Administrative Associate II, Career Education

Administrative Associate II Position

We have an exciting opportunity for an Administrative Associate II position located at our campus in Menifee, CA. Under the general supervision of the Dean of Career Education, the Administrative Associate II provides a wide variety of administrative and support duties. The Administrative Associate II, Career Education acts as liaison between the Dean of Career Education and the reporting departments. The Administrative Associate II, Career Education also establishes and maintains positive working relations with students, faculty and staff.

This position serves District-Wide; applicants may be assigned to any district facility. Work hours and worksite locations are subject to change depending on department needs. A six-month probationary period must be successfully completed before the selected candidate is considered a permanent employee of the district. This position is in the California School Employees Association bargaining unit. For more information, please visit their website.

Essential Duties And 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 and duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.

Receive and screen visitors, schedule appointments, screen telephone calls and make referrals to the Vice President of Instruction or appropriate staff members as required

Prepare and review reports, requisitions, and confidential and statistical materials which require the use of some independent judgment

Attend meetings and take minutes as needed, transcribe, duplicate and distribute minutes of meetings as appropriate

Post data to files and records, check documents for completeness, accuracy and conformity to proper department and District procedures

Organize office activities, file, record and perform varied and specialized typing, editing and proofreading including letters, memorandums and reports

Operate a personal computer with access to faculty and student records and administrative files using word processing, electronic spreadsheets and other related software applications, calculators and typewriters

Order and maintain office supplies, prepare purchase requisitions in accordance with approved procedures, schedule maintenance and repair of equipment

Assist in:

preparation of department categorical budget

preparation of curriculum proposals, class schedules and teaching assignments as appropriate for the department

updating of the Career Education website

room scheduling of perspective instructional courses

Maintain records of budget expenditures and keeps a running account of balance and expenditures against budgeted allocations and provide the Dean with periodic reports regarding account balances

Review requisitions for proper account numbers and check account balances for sufficient funds

Review records of hours worked and maintain records for classified staff and adult/student hourly staff assigned to the department

Train and provide direction and guidance to lower level classified staff and student workers assigned to the department

Knowledge, Skills, And Abilities

The incumbent should possess knowledge of:

Correct grammar, spelling and punctuation

Office methods, procedures and practices The incumbent should possess skills in:

Working effectively as a team member

Meeting schedules and timelines

Communicating effectively both orally and in writing

Maintaining documentation and records

Handling multiple assignments simultaneously and set priorities based on customer needs The incumbent should possess the ability to:

Coordinate many different duties, determine the relative importance of each, set deadlines and complete projects accordingly

Quickly learn, independently interpret and apply a variety of complex academic/organizational policies and procedures

Trace clerical processing errors

Explain a variety of complex procedures and policies

Perform complex administrative work involving independent judgment, accuracy and speed

Establish format and spatial relationships for correspondence, charts and reports using a computer word processing, spreadsheet and/or database programs

Prepare clear and concise correspondence of a routine nature

Screen mail, telephone calls and visitors

Perform arithmetic computations

Type at 50 words per minute (corrected rate)

Establish and maintain cooperative and effective working relationships with others, including those from a diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff

Qualifications And Requirements

Minimum Qualifications

A high school diploma or GED; AND

Four (4) years of professional experience in general clerical work; INCLUDING

Two (2) years performing professional administrative duties

Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff ***To ensure a fair and compliant screening process, application materials must only include minimal personal information. Application materials must not include your date of birth, Social Security number, photographs, URLs, QR codes, LinkedIn profiles, or any other embedded links directing to personal information or external websites. The only exception applies to transcript documents where certain information may appear by default. Application submissions containing any of the above items will be marked as incomplete and will not be considered***

Substitutions for meeting the minimum qualifications of this position are allowed. Please refer to the Substitution Policy included in the Tips for Applying section.

Substitutions for the professional experience requirement are allowed, up to a maximum of two (2) years

Desired Qualifications

Budgeting experience

Familiarity with career education programs

Prior experience in approaching work and interaction with colleagues and/or students in an equity-minded manner. Ability to promote an inclusive and welcoming work/education environment.

Physical Demands And Working Environment The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting with travel from site to site. The incumbent must be able to work in a fast paced office environment with background noise and a high stress level. Physical: Primary function requires sufficient physical ability and mobility to work in an office setting and travel from site to site; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist; to lift carry, push, and/or pull light to moderate amounts of weight up to 20 pounds; to operate office equipment requiring repetitive hand movements and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment. Hearing: Hear in the normal audio range with or without correction.

The College

To learn more about Mt. San Jacinto Community College District, visit.

Benefits

Benefits depend on job classification: MSJC offers benefits to permanent, full-time and part-time employees. Detailed information is provided during employee New Hire Benefits Orientation. To review the Benefits Summary, click here.