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MiraCosta College

Location: OceansideCA 92056 Document ID: AC063-4A9B Posted on: 2018-03-0703/07/2018 Job Type: Regular

Job Schedule:Full-time
2018-04-06
 

Administrative Assistant to the Vice President of Student Services



Administrative Assistant to the Vice President of Student Services

MiraCosta College


To view the full job posting and apply for this position, go to: https://jobs.miracosta.edu

Discipline or Department: Student Services

Position Type: Staff/Classified

Hourly Rate or Monthly Salary: Starting $5,547.50 per month

Working Hours: One regular, full-time, 40 hours per week, 12 months per year on the Oceanside campus. The work schedule will be Monday through Friday, 8:00 am ? 4:30 pm. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

Special Instructions to Applicants:
APPLICATION PROCEDURE:
If you have not previously passed the MiraCosta College Secretarial In-Basket Test, you are expected to be present on Friday, February 23, 2018, at 2:30PM OR on Friday, March 9, 2018 at 2:30PM to take the test. The test will not be given at any other times. Failure to take the test at the appointed time and place will eliminate you from the applicant pool. On Friday, February 23, 2018 the test will be held in Rooms 3102 and 3106 and on Friday, March 9, 2018 the test will be held in Rooms 3606 and 3608; both on the Oceanside campus at One Barnard Drive, Oceanside, CA 92056. The tests will begin promptly at 2:30 PM. No one arriving after 2:30 PM will be admitted. Please call 760.795.6854 if you have any questions. NOTE: A visitor parking permit is required and can be obtained at the Campus Police Office, Bldg. 1100.

Apply and submit application materials through MiraCosta College's online application system at https://jobs.miracosta.edu. Once you are in the system, we strongly advise you to read the information on "How to Apply" and the FAQs (Frequently Asked Questions) before starting the application process.

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 for classified employment on which you list all relevant experience.

2. A cover letter addressed to the "Screening and Interview Committee" specifically describing how you meet the desirable qualifications and the representative duties.

3. A current resume or curriculum vitae summarizing your educational background and experience.

4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated above. 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 http://www.ctc.ca.gov/credentials/leaflets/cl635.pdf.

5. Keyboarding test results for 60 net words per minute. Self-administered online test results are acceptable. Official certificates are not required. Copy of results (certificate or screen shot) from administering site must clearly state your name, net words per minute and name of the source used for the keyboarding/typing test. Please review this document after you have attached it to your application. NOTE: When you "APPLY FOR THIS POSTING," you will eventually be asked to answer the additional question(s) listed below. Your answers will appear toward the bottom of the application form.

- MiraCosta College is an Equal Opportunity Employer with a commitment to diversity. Describe your own commitment to diversity and how you will meet the minimum qualifications of "sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic background of community college students."

- Please list any software or computer programs that you are proficient in and describe courses and/or professional development activities you have participated to gain this proficiency.

- Have you previously taken the Secretarial In-Basket Test at MiraCosta College? Yes or No

- If you have previously taken the Secretarial In-Basket Test at MiraCosta College, please list the approximate date that you took the test. If you have not previously taken the test, please enter N/A.

- I understand that if I have not previously taken and passed the Secretarial In-Basket Test at MiraCosta College, I am expected to take the test on Friday, February 23, 2018, 2:30 - 4:00 p.m., in Rooms 3102 and 3106 OR on Friday, March 9, 2018, 2:30 ? 4:00pm, in rooms 3606 and 3608 on the Oceanside campus at One Barnard Drive, Oceanside, CA 92056. No other notice will be given. Yes or No

The screening and interview committee will review application materials for up to three to four weeks following the closing 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) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; and 4) fingerprint clearance.

Individuals with qualified disabilities who need accommodation with any aspect of the application and/or interview process should contact Human Resources at 760.795.6854 at least five days prior to the closing date.

Retired STRS members are not eligible for these positions.

Basic Function and Other Details:
BASIC FUNCTION
Under the direction of the Vice President of Student Services, perform highly responsible, complex, and confidential administrative support work, exercising independent judgment in relieving the Vice President of administrative detail; interpret and explain procedures; implement processes to ensure the proper functioning and information flow of the division office; process administrative matters not requiring the immediate attention of the Vice President.

DISTINGUISHING CHARACTERISTICS
Incumbent in this position independently researches, compiles, and analyzes data for a variety of internal and external projects and reports; creates budget forecasts, monitors budget expenditures and determines expense eligibility; facilitate program review process for the division; monitors the accessibility of information to the public as necessary in order to preserve confidentiality; assists in the preparation of Governing Board docket items; updates office manuals and supports the Vice President in the areas for which the Vice President is responsible.

