Job Details

Administrative Assistant III - Academic Affairs

Salary:
Job Type:
Job Number: 2018-00101
Location:
Division:


MONTEREY PENINSULA COLLEGE
invites applications for the position of:

Administrative Assistant III - Academic Affairs

SALARY: $3,335.00 - $4,269.00 Monthly
OPENING DATE: 06/29/18
CLOSING DATE: Continuous

DESCRIPTION:
*** Priority Screening Deadline July 23, 2018 ***

Open Until Filled.
Applications submitted after the priority screening may be considered.

The Administrative Assistant III position will work in the Office of Academic Affairs and provide administrative support to the Dean of Instruction. Under general supervision, assist by planning, coordinating and participating in the application of operational procedures. Receive limited supervision within a broad framework of standard District policies and procedures. Perform varied administrative support duties of the office; initiate and exercise good judgment in the application and follow through of administrative decisions and policy making; accurately interpret, implement, and explain college policies, procedures, standards and requirements; establish and maintain good public relations with staff, students, and the community at large.

EXAMPLE OF DUTIES:
Essential Functions

Process administrative details not requiring the immediate attention of supervisor.

Perform varied and responsible administrative support duties to assist in the processing and completion of academic operations in the assigned administrative office.

Act as an information source regarding policies and procedures; provide information where judgment, knowledge and explanations are necessary, especially in the proper handling of files that contain personal information in order to maintain confidentiality.

Provide support to the administrative office in all matters relating to the business of the area which may include the areas of: accreditation; grant development, staff
development, various review and certification procedures, specialized programs relating to student operations, special course and program development and documentation, course outlines, contract preparation; may monitor schedule building process; may assist supervisor in development of presentations; as well as providing support in other areas as needed.

Coordinate various meetings, ceremonies, and receptions as assigned; provide support services for visiting training speakers including selection of meeting rooms and accommodations; prepare agenda items; prepare and maintain a master calendar for the administrator. Attend meetings and take minutes.

Prepare-and process a variety of communications and documents which may include statistical reports, Notice of Employment (NOE) contracts, resolutions, manuals, contracts, grant applications, purchase requisitions and final reports; compose memos and other correspondence.

Maintain master classroom schedule using appropriate software; assist in maximizing classroom and facilities use; resolve room conflicts and locations to be arranged; coordinate scheduling of MPC facility needs, both on and off campus; electronically reserve and maintain schedules for assigned facilities and rooms.

Create and maintain spreadsheets and databases for area projects as needed; prepare reports and final documents; oversee the establishment and maintenance of filing systems.

Prepare and track budget entries for multiple budget accounts to spreadsheet and database systems as necessary and submit budget reports to state agencies.

Serve as a liaison between the departments, divisions, students, the college, and the community at large; greet and assist office visitors and telephone callers; respond to questions; provide information as required; refer to appropriate sources.

Monitor special projects and programs and take independent action as needed; meet deadlines; coordinate assignments and activities.

Assist with the faculty evaluation procedures; process and distribute student evaluations to Department Office Managers; collect surveys, gather and compile data; forward to appropriate Division Chair and Administrator.

Check reports, records, and other material for accuracy, completeness and conformity with established standards.
Learn and effectively operate current software to meet the particular needs of the office. Arrange interviews, appointments, schedules, and conferences; make travel
arrangements and itineraries related to functions of the assigned office; arrange
committee and other meetings; coordinate preparation of workshops.

Other Functions
Coordinate the department work flow and the work of student employees in the administrative unit office as assigned.

Serve on college committees as assigned.

Provide backup for other administrative positions as assigned. Out-of-class compensation will be applied according to Section 4.11 in the collective bargaining agreement.

Perform other related duties as assigned.

Maintain inventory and requisition supplies for office as needed.

MINIMUM QUALIFICATIONS:
Education and Experience
Any combination of training and experience which would indicate possession of the knowledge, skills and abilities listed herein. For example, completion of two years of college level course work in business skills, office administration or a related field and three years of increasingly responsible office experience providing advanced knowledge and skills in current office practices.


Knowledge
Knowledge of: general functions of a complex organization (e.g. an educational institution); current office methods and practices including filing systems, business telephone skills, communication and report writing; a variety of computer programs including word processing and spreadsheet and database applications; mathematical computations; office management techniques and procedures; public and human relations skills; and presentation software.


