Administrative Support Assistant II, Student Life & Leadership

MiraCosta College

For full details and to apply, go to https : / / apptrkr.com / 5293091

Assignment Category : Regular Position

Position Details :

One regular, district funded, part-time position, 18 hours per week, equivalent to 10 months per year spread over 12 months on the Oceanside Campus.

The normal work schedule will be Monday through Thursday, 2 : 30 pm - 7 : 00 pm. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

The first-level interviews with the screening and interview committee will be conducted via Zoom. The second-level interviews may be in-person or via Zoom.

RESIDENCY REQUIREMENT : MiraCosta College Board Policy 7800 : Employee Residency requires all classified staff, administrators, and temporary / hourly short-term employees to maintain and permanently reside in a principal place of residence in the state of California that is within two-hundred (200) road miles from the employee's regularly assigned district worksite.

The purpose of the policy is to promote efficiency and continuity throughout all campus administrative functions, provide students with high quality assistance and accessibility to all academic and campus services, ensure that students receive an engaging education, and respond to emerging student needs.

The District may consider an individual request to temporarily reside outside of the State of California or outside the 200-mile limit on a case-by-case basis, not to exceed twelve consecutive months.

Salary Range : 16

Compensation : Starting at $26,068.50 per year (range 16, step 1), with annual salary step increases up to step 5. In addition, after five years of district service, employees earn a longevity stipend that increases over time.

Employees must make arrangements for the direct deposit of paychecks into the financial institution of their choice, via electronic fund transfer.

Benefits :

MiraCosta College offers an array of benefits to eligible employees.

Vacation, sick leave, and up to 18 paid holidays Retirement benefits Free and confidential employee assistance program Wellness Program Participation in the District's Early Retirement Program Professional Development Opportunities Tuition fee reimbursement https : / / www.

miracosta.edu / academics / degree-and-certificate-programs / social-and-behavioral-sciences / child-development / child-development-center / index.html

Position Term in Months : 12

Application Procedure :

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 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 Essential Duties, Other Duties, and Desirable Qualifications.

4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated in this job posting.

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 https : / / www.ctc.ca.

gov / credentials / leaflets / foreign-transcript-evaluation-(cl-635). Transcripts or translations in English still require the evaluation to show the U.

S. equivalence of your degree.

The screening and interview committee will review application materials for up to three to four weeks following the closing / first screening 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; 4) fingerprint clearance;

and 5) approval by the Board of Trustees.

Retired STRS members are not eligible for this position.

Basic Function :

Under general supervision of the Director of Student Life & Leadership, this position is student-facing and service-oriented and acts as a first point of contact for Student Life & Leadership;

assists with events; creates and maintains physical and electronic filing systems and performs records management duties.

Supports student and campus wide programming and event marketing and overseeing and enacting the evening operations at the Student Center on the Oceanside Campus.

Performs many administrative duties (including answering phones, responding to emails, engaging in Workday functions, ordering supplies, addressing room reservations, preparing travel requisitions, etc.

Attend department and divisional meetings, support large-scale events such as commencement, support evening food pantry operations, and respond to Student Center needs, student or guest concerns, maintenance issues, and preparing CARE (Campus Assessment, Resources and Education) Referrals or incident reports to support a quick and helpful resolution to needs that may arise.

Responsible for cultivating a welcoming atmosphere, supporting a culture that empowers student leaders, and enacting an equity-minded perspective in their work;

ensure the general comfort of building users and monitors and maintain the cleanliness of the facility to support a safe and healthy experience.

Distinguishing Characteristics :

An Administrative Support Assistant II is distinguished from an Administrative Support Assistant III in that an incumbent in the latter class works with greater autonomy and recruits, screens and enrolls program participants.

Essential Duties & Responsibilities :

The duties listed below are intended only as illustrations of the various types of work that may beperformed. 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. Assist in the day-to-day operation of a program or department front desk; coordinate and assign front-desk coverage; provide routine administrative support including answering phones and emails, coordinating with other centers / programs in shared space, providing information on other student resources available and maintaining office supplies;

may open or close room or building.

• 2. Greet, direct and provide general information to students, faculty and staff; answer questions regarding program / department policies, procedures, programs 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; assist with the preparation of forms and documents, verify completeness and accuracy of information;
• schedule or admit students / customers in district services and programs. 3. 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;

run general budget reports through spreadsheets and financial systems and calculate budget usage; prepare and process expense related forms including travel requests and reimbursements, petty cash and expense reports.

• 4. Coordinate full and part-time staff payroll; 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.

5. Using standard office software, compose and / or type memoranda, correspondence, reports, agreements, contracts, marketing materials, presentations, spreadsheets, forms and other documents;

may take meeting minutes.

6. 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.

• 7. 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, marketing materials, supplies and audio visual equipment;

handle other meeting and event logistics including soliciting volunteers and coordinating student workers.

Other Duties :

1. Provide backup to other department staff as needed.

2. Contact campus police or custodial staff as needed.

3. Schedule facility use and room assignments by internal and external users and maintainfacility-use calendar; submit appropriate work requests;

prepare invoices for external groupsas required.