Representative Duties:
REPRESENTATIVE DUTIES:
(E = essential job function)

1. Organize, perform, and complete complex administrative support duties for the Vice President relieving the administrator of a variety of clerical, technical and administrative duties; serve frequently as liaison between the Vice President and the public, staff, and other District or campus officials. (E)

2. Respond to inquiries and requests from faculty and students on a wide variety of program and academic issues requiring the application and interpretation of District/department policies, procedures and program requirements. Research and resolve complaints and problems involving students, faculty and the public. (E)

3. Assist the Vice President in developing schedules related to division activities and services; assemble information; verify accuracy; input or supervise the input of information into the computer. Organize and coordinate the flow of activities through the office in relation to priorities, schedules and deadlines. Update and maintain a variety of confidential files, resource materials, and records related to specific area of assignment. (E)

4. Perform a variety of duties to assist the Vice President in meeting reporting requirements, functional responsibilities and research objectives.

5. Maintain a variety of calendars for the Vice President; coordinate committee and other meetings; review, update and inform the Vice President and others of timelines to assure that timelines are met; prepare and distribute a variety of correspondence, memoranda, flyers, reports, forms, and other materials, including those of a confidential nature; attend meetings and prepare and distribute minutes. (E)

6. Independently research, compile, and analyze data for a variety of internal and external reports; order and maintain office supplies; make travel arrangements and prepare reimbursement requests; prepare special reports, grants, and contracts as necessary; gather and prepare budgeting and expenditure data; research and verify information and data and provide advice as appropriate.

7. Compose correspondence independently; communicate information in person or by telephone where judgment, common knowledge and interpretation of policies and regulations are necessary.

8. Remain current concerning problems, situations, and conditions of special interest to the Vice President; exercise independent judgment concerning matters requiring the Vice President's attention to assure timely action.

9. Perform duties related to special projects and services of the division as assigned.

10. Screen and route incoming correspondence and telephone calls, and take action as appropriate. (E)

11. Train and provide work direction to clerical assistants and student workers as necessary.

12. Perform related duties as assigned.

Type of Benefits:
A full benefit package which includes employer-paid medical, dental, and vision plans for employee and dependents; $100,000 employee life insurance; other optional coverages; and membership in the California Public Employees' Retirement System (CalPERS).

Minimum Qualifications:
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

1. Associate degree or the equivalent.
(To view MiraCosta College's equivalency guidelines for classified positions go to http://www.miracosta.edu/administrative/hr/downloads/Equivalency_Guidelines_for_Classifie d_Positions.pdf.)

2. Two year of related work experience.
(IMPORTANT: For work experience, one "year" is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours)

3. Passing score on the MiraCosta College Secretarial In-Basket Test (see details regarding the test location and time in the "Application Procedure" section).

4. Ability to type/keyboard 60 net words per minute

Desirable Qualifications:
1. Direct experience with project management and/or coordination 2. Previous experience working with computer systems and applications related to the position, such as web-based software, and Microsoft Office.

Licenses and Other Requirements:


Closing Date: 3/7/2018

First Screening Date:

Human Resources Contact Information:
jobs@miracosta.edu or 760.795.6854

About MiraCosta College
The MiraCosta Community College District is one of California's 114 public community colleges. The district includes the communities of Oceanside, Carlsbad, Encinitas, Cardiff, Olivenhain, Leucadia, Solana Beach, Rancho Santa Fe, Del Mar, Carmel Valley, and parts of Camp Pendleton.

MiraCosta offers undergraduate degrees, university-transfer courses, career-and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities, as well as a Bachelor of Science degree in Biomanufacturing.

The district operates two campus sites and two centers, and offers a robust online education program. The Oceanside Campus, serving approximately 10,500 students, is located on a panoramic 121-acre hilltop site with views of the ocean and mountains. The San Elijo Campus is located in Cardiff, 17 miles south of Oceanside, and attracts more than 3,000 students. The Community Learning Center in downtown Oceanside hosts about 2,500 students in the college's noncredit programs including English as a Second Language, the Adult High School Diploma Program, and other tuition-free, noncredit classes. The Technology Career Institute (TCI) in Carlsbad is part of the colleges Career Education Department. It offers our local community members the opportunity to enhance their lives and their careers with low-cost, hassle-free classes, workshops, and programs, as well as certificate programs to train skilled workers in industries such as high-tech manufacturing, maritime technology, and emerging technologies. The Small Business Development Center (SBDC) located at the TCI provides resources, workshops, and leadership programs for small businesses and serves all of North San Diego and Imperial Counties. The Veterans Business Outreach Center (VBOC), also located at the TCI, provides entrepreneurial development services such as business training, counseling, and mentoring, as well as referrals for eligible veterans and military spouses owning or considering starting a small business enterprise in Santa Barbara, Ventura, Los Angeles, Orange, Riverside, San Bernardino, San Diego and Imperial Counties.





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