Administrative Assistant (Non-Credit)

Victor Valley College • Victorville, CA

1d • Onsite

About The Position

The Administrative Assistant provides administrative and secretarial support for assigned management and department staff in the Non-Credit Department. Under general supervision, the position independently performs a variety of office duties, exercises judgment and initiative, and helps coordinate daily office operations. The role includes preparing and proofreading documents, supporting budgets and purchasing, processing records and forms, coordinating meetings and events, and responding to inquiries from students, staff, faculty, and the public. The position has no direct supervisory responsibilities.

This is a full-time, 12-month position with a stated annual salary of $67,836. The current schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m.; hours may change based on student or departmental needs. The position is non-exempt under the Fair Labor Standards Act.

Victor Valley College describes itself as a Caring Campus institution, emphasizing intentional, welcoming, student-centered practices that support connection, belonging, retention, and student success. Employees are expected to contribute to a collaborative environment and treat internal and external customers with respect, patience, and equitable consideration.

Requirements

• Equivalent to completion of twelfth grade, supplemented by specialized coursework in business administration or a closely related field.
• Three years of increasingly responsible administrative and secretarial support experience.
• Knowledge of relevant departmental operations; office administration; District purchasing, payroll, and facility-rental procedures; document preparation; budget monitoring; recordkeeping; business mathematics; applicable laws and regulations; safety protocols; customer service; English grammar and composition; and relevant computers, software, and business equipment.
• Ability to perform responsible administrative work with tact and discretion; interpret and apply policies and procedures; prioritize multiple requests; independently compose correspondence and reports; perform accurate calculations; review payroll transactions; track budgets; use computer systems and business equipment; maintain filing systems and confidential records; organize work and meet deadlines; communicate effectively; and build positive working relationships.
• Ability to demonstrate sensitivity to and understanding of the diverse backgrounds of community college students and other members of the community.
• No license or certification is required.
• Must be able to work in a standard office setting, use standard office equipment, communicate in person and by telephone, and lift, carry, push, or pull materials and objects weighing up to 10 pounds.

Responsibilities

• Provide administrative and secretarial support to assigned management and department staff and coordinate daily office activities.
• Serve as a liaison between management, staff, and the public, and coordinate resolution of issues or problems.
• Compose, type, edit, and proofread forms, memoranda, reports, organization charts, program plans, and correspondence.
• Provide information about department and District policies and procedures; respond to inquiries, questions, and complaints, resolving or referring issues as appropriate.
• Assist with budget preparation by gathering expenditure and projected-charge data; monitor expenditures and revenues; initiate purchases and process requisitions, appropriation transfers, and contracts.
• Perform purchasing duties, including reviewing procurement documents, ordering and tracking purchases, reviewing vendor and invoice information, assisting with bid requests and price quotes, preparing purchase requisitions, and following up with vendors.
• Coordinate facility rentals, provide rental information, prepare estimates and contracts for management approval, oversee reservation systems, collect required forms, and coordinate event setup and equipment maintenance.
• Schedule and coordinate meetings, seminars, conferences, and training sessions; prepare agendas and information packets, arrange rooms, and take and transcribe minutes.
• Process documents and records such as timekeeping documents, hiring documents, payroll records, personnel files, and instructor and workshop evaluations; monitor payroll records for programmatic and grant compliance and review faculty attendance reports.
• Plan and coordinate departmental events, functions, meetings, and employee training sessions.
• Assist staff with research and department-related projects and participate in implementing department or campus-wide policies and procedures.
• Design and maintain filing, indexing, tracking, and recordkeeping systems; research records for reports or compilations.
• Work cooperatively and respectfully with others and comply with District and mandated safety rules, regulations, and protocols.
• Perform other related duties as assigned.

Benefits

• District-paid medical, dental, and vision insurance for the employee and dependents.
• District-paid $50,000 life insurance policy for the employee.
• Participation in CalPERS.
• 20 paid holidays.
• 12 paid sick days.
• 12 paid vacation days annually, with accrual increasing by years of service up to a maximum of 22 days per year.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED