Administrative Assistant to the Dean - Research, Planning, & Institutional Effectiveness
Company: MiraCosta College
Location: Oceanside
Posted on: May 14, 2022
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Job Description:
Administrative Assistant to the Dean (Substitute/Temporary) -
Research, Planning, & Institutional EffectivenessMiraCosta
CollegeFor full details and to apply, go to
https://jobs.miracosta.edu/postings/2775Type of Assignment: Full
TimeAssignment Category: Temporary Assignment Position Details:This
short-term, temporary, substitute assignment is to support the Dean
of Research, Planning, and Institutional Effectiveness. The
assignment will be for approximately 6 months, beginning on or
around October 1, with continued employment contingent on
department needs. The work schedule will be full-time, Monday
through Friday, 8am - 4:30pm. IMPORTANT: MiraCosta College requires
that all employees be fully vaccinated against COVID-19 in order to
promote a safe and healthful workplace for employees and to promote
the health and safety of our campus community. Unvaccinated
employees are at greater risk of contracting and spreading COVID-19
within the workplace and to the college community that depends on
college programs and services. As of August 23, 2021, all employees
must submit proof of vaccination or request and receive approval
for a medical or religious exemption prior to their start date. For
more information, please visit
https://www.miracosta.edu/covid/covid-vaccination-requirements.html.
Salary Range: 24Compensation: Starting $33.81 per hour (range 24,
step 1).Employees must make arrangements for the direct deposit of
paychecks into the financial institution of their choice, via
electronic fund transfer.Benefits:Short-term, temporary employees
may be eligible for Healthy Families Sick Leave, and enrollment in
a retirement system.Position Term in Months: $TermApplication
Procedure:In order to be considered for this position, you must
submit the following documents directly in the online system and
finish applying and receive a confirmation number. Applications
received by the first screening date of Friday, August 27, will be
given first consideration. Applications will continue to be
accepted until the position is filled: 1. Application on which you
list all relevant experience. 2. A current resume or curriculum
vitae summarizing your educational background and experience. 3. A
cover letter specifically describing how your experience aligns
with the representative duties. 4. Transcripts of college
coursework which provide evidence of meeting the minimum
qualifications as stated in this job posting. Unofficial or legible
photocopies are acceptable. If a degree(s) was earned, the
transcripts must state that the degree was awarded. Any
degree/coursework used to satisfy the minimum qualifications must
be from a post-secondary institution accredited by an accreditation
agency recognized by either the U.S. Department of Education or the
Council on Post-secondary Accreditation. If your degree(s) is from
a college or university outside of the United States, you must
submit a detailed evaluation from a professional evaluation agency.
To view a list of agencies approved by the California Commission on
Teacher Credentialing, go to
https://www.ctc.ca.gov/docs/default-source/leaflets/cl635.pdf?sfvrsn=6.
Transcripts or translations in English still require the evaluation
to show the U.S. equivalence of your degree. The Research,
Planning, and Institutional Effectiveness Department will review
application materials. Applicants selected for interview will be
contacted by phone; those not selected for interview will be
notified by e-mail once interview candidates have been scheduled.
Offer of employment to the person selected for this position is
contingent upon 1) proof of being fully vaccinated* for COVID-19 or
requesting and receiving approval for a medical or religious
exemption; 2) submission of a current tuberculosis test clearance;
3) proof of eligibility to work in the United States; and 4)
approval by the Board of Trustees. *Individuals are considered
fully vaccinated against COVID-19 two weeks or more after they have
received the second dose in a 2-dose series (e.g. Pfizer-BioNTech
or Moderna), or two weeks or more after they have received a
single-dose vaccine (e.g., Johnson and Johnson [J/Janssen).Retired
STRS members are not eligible for this position.Basic
Function:Under general supervision, perform difficult, responsible
and confidential administrative and operational support duties for
an assigned manager or dean including faculty support; assist the
manager with projects and maintain records and draft reports; track
program processes and information; and perform complex budget
analysis and grant administration duties.Distinguishing
Characteristics:Essential Duties & Responsibilities:The duties
listed below are intended only as illustrations of the various
types of work that may be performed. The omission of specific
statements of duties does not exclude them from the position if the
work is similar, related or a logical assignment to this class. 1.
