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Administrative Assistant to the Dean, Admissions & Student Support

MiraCosta College

Last Updated: 3/24/23

Job Description


Administrative Assistant to the Dean, Admissions & Student Support
MiraCosta College


For full details and to apply, go to https://jobs.miracosta.edu/postings/3347

Type of Assignment: Full Time
Assignment Category: Regular Position

Position Details:
One regular, full-time position, 40 hours per week, 12 months per year on the Oceanside campus. The work schedule will be Monday through Friday, 8:30 am - 5:00 pm. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

Remote Work:
MiraCosta College believes that flexible work enables employees to achieve a more successful balance between work responsibilities and family life. The District offers the opportunity to telework (remote work) for certain positions, depending on the operational needs of the District and the provisions of the telework policy. Probationary and temporary employees are not eligible to telework unless approved by the appropriate vice president. No employee is guaranteed the right to telework. No employee shall be authorized to telework 100% of the time; regular, on-campus presence is expected for all District employees on a weekly basis.

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 COVID-19 and developing severe disease. This causes greater risk to their personal health and unnecessary disruption 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: 24
Compensation: Starting at $71,742.00 per year (range 24, step 1), with annual salary step increases up to step 5. In addition, after five years of district service, employees earn a longevity stipend that increases over time.

Employees must make arrangements for the direct deposit of paychecks into the financial institution of their choice, via electronic fund transfer.



Benefits:
MiraCosta College offers an array of benefits to eligible employees.

  • The district pays 100% of the cost of medical, dental and vision insurance for eligible employees and dependents
  • $100,000 life insurance policy
  • Up to $250 of benefit credits per month to help pay for a variety of voluntary benefit options, such as supplemental life insurance, disability coverage, and health care/dependent care flexible spending account (FSA)
  • Vacation, sick leave, and up to 18 paid holidays
  • State pension system retirement benefits (CalPERS)
  • Free and confidential employee assistance program
  • Wellness Program
  • Participation in the District’s Early Retirement Program
  • Professional Development Opportunities
  • Tuition fee reimbursement
  • Childcare Facility (Oceanside Campus)


Position Term in Months: 12

Application 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 by 11:59 PM on the closing date:

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 addressed to the “Screening and Interview Committee” specifically describing how your experience aligns with the Essential Duties and Other Duties.

4. Transcripts of college coursework that 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 postsecondary institution accredited by an accreditation agency recognized by either the U.S. Department of Education or the Council on Postsecondary 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/credentials/leaflets/foreign-transcript-evaluation-(cl-635). Transcripts or translations in English still require the evaluation to show the U.S. equivalence of your degree.

The screening and interview committee will review application materials for up to three to four weeks following the closing/first screening date. 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) successful completion of a pre-placement physical exam at district expense; 3) submission of a current tuberculosis test clearance; 4) proof of eligibility to work in the United States; 5) fingerprint clearance; and 6) 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&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 timecards; provide confidential and efficient recordkeeping; assist the Payroll department with the 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:
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

Graduation from an associate degree program and at least three 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.

NOTE: For work experience, one “year” is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.



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, week­end and/or holiday hours are required on an as-needed basis.

Posting Number: S22/23042P
Human Resources Contact Information: jobs@miracosta.edu or [Register to View]
Job Close Date: 3/3/2023
Open Until Filled:
First Screening Date:

Diversity, Equity & Inclusion
MiraCosta College is committed to creating a racially just campus climate. Individuals and their diverse cultures and identities are welcomed, nurtured, and validated. MiraCosta College takes institutional responsibility for closing the equity gap for disproportionately impacted populations including Latinx and Chicanx communities, Black and African American communities, Native Hawaiian and Pacific Islander communities, Native American communities, lesbian, gay, bisexual, trans, queer/questioning, intersex, and asexual (LGBTQIA+) communities, veteran communities, former foster youth, adult students, and students from low socioeconomic statuses. MiraCosta will continue to serve all constituents with values rooted in equity, diversity, inclusion, and community.MiraCosta College’s Mission, Vision, Commitment, and Institutional Values & Goals – https://pa-hrsuite-production.s3.amazonaws.com/3050/docs/105281.pdf

About MiraCosta College
MiraCosta 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.pdf




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Company Details

Oceanside, California, United States
MiraCosta 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...