Administrative Associate III, VP/Instruction

Mt. San Jacinto College•Menifee, CA

7d•Onsite

About The Position

We have an exciting opportunity for an Administrative Associate III, VP/Instruction position located at our campus in Menifee, CA. The Administrative Associate III, Instruction, reports to the Dean of Instruction, Academic Programs and supports the Vice President of Instructional Services. The incumbent is responsible for secretarial and receptionist duties for the Office of Instruction, represents the office during the Dean's absence and provides support and assistance to faculty and students.

Requirements

A high school diploma or GED
Four (4) years of general clerical work experience
Two (2) years of professional experience in a support role to an administrator in a comparable institution
Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff.
Correct English grammar, spelling, and punctuation
Effective oral, and written communication
Office methods, procedures and practices
Operation of word processing/keyboarding, spreadsheets, college database, and budgeting software programs.
Work effectively as a team member
Meet schedules and timelines
Communicate effectively both orally and in writing
Maintain documentation and records
Handle multiple assignments simultaneously and set priorities based on customer needs
Coordinate many different duties, determine the relative importance of each, set deadlines and complete projects accordingly
Learn quickly, independently interpret and apply a variety of complex academic and organizational policies and procedures
Trace clerical processing errors
Explain a variety of complex procedures and policies
Perform complex secretarial work involving independent judgment, accuracy and speed
Establish format and spatial relationships for correspondence, charts and reports using a typewriter, word processing, spreadsheet and/or database programs
Prepare clear and concise correspondence of a routine nature
Screen mail, telephone calls and visitors
Perform arithmetic computations.
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

Experience as support staff to senior-level administrative personnel
Advanced level experience using Microsoft Office programs
Experience providing quality customer service in a busy environment

Responsibilities

Coordinates meetings
Monitors, maintains and updates budget including expenditures, encumbrances and appropriations
Maintains weekly and monthly calendars
Schedules and coordinates appointments and meetings for the assigned administrator including room arrangements, food, mailings and preparation of materials
Makes travel arrangements including plane, hotel and car reservations for conference attendance and prepares appropriate forms for approval
Prepares and drafts responses to correspondence and reports, prepares and reviews reports, requisitions and confidential and statistical materials which require the use of some independent judgment
Prepares, records and distributes agendas and minutes for meetings
Collects, compiles and secures confidential faculty and student records or information
Creates and maintains filing systems
Receives check out forms, keys and parking permits
Represents the associate dean/dean or project director when needed at college or community meetings
Supports faculty by coordinating use of audio visual and computer usage as needed
Orders and maintains office supplies
Prepares purchase requisitions in accordance with approved procedures
Keeps file of outstanding purchase requisitions and tracks status of orders
Schedules maintenance and repair of equipment; processes work orders and follows-up
Prepares class schedules
Acquires and applies new computer technology for use in completing assigned tasks
Prepares, processes and maintains faculty load and overload sheets
Assists in coordinating the evaluation of part-time faculty, and coordinates evaluations performed by Department Chairs
Screens visitors and incoming contacts and provides requested information, takes messages or redirects inquiries to other faculty and staff members or departments as appropriate
Receives, sorts and distributes all incoming mail
Provides coverage for the Office of Instruction as needed
Performs other related duties as assigned