Provide administrative, logistical and technical support to an
assigned manager; using standard office software, compose and/or
type memoranda, correspondence, reports, department schedules,
instructional materials, spreadsheets, forms and other documents;
screen meeting requests and maintain the manager's calendar; draft,
proofread and/or edit a variety of materials; ensure materials,
reports and documents for signature are accurate and complete;
take, transcribe and distribute meeting minutes. 2. Act as liaison
in coordinating matters between the manager or dean and the Vice
President's office, other administrators, faculty, staff and
representatives of outside agencies; respond to requests for
information and direction on behalf of the assigned manager; follow
up on various assignments to ensure that needed action is taken;
perform routine to difficult public relations duties over the phone
and in person; respond independently to correspondence and email
inquiries regarding a variety of department matters; relieve the
manager of a variety of administrative details including tracking
submission of office hours forms, syllabi, late-add petitions and
scheduling rooms and class finals; coordinate travel requests and
logistics including making reservations and processing
reimbursements. 3. Monitor budget expenditures for grants and
fixed, departmental and holding accounts; track and process
expenditures, encumbrances, reimbursements, stipends and payments;
create budget expenditure forecasts; determine grant expense
eligibility; track multiple funding sources; run aggregated budget
reports through spreadsheets and financial systems and calculate
budgets for all departments and programs under the assigned
manager; research and correct discrepancies; process budgetary
adjustments and transfers when warranted. 4. Coordinate personnel
processes including full-time and associate faculty onboarding and
Employee Change Requests; collect and audit documentation
supporting staff time logs and ensure conformance to work-hour
restrictions; compute and categorize pay according to
departmental/program billing accounts; ensure accurate usage of
funding codes and calculates departmental/ program billing; prepare
time cards; provide confidential and efficient recordkeeping;
assist the Payroll department with resolution of payroll issues. 5.
Create, develop, maintain and update specialized and custom forms,
databases, logs, files, records and reports to support technical
work processes in areas of responsibility; design, develop and
maintain spreadsheets and databases requiring data interpretation
and manipulation; track and maintain federal, state, grantor and
district required data and student outcomes and prepare for
submission or reporting. 6. Make meeting arrangements; assist with
the development and coordination of departmental special events;
assist with setup and cleanup for various meetings and events;
contact vendors for food orders, materials, supplies and audio
visual equipment; handle other meeting and event logistics
including soliciting volunteers and coordinating student workers.
7. Coordinate equipment replacement process; coordinate with
multiple departments to spend allocated funds; submit purchasing
requisitions; monitor and track purchases and budget; determine
grant eligibility. 8. Other duties as assigned. (Perform the
Academic Division Assistant duties during summer months as well as
provide assistance throughout the academic year.)Other Duties:1.
Provide backup to other department staff as needed. 2. Contact
police or custodial staff as needed. 3. Provide lead-level work
direction to other clerical staff and student workers as assigned.
4. Order supplies and equipment. 5. May act as recording secretary
for committees including posting agendas and minutes. 6. Update and
maintain department specific website and social media accounts. 7.
Perform related duties as assigned.Knowledge Of:1. Advanced
principles, practices, concepts and techniques used in customer
service, public relations and community outreach. 2. Office
administration and management practices and procedures. 3. The
district's student recordkeeping and general accounting systems,
practices and procedures for processing student information and
interpreting input and output data. 4. District practices and
procedures for budgeting, purchasing and maintaining public
records. 5. Payroll procedures and operations. 6. Bookkeeping and
elementary accounting practices and procedures. 7. Provisions of
the Brown Act. 8. Operations, services and activities of a
community college district. 9. Common student needs, issues and
concerns applicable to area of assignment. 10. Principles and
practices of sound business communication; correct English usage,
including spelling, grammar and punctuation. 11. District
organization, functions, rules, policies and procedures applicable
to assigned areas of responsibility.Ability To:1. Assign and
inspect the work of student workers and lower-level staff. 2.
