Grossmont-Cuyamaca Community College District Looking for Administrative Assistant Iv, Academic Affairs Full Time

Administrative Assistant Iv, Academic Affairs

R-01787
San Diego County – Grossmont College

Transforming lives through learning isn’t just the vision of the Grossmont-Cuyamaca Community College District. It happens every day with our 30,000 students who take the first step in their higher education, become trained for a new career, or learn knowledge that transforms their world perspective.

The Grossmont-Cuyamaca Community College District honors a diverse academic community and fosters equity mindedness across our institutions. As such, the District is committed to eliminating achievement gaps among different student groups by promoting a culture of appreciation for diversity, equity, inclusivity, and social justice, and continuously examining our processes and practices through an equity lens.

The District provides an excellent health and welfare benefits package to its employees. We take care of our employees and have continued to offer medical, dental and vision coverage to eligible employees and their dependents at no charge for any of the plans we offer.

Become a part of this dedicated team in beautiful San Diego County!

Please read the entire job posting before your application is submitted. Important instructions to applicants are at the bottom of the page. Be attentive when applying as many of our positions require multiple attachments.

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Job Summary
Application Deadline: Monday, May 15th, 2023 at 11:59 p.m.

NOTE: Application materials that are submitted on the last day of application and are timed out will not be accepted.

Department: Academic Affairs

Months worked out of the Year: 12 months

FTE: 1.0

Work hours: Monday – Friday, 8:00 a.m. – 5:00 p.m.

Shift Differential: None

Starting Salary Range:
Range: CL-34: $4,367 (Step A) or $4,618 (Step B)
Based on experience

Anticipated Start Date: July 2023

Job Description

SUMMARY:

Under the direction of an M-12 level administrator, perform a variety of difficult and highly complex and administrative assistant duties and provide paraprofessional support to the administrator of operational detail.

ESSENTIAL FUNCTIONS:

Perform secretarial and clerical duties for assigned administrator and other staff, relieving them of a variety of operational duties.

Interpret and apply rules and regulations as appropriate.

Organize and manage the day-to-day activities of an assigned office to assure efficient and effective office operations.

Run reports, requisitions, work orders, purchase orders, fund transfers and other documents related to assigned functions.

Greet office visitors; initiate and answer telephone calls; screen and direct calls and visitors to appropriate personnel; take messages as necessary; provide information; receive sort and route mail.

Assist with arrangement of travel accommodations, conferences and meetings as necessary.

Prepare and review routine correspondence, records, and other documents accuracy, completeness and conformance to established rules and regulations.

Prepare agenda items for meetings as required; take and transcribe minutes and distribute to appropriate personnel; maintain records of meetings as required.

Establish and maintain a variety of records, logs and files related to assigned functions; obtain and provide information from records and files as requested.

Order and maintain office supplies; schedule maintenance and repair of equipment.

Coordinate the duplication and distribution of a variety of materials; distribute forms, applications and related materials.

Operate a variety of office equipment including computers and peripherals, calculators, copy machines, etc.

Provide work direction to hourly personnel as assigned.

Follow district and department policies and procedures.

Maintain currency of qualifications for area of assignment.

Perform a variety of duties in support of special events, research and other special projects.

Coordinate communication between the administrator and staff, students, the public or other district personnel, vendors and other outside organizations; obtain and provide information, coordinate activities and resolve problems.

Compile information and data for reports and assist in the preparation of reports as required.

Maintain current budget information; monitor budget expenditures; assist in budget preparations as required.

Schedule meetings, conferences and appointments for assigned administrator and maintain administrator’s calendar.

Prepare correspondence and memoranda independently or from oral instruction.

May prepare, maintain, update and revise contract hire letters for full and part-time instructors; evaluate course loads and determine appropriate action as needed.

Maintain confidentiality of records and information, including information regarding board, district, personnel, student or controversial matters.

Compose correspondence independently; determine appropriate format and presentation; develop and revise forms.

May assist in the preparation and record-keeping of unit schedules and hiring of employees; communicate updates and changes to appropriate personnel as required.

Assist in the preparation of statistical and narrative reports; conduct research as required.

Develop procedures to expedite transmittal of information and/or facilitate implementation of policies.

May maintain and update department or functional service area website (i.e., intranet) and bulletin boards (if applicable).

Serve as office manager for an assigned administrator.

Make decisions in accordance with laws and regulations and apply them to problem situations.

Assist assigned administrator with appropriate planning and processes for institutional effectiveness and advancement.

SECONDARY FUNCTIONS:

Maintain departmental area(s) in a safe, clean and orderly condition; assure compliance with established safety procedures and regulations.

Substitute for other secretarial personnel as needed.

