assist in budget preparation.
Provides technical assistance in requisition processing and scheduling classes.
Performs related duties as assigned.