Executive Assistant to the Vice President of Administrative Services
MiraCosta College
To view the full job posting and apply for this position, go to: https://jobs.miracosta.edu
Discipline or Department: Administrative Services
Position Type: Staff/Classified
Hourly Rate or Monthly Salary: Starting $5,810.01 per month (range 26)
Working Hours: 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, 8:00 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:
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 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 representative duties and desirable qualifications. Within this letter, please be sure to include your experience as it relates to processing data, doing basic research, and preparing correspondence, spreadsheets, summaries, and reports.
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. Transcripts or translations in English still require the evaluation to show the U.S. equivalence of your degree.
- MiraCosta College is an Equal Opportunity Employer with a commitment to diversity. Describe your qualifications or experience in working with academically and socioeconomically diverse students, minority groups, and/or multi-ethnic populations.
- Please list the computer software, systems and applications related to business and business process functions that you have worked with. Identify the name of the employer(s) and your position title(s), and explain in detail your experience using the software, systems, and applications. IMPORTANT: The position(s) you reference must be included in the Employment History section of your application form.
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 general direction, perform highly responsible, complex and confidential administrative support work for the Vice President of Administrative Services; interpret and explain procedures; implement processes to ensure the proper functioning and information flow of the division office; facilitate division program review; provide support for strategic planning processes; assist with Governing Board docket items, contract/agreement projects; and perform related duties as assigned.
Representative Duties:
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 a Vice President; compose and prepare memoranda, correspondence, Governing Board docket items, division reports, presentations, spreadsheets, forms and other documents, often of a highly sensitive and confidential nature; proofread and review typed documents and other materials for accuracy, completeness and compliance with division standards, policies and procedures.
2. Coordinate the Vice President's and division calendars including scheduling meetings and resolving scheduling conflicts; assist the Vice President in developing and monitoring timelines and schedules related to division activities and services; research and prepare background packets for projects, meetings and events; coordinate travel requests and logistics including making reservations and processing reimbursements.
3. Act as liaison in coordinating matters between the Vice President and the Superintendent/President's office, other vice presidents, deans and administrators, faculty, staff and representatives of outside agencies; prioritize requests by departments within the division and facilitate the flow of information; prepare and distribute agendas for meetings; 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 division matters; relieve the Vice President of a variety of administrative details.
4. Monitor division budget expenditures for grants and division accounts; track and process expenditures, encumbrances, reimbursements, stipends and payments; research and aggregate departmental budgets and create budget forecasts; determine grant expense eligibility; track multiple funding sources; run aggregated budget reports through spreadsheets and financial systems and calculate budgets for departments and programs that directly report to the Vice President; research and correct discrepancies; process budgetary adjustments and transfers when warranted.
5. Facilitate the program review process for the division; create and maintain sensitive and confidential tracking spreadsheets and personnel files; coordinate timelines.
6. Work closely with Human Resources on behalf of the Vice President to coordinate the personnel processes including the hiring process. Work closely with the Dean, Student Life & Judicial Affairs and/or Human Resources on behalf of the Vice President for the timely resolution of student and/or employee grievance and discipline processes.
7. Independently research, compile and analyze data for a variety of internal and external reports; create, develop, maintain and update specialized and custom forms, databases, logs, files, records and reports.
8. Provide administrative support to a variety of committees and, when appropriate, student groups; keep minutes and records of assigned committees in accordance with the Brown Act; coordinate meetings and events; complete documentation and process requests for funds.
1. Provide backup to other division staff as needed.
2. Contact campus 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. Update and maintain division-specific website and social media accounts.
6. 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:
1. Graduation from an associate degree program AND at least six years of progressively responsible administrative support experience, at least two of which were supporting a department head or higher; or an equivalent combination of training and experience. A bachelor's degree is preferred.
(IMPORTANT: 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. A bachelor's degree. 2. Direct experience with project management and/or coordination. 3. 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: 3/7/2019
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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