Administrative Associate III, Student Services

Mt. San Jacinto College•Menifee, CA

About The Position

Under general supervision, the Administrative Associate III, Student Services, reports to the Dean of Student Services. The incumbent is responsible for secretarial and receptionist duties for the departments the Dean oversees, represents the office during the Dean's absence and provides support and assistance to faculty, staff, and students. This position serves District-Wide; applicants may be assigned to any district facility. Work hours and worksite locations are subject to change depending on department needs. This position is categorically funded and exists based on the availability of funds. If funds cease to be available, the District may, at its discretion, implement a reduction in force that could result in the elimination of the position. A six-month probationary period must be successfully completed before the selected candidate is considered a permanent employee of the district. This position is in the California School Employees Association bargaining unit.

Requirements

A high school diploma or GED
Four (4) years of professional, general clerical experience
Two (2) years of professional experience in a support role to an administrator in a comparable institution
Thorough knowledge of correct grammar, spelling, and punctuation
Thorough knowledge of effective oral, and written communication
Thorough knowledge of office methods, procedures and practices
Thorough knowledge of operation of word processing/keyboarding, spreadsheets, college database, and budgeting software programs
Skills in working effectively as a team member
Skills in meeting schedules and timelines
Skills in communicating effectively both orally and in writing
Skills in maintaining documentation and records
Skills in handling multiple assignments simultaneously and set priorities based on customer needs
Ability to coordinate many different duties, determine the relative importance of each, set deadlines and complete projects accordingly
Ability to learn quickly, independently interpret and apply a variety of complex academic and organizational policies and procedures
Ability to trace clerical processing errors
Ability to explain a variety of complex procedures and policies
Ability to perform complex secretarial work involving independent judgment, accuracy and speed
Ability to establish format and spatial relationships for correspondence, charts and reports using word processing, spreadsheet and/or database programs
Ability to prepare clear and concise correspondence of a routine nature
Ability to screen mail, telephone calls and visitors
Ability to perform arithmetic computations
Ability to establish and maintain cooperative and effective working relationships with others, including those from a diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff

Nice To Haves

One (1) year of experience developing, monitoring, updating, and maintaining office budget including expenditures, encumbrances, and appropriations with computer software applications including Microsoft Office Suite
One (1) year of experience working in a senior administrative/professional setting
Prior experience in approaching work and interaction with colleagues and/or students in an equity-minded manner.
Ability to promote an inclusive and welcoming work/education environment.

Responsibilities

Support the Dean of Student Services, coordinate meeting related to the departments the Dean oversees
Perform a variety of complex secretarial and clerical duties for the Dean of Student Services
Assist the Dean of Student Services, in a variety of administrative areas, relieving the administrator of administrative detail
Schedule appointments and organize the Dean's calendar, including meetings, appointments, and conferences
Coordinate travel arrangements and make reservations for attendance at conferences; prepare conference authorizations and expense reimbursement
Prepare responses to correspondence; prepare and review reports, requisitions and confidential and statistical materials which require the use of some independent judgment
Prepare, record and distribute agendas and minutes for all meeting held by the Dean
Collect, compile and secure confidential information of faculty and student records
Create and maintain filing systems
Post data to files and records, check documents for completeness, accuracy and conformity to proper department and District procedures
Coordinate and track Full and Part-Time Faculty evaluations
Review time and attendance of Staff, Full and Part-Time Faculty assigned to the department
Verify Non-Teaching Faculty Service Hour Calendars and ensure the calendars meet criteria of the Collective Bargaining Agreement, and the Dean's requirements
Represent the Dean when needed at college or community meetings
Develop and maintains SARS-Grid calendar for Student Services Center Room
Monitor and order office supplies and equipment; schedule maintenance and repair of equipment; prepare and process purchase requisitions and work orders according to approved procedures
Develop, monitor, update and maintain office budget including expenditures, encumbrances and appropriations
Screen and route incoming correspondence and telephone calls, and take action as appropriate
Ability to create and edit memoranda
Train, provide direction, and guidance to student workers, and clerical staff assigned to the departments the Dean oversees
Develop and maintain productive working relations with students, faculty, staff and administration