Organize and oversee the day-to-day operations, maintenance and
activities of the department's administrative support. 3. Compose
clear, concise and comprehensive analyses, correspondence, reports,
studies, agreements, presentations and other written materials from
brief instructions. 4. Work consultatively across the district and
within the assigned school. 5. Establish priorities and work
effectively and independently with many demands on time. 6. Analyze
situations accurately and adopt effective courses of action. 7.
Make calculations/tabulations and accurately process and review
fiscal and related documents. 8. Administer and monitor a
department budget. 9. Maintain highly confidential information. 10.
Track statistical information utilizing complex spreadsheets and
databases. 11. Communicate effectively, both orally and in writing.
12. Understand and follow written and oral instructions. 13.
Operate a computer and standard business software. 14. Use a
computer keyboard and other office equipment accurately at a speed
necessary to meet the requirements of the position. 15. Represent
the assigned manager or dean effectively in dealings with elected
officials, other administrators and the public. 16. Demonstrate
sensitivity to and understanding of diverse academic,
socioeconomic, cultural, ethnic, gender, sexuality and disability
issues. 17. Establish and maintain effective working relationships
with all those encountered in the course of work.Education &
Experience:Graduation from an associate degree program and at least
three (3) years of progressively responsible administrative support
experience, at least one of which was supporting a department head
or higher; or an equivalent combination of training and experience.
A bachelor's degree is preferred.Desirable Qualifications:Licenses
& Other Requirements:A valid California driver's license and the
ability to maintain insurability under the district's vehicle
insurance program.Physical Effort:The physical efforts described
here are representative of those that must be met by employees to
successfully perform the essential functions of this class.
Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions. Primarily
sedentary with intermittent standing, walking, bending and
stooping; occasional light lifting and carrying of objects weighing
up to 25 pounds; ability to work at a computer, including
repetitive use of a computer keyboard, mouse and other control
devices; ability to travel to various locations on and off campus
as needed to conduct district business.Emotional Effort:Ability to
develop and maintain effective working relationships involving
interactions and communications personally, by phone and in writing
with a variety of individuals and/or groups from diverse
backgrounds on a regular, ongoing basis; ability to work
effectively under pressure on a variety of tasks concurrently while
meeting established deadlines and changing priorities.Working
Conditions:Primarily business office environment; subject to
frequent public contact and interruption; intermittent exposure to
individuals acting in a disagreeable fashion; occasional evening,
week -end and/or holiday hours are required on an as-needed
basis.Posting Number: S_21/22_015_PHuman Resources Contact
Information: jobs@miracosta.edu or 760.795.6854Job Close Date: Open
Until Filled: YesFirst Screening Date: First Screening Date is
Friday, August 27, 2021. Applications will continue to be accepted
until the position is filled.About MiraCosta CollegeMiraCosta
College is one of California's 115 public community colleges. The
district operates two campus sites and two centers, and offers a
robust online education program. Situated between San Diego and Los
Angeles, MiraCosta College benefits from multicultural influences
and cultural opportunities. Both students and staff enjoy a
friendly atmosphere and the feeling that we are all here to help
one another. MiraCosta College is an Equal Opportunity Employer
with a commitment to diversity, equity, and inclusion. For more
details, please visit our website at
https://www.miracosta.edu/office-of-the-president/board-of-trustees/_docs/3400BP-Diversity-Equity-Inclusion.pdfCopyright
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Keywords: MiraCosta College, Oceanside , Administrative Assistant to the Dean - Research, Planning, & Institutional Effectiveness, Administration, Clerical , Oceanside, California
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