Administrative Associate III, Instruction (DPCP)

We have an exciting opportunity for an Administrative Associate III, Instruction DPCP position located at our campus in San Jacinto, 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.Â

CONDITIONS OF EMPLOYMENTÂ

• 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.Â
• Initial placement on the salary schedule will be commensurate with education and experience, not to exceed step four (4) on the assigned salary schedule for new hires.
• A six-month probationary period must be successfully completed before the selected candidate is considered a permanent employee of the district. Â
• This position is in the California School Employees Association bargaining unit. Â For more information, please visit their website:Â http://www.csea.com/
  
  

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements and duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.

• 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
  
  

Knowledge, Skills, And Abilities

The incumbent must possess a thorough knowledge of

• 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.
  
  

The incumbent must possess the skills to

• 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
  
  

The incumbent must possess the ability to

• 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
  
  

Minimum Qualifications

• A high school diploma or GED; AND
• Four (4) years of general clerical work experience; INCLUDING
• 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.Â
• To ensure a fair and compliant screening process, application materials must only include minimal personal information. Application materials must not include your date of birth, Social Security number, photographs, URLs, QR codes, LinkedIn profiles, or any other embedded links directing to personal information or external websites. The only exception applies to transcript documents where certain information may appear by default. Application submissions containing any of the above items will be marked as incomplete and will not be considered*
  
  

SUBSTITUTIONS

• Substitution, up to two (2) years, for the general clerical experience requirement include:
• Two (2) years of full-time vocational business school
• Substitution, up to two (2) years, for the general clerical experience requirement {on the basis of one (1) year of college education for (6) months of experience} include:
• College education in a non-job related subject
  
  

Desired Qualifications

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

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Â Reasonable accommodations may be made to enable individuals to perform the essential job functions.

• Environment:Â Work is performed primarily in a standard office setting with travel from site to site. Â The incumbent must be able to work in a fast paced office environment with background noise and a high stress level.
• Physical:Â Primary function requires sufficient physical ability and mobility to work in an office setting and travel from site to site; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist; to lift carry, push, and/or pull light to moderate amounts of weight up to 20 pounds; to operate office equipment requiring repetitive hand movements and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
• Vision:Â See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.
• Hearing:Â Hear in the normal audio range with or without correction.
  
  

To learn more about Mt. San Jacinto Community College District, visit https://msjc.edu/humanresources/