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Administrative Assistant, Foundation & Development

MiraCosta College

Last Updated: 12/03/22

Job Description


Administrative Assistant, Foundation & Development
MiraCosta College


For full details and to apply, go to https://jobs.miracosta.edu/postings/3269

Type of Assignment: Full Time
Assignment Category: Regular Position

Position Details:
One regular, part-time position, foundation funded, benefited, 24 hours per week, 12 months per year, on the Oceanside and San Elijo campuses, reporting to the Vice President of Institutional Advancement. The work schedule will be established based on the availability of the employee and the needs of the department to include 24 hours and a minimum of 4 days per week, with up to 12 hours of remote work possible per week at the discretion of the supervisor. The individual selected for this position will be subject to assignment to any district facility during any hours of operation.
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 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: 24
Compensation: Starting at $43,045.20 or $45,428.40 per year, salary range 24, step 1 or 2 on the 2022-2023 classified salary schedule. Initial step placement will be determined based on directly related experience with annual 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, Other Duties, and Desirable Qualifications.

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 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/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 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 the Vice President, Institutional Advancement/Executive Director, Foundation; assist with projects and maintain records and draft reports; track department processes and information; and perform budget monitoring 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. Provides administrative support and assistance to the Vice President, Institutional Advancement and Executive Director, Foundation and the Foundation Board of Directors.

2. Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, forms, and other documents.

3. Receives and reviews incoming correspondence and information, determines importance, and responds to ensure that needed action is taken.

4. Maintain assigned calendars, coordinate, arrange, and confirm meetings, arrange travel and accommodations.

5. Gift processing from receiving and receipting the gift, to tracking expenditures and reporting how funds were spent.

6. Performs routine to difficult public relations duties over the phone and in person.

7. Schedule and attend foundation board meetings and support the foundation board of directors; prepare draft memoranda, correspondence, board agenda materials and other documents and reports; proofread and check materials for accuracy, completeness and compliance with district standards, policies and procedures; prepare agenda and meeting materials for board committee and other meetings and type minutes; make documents available to the public, as required. Coordinate revisions to foundation board of director’s policies and procedures manual.

8. Performs office tasks including maintaining records, ordering supplies, and performing budget monitoring and bookkeeping.

9. Assist with the development and coordination of special events including staff and volunteers; assist with logistics for various meetings and events.

Other Duties:
1. Update and maintain website.

2. Perform related duties as assigned.

Knowledge Of:
1. Office administration, clerical procedures, and recordkeeping systems.

2. Provisions of the Brown Act.

3. Organization, functions, procedures and rules of the Foundation Board and its committees.

Ability To:
1. Excellent verbal and written communication skills

2. Excellent organizational skills and attention to detail.

3. Excellent interpersonal and customer service skills.

4. Excellent time management skills with a proven ability to meet deadlines.

5. Proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

6. Analyze situations accurately and adopt effective courses of action.

7. Establish priorities and work effectively and independently with many demands on time.

8. Maintain highly confidential information.

9. Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic, gender, sexuality and disability issues.

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:
1. Previous experience preparing meeting agendas and packets, and taking minutes.

2. Previous experience working with a 501c3 Board of Directors is preferred.

3. Experience working with the Brown Act requirements is desirable.

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: S22/23026P
Human Resources Contact Information: jobs@miracosta.edu or [Register to View]
Job Close Date: 11/18/2022
Open Until Filled: No
First Screening Date:

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...