4. Train and provide work direction to other clerical staff and student workers as assigned.

5. Perform related duties as assigned.

Knowledge Of :

1. Principles, practices, concepts and techniques used in customer service, public relationsand community outreach.

2. Modern office practices, procedures and equipment including computers and applicablesoftware programs.

3. The district's student recordkeeping and general accounting systems, practices and procedures for processing student information and interpreting input and output data.

4. District practices and procedures for budgeting, purchasing and maintaining public records.

5. Payroll procedures and operations.

6. Math and basic accounting techniques.

7. Operations, services and activities of a community college district.

8. Common student needs, issues and concerns applicable to area of assignment.

9. Principles and practices of sound business communication; correct English usage, includingspelling, grammar and punctuation.

10. District organization, functions, rules, policies and procedures applicable to assigned areasof responsibility.

11. Safety policies and safe work practices applicable to the work.

Ability To :

1. Assign and review the work of student workers and lower-level staff.

2. Oversee the daily operations of program or department front desk.

3. Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.

4. Establish priorities and work effectively and independently with many demands on time.

5. Analyze situations accurately and adopt effective courses of action.

6. Maintain confidentiality of district and student files and records.

7. Make calculations / tabulations and accurately process and review fiscal and related documents.

8. Assist in preparing and monitoring a program or department budget.

9. Track statistical information utilizing complex spreadsheets and databases.

10. Communicate effectively, both orally and in writing.

11. Understand and follow written and oral instructions.

12. Operate a computer and standard business software.

13. Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural,ethnic and disability issues.

14. Establish and maintain effective working relationships with all those encountered in thecourse of work.

Education & Experience :

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

Graduation from high school or GED equivalent, and two years of clerical / administrative support experience; or an equivalent combination of training and experience.

An associate 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.

Desirable Qualifications :

Spanish language skills

Licenses & Other Requirements :

A valid California driver's license and the ability to maintain insurability under the district's vehicle insurance program.

Physical Effort :

The physical efforts described here are representative of those that must be met by employeesto successfully perform the essential functions of this class.

Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions.

Primarily sedentary with intermittent standing, walking, bending, stooping, kneeling, orcrouching; occasional lifting, carrying, pulling, and / or pushing of objects weighing up to 50pounds;

ability to travel to various locations on and off campus as needed to conduct districtbusiness.

Emotional Effort :

Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and / or groups fromdiverse backgrounds on a regular, ongoing basis;

ability to work effectively under pressure on avariety of tasks concurrently while meeting established deadlines and changing priorities.

Working Conditions :

• Indoor office environment and outside environment with exposure to sun or cold weather forextended periods; subject to frequent contact and interruptions by individuals in person or byphone;
• intermittent exposure to angry and / or verbally aggressive individuals; may be required towork evening hours on an as-needed basis;

may work at any district location.

Posting Number : S23 / 24072P

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

Job Close Date :

Open Until Filled : Yes

First Screening Date : Applications received by the first screening date, Friday, June 14, 2024, will be given first consideration.

Applications will continue to be accepted until the position is filled.

Diversity, Equity & Inclusion

MiraCosta College is an Equal Opportunity Employer and is committed to providing an educational environment that affirms and supports diversity in its faculty, staff, and administration, and promoting an environment of inclusion.

The college's commitment to inclusion, diversity, equity, and accessibility is expressed in the policy found at https : / / www.

miracosta.edu / office-of-the-president / board-of-trustees / docs / 3400BP-Inclusion-Diversity-Equity-Accessibility.pdf.

Click on the following link to view the IDEA website : https : / / www.miracosta.edu / office-of-the-president / idea / index.html.

MiraCosta College is committed to creating a racially just campus climate. Individuals and their diverse cultures and identities are welcomed, nurtured, and validated.

MiraCosta College takes institutional responsibility for closing the equity gap for disproportionately impacted populations including Latinx and Chicanx communities, Black and African American communities, Native Hawaiian and Pacific Islander communities, Native American communities, lesbian, gay, bisexual, trans, queer / questioning, intersex, and asexual (LGBTQIA ) communities, veteran communities, former foster youth, adult students, and students from low socioeconomic statuses.

miracosta.edu / office-of-the-president / docs / mcc mission statement.pdf.

The college was designated as a Hispanic Serving Institution (HSI ) in 2013. This significant recognition acknowledges our institution's continuous efforts to support the academic performance and unique needs of Latinx students, many of whom are attending college for the first time or are first-generation.

We are a veteran and military supportive institution and an Achieving the Dream Leader College. The successful candidate will join a campus that exhibits its dedication to all students and faculty through offering robust, culturally-responsive events, including speaker series dedicated to heritage month events through the Social Justice and Equity Center.

About MiraCosta College

MiraCosta College is one of California's 115 public community colleges. The district operates two campus sites and two centers, and offers a robust online education program.

Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities.

Both students and staff enjoy a friendly atmosphere and the feeling that we are all here to help one another. MiraCosta College is an Equal Opportunity Employer with a commitment to diversity, equity, and inclusion.

For more details, please visit our website at https : / / www.miracosta.edu / office-of-the-president / board-of-trustees / docs / 3400BP-Diversity-Equity-Inclusion.pdf

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Requirements / Qualifications

Requirements / Qualifications

Last updated : 2024-07-11