Preparation of materials to be presented to Cabinet and the Governing Board.

Perform related duties as assigned.

Train and provide work direction and guidance to others as assigned.

KNOWLEDGE OF:

• Modern office practices, procedures and equipment, including telephone techniques and
• etiquette.
• Recordkeeping techniques.
• Proper use of English grammar, spelling, punctuation, and vocabulary.
• A wide variety of software applications related to area of assignment.
• Effective business communications, both orally and in writing.
• Problem solving techniques.
• Critical thinking techniques.

ABILITY TO:

• Perform difficult and complex administrative assistant duties.
• Keyboard at 60 net words per minute from clear copy.
• Transcribe minutes for committee meetings efficiently and effectively.
• Maintain records, logs, files and other related information.
• Operate a variety of office equipment and software consistent with requirements of the position.
• Understand and follow oral and written directions and communicate effectively.
• Establish and maintain cooperative and effective working relationships with others; demonstrate commitment to customer service.
• Learn district protocols, policies and procedures.
• Plan and organize work to meet schedules and time lines.
• Make arithmetic calculations quickly and accurately.
• Maintain confidentiality.
• Interpersonal skills using tact, patience and courtesy.
• Work efficiently with many interruptions.
• Make arrangements for meetings and conferences.
• Learn to interpret, apply and explain rules, regulations, policies and procedures.
• Analyze situations accurately and adopt an effective course of action.
• Train and provide work direction to others.
• Learn to interpret, apply and explain rules, regulations, policies and procedures including State Education Code and other applicable laws for assigned area.
• Work independently with general direction; plan, organize and prioritize work to meet schedules and time lines.
• Work confidentially with discretion.
• Provide oversight and direction to staff on assigned projects.

EDUCATION: Graduation from high school or equivalent. One year of related college courses preferred.

EXPERIENCE: Four years increasingly responsible and independent administrative secretarial experience including experience transcribing minutes for committee meetings. Experience in an educational setting preferred.

WORKING CONDITIONS: Office environment subject to frequent interruptions.

Subject to sitting for extended periods of time and repetitive motion. Some reaching and bending may be required.

Additional Information

SPECIAL INSTRUCTIONS TO APPLICANTS:

Applicants may find it helpful to refer back to the job posting, specifically the special instructions, while applying. Consider saving the job description or opening a new browser window.

*ATTENTION* Application materials with photos or other personal information such as marital status will render your application incomplete. Please do not include any materials that were not asked for.

Having the following materials prepared and ready to attach BEFORE beginning the application may make the application experience more seamless.

REQUIRED APPLICATION DOCUMENTS:

• A complete and current resume.
• A 1 – 2 page cover letter that addresses how you meet the requirements of the position.

*ATTENTION* Please upload .doc, .docx, or PDF files ONLY. If you are working on Google Docs or Mac files, please be sure to save under .doc or PDF for your file to upload correctly.

Under Federal Law, employers are required to verify that all new employees are eligible for employment in the United States. Prior to appointment to a position, you must present acceptable proof of your identity and authorization to work in the United States.

GCCCD is an Equal Employment Opportunity and Title IX employer.

Applicants who are protected under the Americans with Disabilities Act and who require accommodations for completing the application process or interviewing should notify the Human Resources Department by emailing [email protected].

Offers of employment are contingent upon successful fingerprint clearance. A processing fee plus Live Scan fee will be required.

To apply, visit https://gcccd.wd1.myworkdayjobs.com/en-US/gcccdcareers/job/San-Diego-County—Grossmont-College/ADMINISTRATIVE-ASSISTANT-IV–ACADEMIC-AFFAIRS_R-01787.

The Grossmont-Cuyamaca Community College District, a two-college district in eastern San Diego County, has been providing a high-quality education to the region since Grossmont College opened its doors in 1961 and Cuyamaca College began operating in 1978. The district is tied closely to the suburban and rural communities that it serves, providing a $1 billion economic impact to the region through its payroll, purchasing, and spending by students and alumni.

The district has a strong commitment to diversity and equity with a student population representing a broad variety of backgrounds, ethnicities, socioeconomic levels, cultures and abilities. The district strives to provide an educational environment that fosters cultural awareness, mutual understanding, and respect that ultimately also benefits the global community.

The colleges offer more than 150 degrees and certificates in a wide range of programs. Both colleges have signature programs that have become well-renowned. Grossmont College is recognized for its top-notch Administration of Justice, Culinary Arts, Nursing and Allied Health and Theatre Arts programs, while Cuyamaca is known for its Automotive Technology, Ornamental Horticulture, Environmental Health and Safety and Water/Wastewater Technology programs.

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