Administrative Assistant - School of Nursing (IN-HOUSE ONLY)

Coast Community College District•Huntington Beach, CA

4d•Onsite

About The Position

This position supports the School of Nursing at Golden West College. The Administrative Assistant performs specialized administrative support duties for administrative projects, workflow, and support activities for an office and related functions. This position is grant funded, and its continuation is contingent on available grant funds. The Golden West College School of Nursing's mission is to provide accessible, affordable, and intellectually stimulating education that results in the student's successful completion of the nursing program, leading to an Associate Degree in Nursing and eligibility for Registered Nurse licensure. The Administrative Assistant classification requires the ability to carry out projects involving data from other departments and sites, research and gather information for reports and special studies, and research and review records for compliance, due process, reimbursements, and external reporting. This role is part of a multi-level career path for administrative support.

Requirements

One year of post-secondary education in a business profession.
Three years of experience in an administrative support capacity.
Demonstrated evidence of responsiveness to and understanding of the racial, ethnic, disability, gender identity, sexual orientation, socioeconomic, academic, and cultural diversity within the community college student population, including students with different ability statuses (e.g., physical and/or learning) as these factors relate to the need for equity-minded practice within the classroom.
In-depth knowledge of office practices, procedures and equipment, including the design and organization of filing systems, and letter and report writing.
Working knowledge of computer-based software programs that support this Administrative Assistant level of work, including, but not limited to, word processing, spreadsheet, presentation graphics, desktop publishing, special applications used by the organization unit, and data entry onto custom databases.
Basic skill at facilitating small group problem-solving processes.
Sufficient math skills to perform financial, numeric, and other record keeping.
Sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence and reports.
Sufficient human relations skills to work cooperatively with diverse teams, convey technical information, solve problems, and exercise sensitivity when dealing with internal and external customers, and convey technical concepts.
Ability to perform the essential responsibilities and functions of the position.
Ability to accurately take and transcribe notes and/or meeting minutes/recollections.
Ability to learn, interpret, explain and apply knowledge of District, college and department organization, operations, programs, functions, special terminology used in the organization unit, and labor agreements to relieve an administrator or program director of a variety of administrative details.
Ability to learn and apply knowledge to support development processes, to know recording and monitoring master calendar and school schedules, interpret budget information, and processing payroll transactions.
Ability to prepare spreadsheets, graphs and charts.
Ability to learn about basic budgeting, and of information systems used by the District within a reasonable time frame.
Ability to plan, organize and prioritize work in order to meet schedules and timelines.
Ability to maintain confidentiality of private and sensitive information.
Ability to communicate with parents, students, staff, and the public using patience and courtesy, and in a manner that reflects positively on the department, college and District.
Ability to maintain productive and cooperative working relationships with others.
May require a valid driver license.
Applicants must be authorized to work for ANY employer in the U.S.

Nice To Haves

An Associate’s degree is preferred and will substitute for some experience.

Responsibilities

Performs administrative support involving administrative, technical, and logistics services, applying working knowledge of the functions, policies, and procedures of the division/department and their implications to other functions.
Interprets and conveys policies and procedures, referring difficult or sensitive matters to an administrator, and responds to inquiries about programs and services.
Organizes work by researching and setting up business and academic calendars and cycles, establishing and sequencing deadlines and timelines for projects, activities, and submissions.
Provides support to, and may coordinate departmental projects and events, integrating them with ongoing work routines, including compliance and performance reporting, and enrollment and transfer processes.
Collects, updates, and maintains data and files, such as those used in special student programs, and reviews and enters data using established data entry screens and formats.
Provides administrative support to special processes including committees and special subject group meetings, preparing forms, revisions, and final documents.
Takes notes and prepares meeting recollections, and prepares a variety of materials such as letters, memoranda, reports, and statistical data from rough drafts or instructions.
Researches and may prepare requisitions and claims for reimbursable services, and initiates communications to resolve matters with vendors, government agencies, and other service providers.
Assists an administrator or designee with personnel-related transactions such as tracking leaves, time and attendance, and employing part-time and temporary staff, and may assist or coordinate on-boarding of new hire employees.
Schedules appointments and arranges meetings, prepares schedules, informs participants, and may make travel reservations.
Prepares documents on behalf of the administrator, such as agreements and contracts for services, performance appraisals, proceedings, and reports, and processes documents for approval.
Assists one or more administrators with developing organization unit budget proposals, maintaining communications with work sections on status and information needs, and researches and identifies reimbursable services.
Maintains department approved budgets, transaction records, and audit trails, including those for projects and grant-funded activities.
Researches and may reconcile expenditures and initiates budget allocation changes and reassignments of funds, working with accounting staff to ensure compliance.
May collect cash, reconcile and balance departmental financial accounts.
May update content to division’s web pages as approved by the supervisor.
Performs other related duties as assigned that support the objective of the position.
Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.