Administrative Support Assistant III, Honors Program

Administrative Support Specialist

MiraCosta College

$33.97 Hourly

Oceanside, CA

Part-Time Regular

Flexible/Hybrid

Closing Date: 9/5/2025 at 11:59 PM Pacific Time (US & Canada); Tijuana

Position Details

One regular, part-time position, 18 hours per week, equivalent to 11 months per year spread over 12 months, on the Oceanside Campus. The normal work schedule will be 8:00 am 1:00 pm, Monday through Thursday. After successfully completing the initial training period, employee may work remotely one day per week, subject to supervisor approval. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

Basic Function

Under general supervision, perform difficult and responsible administrative and operational support duties; manage assigned administrative projects and small administrative programs; maintain records and draft reports; process payroll, personnel requisitions, purchase orders, and maintain supplies; and perform related duties as assigned.

Essential Duties

1. Provide administrative, logistical and technical support to a department head and professional staff; coordinate and participate in department administrative support operations and programs with a significant degree of independence; perform research for students and professional staff on specific student/department issues, placements, eligibility and articulation information; act as a liaison for the department head with other departments and departmental staff. 2. Oversee and participate in student and customer interactions with the department in person, by phone or electronically, provide information regarding other student and customer resources available; schedule students/program participants for counseling appointments, workshops, orientations and special events; answer questions regarding program/department policies, procedures and services including clarification of enrollment requirements, the program application process, registration information and financial aid; respond to escalated questions and complaints over the phone or at a public counter. 3. Accept applications, screen and explain program eligibility for new and continuing students/program participants according to district and program guidelines; manage waitlists and send notifications of acceptance/denial; monitor continuing students for adherence to program regulations; advise students of requirements that must be met to maintain eligibility; assist students in resolving issues impacting program eligibility. 4. Perform advanced administrative support including maintaining student, personnel, payroll and financial records, files and databases; prepare marketing materials, forms and other program documentation; receive and track confidential student and faculty data including immunizations and compliance with federal, state and district regulations, policies and requirements; develop, track, analyze and report administrative processes, metrics and documents; research, obtain and analyzes key data and statistics from varying sources for program reports, proposals, in-services, program reviews and other documents. 5. Input data and prepare and process purchase requisitions, purchase orders and check requests; verify the accuracy of receipts and invoices, enter account codes, validate sufficiency of budget and process for payment; monitor department budgets; purchase supplies and materials and/or authorize expenditures according to established guidelines; prepare and process expense-related forms including travel requests and reimbursements, petty cash and expense reports. 6. Coordinate full and part-time staff payroll; process personnel requisitions; collect and audit documentation supporting staff time logs and ensure conformance to work hour restrictions; compute and categorize pay according to departmental/program billing accounts; ensure accurate usage of funding codes and calculate departmental/program billing; prepare timecards; provide confidential and efficient recordkeeping; assist the Payroll Department with resolution of payroll issues. 7. Using standard office software, compose and/or type memoranda, correspondence, reports, agreements, contracts, presentations, spreadsheets, forms and other documents; draft, proofread and/or edit a variety of materials including marketing materials, press releases, invitations, programs, publications and reports; take, transcribe and distribute meeting minutes. 8. Create, develop, maintain and update specialized and custom forms, databases, logs, files, records and reports to support technical work processes in areas of responsibility; design, develop and maintain spreadsheets and databases requiring data interpretation and manipulation; track and maintain federal, state, grantor and district-required data and student outcomes and prepare for submission or reporting. 9. Schedule appointments and make meeting arrangements; assist with the development and coordination of departmental special events; assist with setup and cleanup for various meetings and events; contact vendors for food orders, materials, supplies, and audio-visual equipment; handle other meeting and event logistics, including soliciting volunteers and coordinating student workers.

Minimum Qualifications

Graduation from high school or GED equivalent, and three years of progressively responsible clerical/administrative support experience; or an equivalent combination of training and experience. An associate's degree is preferred and may be required to advance to higher levels in the class series. NOTE: For work experience, one "year" is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.

Vacation, Sick Leave, and up to 18 Paid Holidays

Retirement Benefits

Free & Confidential Employee Assistance Program

Wellness Program

Participation in the District's Early Retirement Program

Professional Development Opportunities

Tuition Fee Reimbursement

1 Barnard Drive Oceanside, California, 92056