Antelope Valley College Looking for Administrative Assistant, Student Life and Services Full Time

Antelope Valley College

Administrative Assistant, Student Life and Services

Salary: $4,670.73 Monthly

Deadline: 9/20/2023 11:59 PM Pacific

Full job
description and OFFICIAL application available ONLY at: http://50.73.55.13/counter.php?id=267146

DESCRIPTION

Implements directives of
the Dean and performs a wide variety of complex specialized secretarial and administrative functions in support of the division; coordinates
communication and office activities assuring efficient office operations; performs a variety of duties and responsibilities which are of a
sensitive and confidential nature; and performs other related responsibilities as may be assigned.

REPRESENTATIVE
DUTIES

• Organizes and manages the daily activities of the division office to assure efficient and
effective office operation; coordinates communications and handles administrative matters; develops and implements efficient and effective
office practices and procedures. (E)

• Performs a variety of duties independently in support of functions delegated to the
assigned administrator; interprets and applies rules and regulations as appropriate. (E)

• Prepares correspondence independently
or from oral instructions; drafts, prepares, and edits a wide variety of materials such as correspondence, reports, surveys, forms, charts,
and other documents; utilizes the computer to perform advanced-level word processing functions including complex formatting of documents,
creating charts, developing spreadsheets and using a variety of software; verifies data for accuracy, completeness and compliance with
established procedures; inputs and retrieves computerized data. (E)

• Greets visitors, initiates and answers telephone calls,
screens and directs calls and visitors to appropriate personnel; responds to requests for information from students, staff and the general
public regarding District programs, policies, procedures and regulations; exercises discretion and confidentiality in evaluating and/or
resolving problems and complaints, including security and safety issues. (E)

• Coordinates communication and activities with
other District departments and personnel, students, educational institutions, vendors, other outside organizations and the public; obtains
and provides information regarding District personnel and the general public regarding District programs, policies, procedures, and
regulations. (E)

• Develops schedules related to division activities and services; assembles information, verifies accuracy and
inputs or oversees the input of information into the computer; processes data according to established procedures and timelines; processes
division schedule changes, post notices accordingly. (E)

• Assists in budget preparations; maintains records of expenditures and
other financial records. (E)

• Organizes, establishes filing and record keeping systems; maintains a variety of files, and
records including those of a sensitive and confidential nature. (E)

• Compiles information and data from a variety of sources
for reports and assist in the preparation of statistical and narrative reports from a variety of sources; conducts research as required;
prepare, duplicates, and collates materials. (E)

• Schedules meetings and appointments for assigned administrator; prepares
agenda items for meetings; maintains records, attends meetings and prepares minutes for distribution to appropriate personnel. (E)

• Receives, opens and routes mail; orders, issues, and maintain department supplies and forms; orders and disburses a variety of
materials to other departments; faculty, student and the community. (E)

• Provides training and work direction to student
assistants, hourly personnel and others as assigned; participates as requested in hiring personnel and provide input regarding performance
evaluations. (E) 

• Schedules classroom and facilities use; coordinates with facilities and necessary personnel; initiates
and assists at special events and performs research and other special projects; coordinates activities between the administrators and staff,
students, the public or other District or campus officials; obtains and provides information, coordinates student and public activities and
resolves problems. (E)

Completes and submits forms related to staff absences and/or leaves and prepares payroll reports.

• Processes new hires and resignations including request for phone extensions, network accounts, Banner access, email, keys, general
supplies, and assembles new hire packets for disbursement.

• Acts a liaison between the Dean and the Inter Club Council, their
advisors, the Associated Student Association-student government members and the Student Trustee.

• Provides appropriate
interface between the community, business representatives, students, faculty and the dean. (E)

• Maintains efficient tracking of
all tasks and projects to ensure timely completion of all tasks and projects essential to the business of the division. (E)

•
Prepares brochures and program flyers. (E)

• Takes and transcribes dictation and utilizes transcription equipment; maintains
confidentiality of sensitive information as appropriate. (E)

• Performs other related duties as may be assigned. 

(E
= indicates essential duties of the position)

MINIMUM QUALIFICATIONS

EDUCATION AND
EXPERIENCE: 

Any combination equivalent to: graduation from high school including or supplemented by course work in
business, secretarial science or related field and three years increasingly responsible secretarial experience.

KNOWLEDGE
OF: 

• Operations, procedures and activities of a division office. Microsoft Office Suite and other software and
hardware applications, 

• Modern office practices, procedures and equipment.

• Financial and statistical
record-keeping techniques.

• Receptionist and telephone techniques.

• Correct English usage, grammar, spelling,
punctuation and vocabulary.

• Oral and written communication skills. Interpersonal skills using tact, patience and courtesy.

• District organization, operations, policies and objectives. Operation of office machines including computer equipment and
applicable software.

ABILITY TO:

• Perform responsible secretarial support duties for
a dean.

• Provide information and communicate effectively with College personnel, students and the public.

• Read,
interpret, apply and explain rules, regulations, policies and procedures.

• Compose correspondence independently.

•
Perform responsible clerical work rapidly and accurately.

• Type at 60 words net per minute.

• Take dictation
transcribe accurately.

• Maintain records and prepare reports.

• Compile and organize data and prepare reports.

• Operate a variety of office equipment such as typewriter, computer, printer, word processor, calculator and other equipment as
assigned.

• Learn and apply procedures, rules, regulations and terminology concerning the assigned division.

• Work
independently with little direction.

• Establish and maintain cooperative and effective working relationships with others.

• Communicate effectively both orally and in writing. 

• Complete work with many interruptions.

• Work
confidentially with discretion.

• Train and provide work direction to others.

OTHER INFORMATION

WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES: Provides work direction to student and hourly workers as
required.

CONTACTS: Co-workers, faculty, students, vendors, outside agencies, military recruiters, and the general
public

PHYSICAL EFFORT: Sitting for extended periods of time. Dexterity of hands and fingers to operate a computer
keyboard. Bending at the waist, kneeling or crouching to maintain files. Visually focusing upon computer screens and/or other records for
sustained periods of time.

WORKING CONDITIONS: Office environment. Constant interruptions.

For a
complete listing and details of all open positions and how to apply, select the HR & Employment link on the AVC Web site at https://www.schooljobs.com/careers/avc or contact the Human
Resources Office at (661) 722-6311; Voice/Relay, (661) 722-6300 x. 6360, 3041 West Avenue K, Lancaster, CA 93536.