Application Procedure:
Complete application packets will be accepted until the position is filled; however, those submitted by 11:59 p.m. (PST) on April 4, 2019, are assured consideration.
Applicants must submit all of the following materials online athttp://hrjobs.mtsac.eduto be considered for this position:
1. A Mt. San Antonio College online application.
2. A cover letter describing how the applicant meets the required education and experience.
3. A detailed résumé that summarizes educational preparation and professional experience for the position.
4. Three (3) letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation).
5. College and/or university transcripts showing the awarded/conferred degree (if applicable) are required and must be submitted with the online application by all applicants, including current or former employees of the college, to demonstrate that the required educational qualifications are met. Unofficial transcripts are acceptable at the time of application; however, copies of diplomas are not accepted in lieu of transcripts.
Basic Function/Overview:
Under general supervision, performs a variety of advanced administrative support duties of considerable complexity requiring a significant level of knowledge of the assigned division/department, its services policies, procedures, and operational details; provides administrative support to an assigned Dean, Department Head, or similar high level administrator, including coordinating multiple calendars, schedules, making travel arrangements, and handling sensitive materials; composes and prepares complex correspondence, reports, agendas, databases, and other complex documents using considerable judgment in content and style; performs skilled word processing, data entry, and typing; provides information to students, staff, faculty, a variety of other public and regulatory agencies, community groups, the business community, and the general public; administers complex budgets with significant dollar amounts, including preparing budget projections; prepares departmental agenda packets or agenda items for the Board of Trustees or other boards, committees, and the executive leadership team, and prepares meeting minutes; coordinates the workflow of the office, follows up on behalf of the administrator, checks-in with managers, staff, and faculty regarding completion of tasks and scheduling and overseeing the work of student workers; performs a variety of other complex and difficult responsibilities.
Essential Duties/Major Responsibilities:
1. Provides administrative support to an assigned Dean, Department Head, or similar high level administrator by assisting with duties of an advanced, complex, and sensitive nature; represents the department at meetings as assigned; manages and coordinates multiple calendars, schedules meetings, makes travel arrangements, and handles sensitive materials; acts as a liaison between the Dean, Department Head, or similar high level administrator and other staff or the public, coordinating resolutions to issues, problems, and complaints as appropriate.
2. Coordinates the workflow of the office, follows up on behalf of the administrator, checks-in with managers, staff, and faculty regarding completion of tasks, and scheduling and overseeing the work of student workers; performs a variety of other complex and difficult responsibilities.
3. Coordinates and participates in the preparation of the department budget, including gathering and analyzing data related to expenditures and projected charges; monitors budget expenditures and revenues; initiates department purchases for office supplies and other items as assigned; authorizes payment of invoices; processes department requisitions and appropriation transfers; assists in the development of contracts; develops special statistical reports regarding budgetary information.
4. Works with Fiscal Services to coordinate financial and accounting related duties, including reconciling purchasing orders, tracking vendor and invoice information, bid requests, price quotes, purchase and expenditure requests; prints and reviews invoices for accuracy; follows up with vendors.
5. Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff; acts as meeting secretary including preparing agendas and informational packets, setting up meeting and training rooms, and taking and transcribing minutes for assigned boards and commissions; prepares complex departmental agenda items and packets for Board of Trustee meetings.
6. Plans and coordinates departmental or campus-wide events, functions, and meetings, including for the President’s Office, Board of Trustees meetings, commencement and other ceremonies, various other periodic committee, and employee training sessions.
7. Assists or administers assigned department projects, processes, and/or programs as assigned by the Dean, Department Head, or similar high level administrator; provides assistance to department staff in various research and department-related projects; participates in developing and implementing department or campus-wide policies and procedures.
8. Assists in coordinating the evaluation process; i.e. schedules and tracks evaluation meetings; monitors and tracks submission of evaluation materials for faculty and staff as assigned.
9. Handles confidential and sensitive issues with discretion.
10. May provide administrative assistance to District governance committees, including maintaining detailed and accurate records, compiling agendas, communicating directly with committee members, compiling back-up documentation for agenda items, and maintaining detailed tracking of governance processes and actions.
11. Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, statistical and analytical reports, organization charts, program plans, and correspondence for department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer terminal; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections to drafts.
12. Processes and prepares a variety of documents, materials, and records according to established procedures and practices, such as departmental documents payroll records and monitoring payroll and expenditures for grant compliance. Calculates, inputs, and tracks faculty loads and lecture hour equivalency; ensures accuracy of the department’s class schedules; submits faculty attendance reports monthly.
13. Provides information to the public to ensure an understanding of department and District policies and procedures; listens to questions and responds to inquiries and complaints, and explains procedures requiring a significant level of independent judgment, discretion, and interpretation.
14. Designs and implements complex file, index, tracking, and record keeping systems; researches and/or gathers records, data and written information regarding departmental programs and processes to prepare complex reports and provide follow-up information to customer and staff inquiries.
15. Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, scanners, postage meters, facsimile machines, multi-line telephones, and transcription equipment; may operate other department-specific equipment.
16. May provide support to or serve as the Executive Assistant to the division head or President in the Executive Assistant’s absence.
17. May perform all duties of the Administrative Specialist class series.
18. Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
Minimum Qualifications/ Education & Experience:
Equivalent to the completion of the twelfth (12th) grade supplemented by college-level coursework and five (5) full-time equivalent years of varied administrative support experience preferably involving public contact; or two (2) full-time equivalent years of experience providing high level administrative support which involves applying detailed knowledge of processes, procedures, and policies directly related to the program or function being supported (equivalent to the Administrative Specialist III).
Preferred Qualifications:
Associate’s degree from a regionally accredited college is preferred.
License(s) & Other Requirements:
The incumbent may periodically be required to travel to a variety of locations. If operating a vehicle, employees must have the ability to secure and maintain a valid California driver’s license.
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