Abilities
Ability to: understand and independently carry out oral and written instructions; prioritize and do several tasks simultaneously; learn and successfully apply office policies, procedures, rules and regulations; use good judgment in recognizing the scope of authority as delegated; analyze situations and make decisions on procedural and detail matters without immediate supervision; analyze projects under pressure of time; maintain security and confidentiality of records and information; communicate effectively in both oral and written form; use appropriate and correct English spelling, grammar and punctuation; perform arithmetical calculations with speed and accuracy; operate efficiently a variety of office equipment as needed; use word processing, spreadsheet, database and presentation software proficiently and accurately; learn and successfully use new software programs as needed; search internet for information as needed; establish and maintain effective work relationships with those contacted in the performance of required duties; demonstrate an understanding of, sensitivity to and appreciation for, the academic, ethnic, socio-economic, disability and gender diversity of students and staff attending or working on a community college campus.

Physical Effort/Work Environment:
Light to moderate physical effort; occasional standing or walking; periodic handling of lightweight parcels up to 15 pounds. Indoor work environment.

WORK SCHEDULE / SUPPLEMENTAL INFORMATION:
WORK SCHEDULE

40 hours per week/ 12 months per year Monday Friday, 8:00 AM - 5:00 PM

*Management reserves the right to modify work schedule

Salary
(STEP A) $3,335 - (STEP F) $4,269 + GREAT BENEFITS PACKAGE (no additional costs for dependents)

*All Classified employees begin at Step A, with a step increase at each year of anniversary start date.

How to Apply
Visit www.mpc.edu/employment and select "classified and other positions." Here you will find
the announcement and the "apply" button in the upper right hand corner. You will be asked to
login or create a new user account.

Complete all required fields of the application AND:
Attach a .doc, .docx or a .pdf of your cover letter which describes your interest in and qualifications for the position. ANDAttach a .doc, .docx or a .pdf of your resume AND
Answer any required supplemental questions, if prompted

Only items listed above will be reviewed by the screening committee. Human Resources does
not accept additional materials such as: letters of reference, test scores from other institutions, certificates of courses/programs completed, letters of commendation from schools with your application. Such items, if included, will not be forwarded to the selection committee. If you are a finalist, HR will request any reference information that is required. Monterey Peninsula College reserves the right to close or continue the recruitment at any time.

For questions or concerns, please contact:

S. Elisa Judy
Sjudy@mpc.edu
831-645-1392

Conditions of Employment
Offers of employment are contingent upon Governing Board approval. Employment with Monterey Peninsula College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit proof of freedom from tuberculosis and proof of eligibility to work in the United States. Employees must sign the Oath of Affirmation of Allegiance, and submit fingerprints for California Department of Justice clearance. California School Employees Association Membership or an approved alternative is required.


The District is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the District is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.

NOTE Smoking Policy: Smoking on campus is limited to designated smoking areas.


About the College
Monterey Peninsula College (MPC) is a fully accredited California public community college. With an open admissions policy, the college is known for the excellence of its academic programs and student support services. The college has been recognized as a top military friendly school.

Monterey Peninsula College is located on the beautiful central coast of California, approximately 120 miles south of San Francisco. The cities of Carmel, Del Rey Oaks, Marina, Monterey, Pacific Grove, Sand City, Seaside and the unincorporated areas commonly known as Big Sur, Carmel Valley and Pebble Beach are all served by the district. Monterey Peninsula is known as a world-class destination and the many attractions of the area include an incomparable coastline, numerous state parks, the historical district of Monterey, Monterey Bay Aquarium, and several of the most famous golf courses in the world.

Monterey Peninsula College and the Early Childhood Lab School received recognition as a Family Friendly Employer and a Child Welcoming Business in 2017 from Bright Beginnings Early Childhood Development Initiative and the Monterey Peninsula Chamber of Commerce.

More information can be found at: https://www.mpc.edu/Home/Components/News/News/8953/18

Our Educational and Community Partners
A number of other institutions cooperate with Monterey Peninsula College in serving the postsecondary education demands of the Monterey Peninsula. Among those are California State University, Monterey Bay, Hopkins Marine Station of Stanford University, the Defense Language Institute, Middlebury Institute of International Studies, Monterey College of Law, and the Naval Postgraduate School. The College also enjoys a collaborative relationship with the Monterey County Business Council and the Monterey County Workforce Investment Board.

MPC is partnering with Monterey Peninsula Unified School District and Pacific Grove Unified School District to offer college level coursework in both academic and vocational tracks through its College and Career Access Pathways. MPC and CSU, Monterey Bay have collaborated in enrolling students in cohort-based programs in which students take classes at both MPC and CSU, Monterey Bay while earning a CSU, Monterey Bay degree.

For more information about Monterey Peninsula College and the communities it serves, refer to the following link.

For full application instructions and position description, visit https://www.governmentjobs.com/careers/mpc/jobs/2130786/administrative-assistant-iii-academic-affairs

About MPC and the Local Communities


To apply, visit https://www.governmentjobs.com/careers/mpc/jobs/2130786/administrative-assistant-iii-academic-affairs





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