Administrative Assistant III - Faculty Assignments

Monterey Peninsula College 

Administrative Assistant III - Faculty Assignments 

Salary: $4,493.00 - $5,749.00 Monthly

Job Type: 

Job Number: 2024-00033

Closing: 5/4/2025 11:59 PM Pacific

Location: Monterey Peninsula College and/or Marina Education Center, CA

Division: Career Education

Description

Priority Screening Deadline: May 4th at 11:59 PM 

The Administrative Assistant III-Faculty Assignments position will work in the Office of Academic Affairs and provide administrative support to the Dean of Instruction. Under general supervision, assist by planning, coordinating, and participating in the application of operational procedures. Receive limited supervision within a broad framework of standard District policies and procedures. Perform varied administrative support duties of the office; initiate and exercise good judgment in the application and follow-through of administrative decisions and policymaking; accurately interpret, implement, and explain college policies, procedures, standards, and requirements; establish and maintain good public relations with staff, students, and the community at large.

Example of Duties

Essential Functions 

• Process administrative details not requiring the immediate attention of supervisor.

• Perform varied and responsible administrative support duties to assist in the processing and completion of operations in the assigned administrative office.

• Act as an information source regarding policies and procedures; provide information where judgment, knowledge and explanations are necessary, especially in the proper handling of files that contain personal information in order to maintain confidentiality.

• Provide administrative support to the administrative office in all matters relating to the business of the area which may include the areas of: accreditation; grant development, staff development, various review and certification procedures, specialized programs relating to student operations, special course and program development and documentation, course outlines, contract preparation; may monitor schedule building process; may assist supervisor in the development of presentations; as well as providing support in other areas as needed.

• Generate notices of employment for full-time and part-time faculty according to the collective bargaining agreement, policies and procedures; initiate and reconcile timesheets. Communicate with divisions and departments to ensure accuracy of assignments and timesheets; track full-time equivalent numbers for instructors and monitor faculty load limits to ensure compliance with laws and regulations. Track instructor hours and assignments; gather data, analyze and prepare reports.

• Coordinate various meetings, ceremonies, and receptions as assigned; provide support services for visiting training speakers including a selection of meeting rooms and accommodations; prepare agenda items; prepare and maintain a master calendar for the administrative unit. Attend meetings and take minutes.

• Maintain master classroom schedule using appropriate installed software; assist in maximizing classroom and facilities use; resolve room conflicts and locations to be arranged (LOTBAs); coordinate scheduling of MPC facility needs, both on and off campus; electronically reserve and maintain schedules for assigned facilities and rooms.

• Prepare/process a variety of letters and documents which may include statistical reports, Notice of Employment (NOE) contracts, resolutions, manuals, contracts, grant applications, purchase requisitions and final reports; compose memos and other correspondence.

• Create/maintain spreadsheets and/or databases for area projects as needed; prepare reports and final documents; oversee the establishment and maintenance of filing systems.

• Make/track budget entries for multiple budget accounts to spreadsheet and database systems as necessary and submit budget reports to state agencies.

• Serve as a liaison between the department/division, students, the college, and the community at large; greet and assist office visitors and telephone callers; respond to questions; provide information as required; refer to appropriate sources.

• Monitor special projects/programs and take independent action as needed; maintain deadlines on control files, and expedite their completion; coordinate assignments and activities.

• Assist with the faculty evaluation procedures; process and distribute student evaluations to Division Office Managers; collect surveys, gather and compile data; forward to appropriate Division Chair and administrator.

• Check reports, records, and other material for accuracy, completeness and conformity with established standards. Learn and utilize current campus software to meet the particular needs of the office.

• Arrange interviews, appointments, schedules, and conferences; make travel arrangements and itineraries related to functions of the assigned office; arrange committee and other meetings; coordinate preparation of workshops.

• Demonstrate an understanding of, sensitivity to and appreciation for, the academic, ethnic, socio-economic, disability and gender diversity of students and staff attending or working on a community college campus.

Other Functions 

• Coordinate the department workflow and the work of student employees in the administrative unit office as assigned.

• Serve on college committees as assigned.

• Provide backup for other administrative positions as assigned. Out-of-class compensation will be applied according to Section 4.11 in the collective bargaining agreement.

• Perform other related duties as assigned.

• Maintain inventory and requisition supplies for office as needed.

Qualifications

Education and Experience 

Any combination of training and experience which would indicate possession of the knowledge, skills and abilities listed herein. For example, completion of two years of college level course work in business skills, office administration or a related field and three years of increasingly responsible office experience providing advanced knowledge and skills in current office practices.

Knowledge 

Knowledge of: general functions of a complex organization (e.g. an educational institution); current office methods and practices including filing systems, business telephone skills, communication and report writing; a variety of computer programs including word processing and spreadsheet and database applications; mathematical computations; office management techniques and procedures; public and human relations skills; and presentation software.

Abilities 

Ability to: understand and independently carry out oral and written instructions; prioritize and do several tasks simultaneously; learn and successfully apply office policies, procedures, rules and regulations; use good judgment in recognizing the scope of authority as delegated; analyze situations and make decisions on procedural and detail matters without immediate supervision; analyze projects under pressure of time; maintain security and confidentiality of records and information; communicate effectively in both oral and written form; use appropriate and correct English spelling, grammar and punctuation; perform arithmetical calculations with speed and accuracy; operate efficiently a variety of office equipment as needed; use word processing, spreadsheet, database and presentation software proficiently and accurately; learn and successfully use new software programs as needed; search internet for information as needed; establish and maintain effective work relationships with those contacted in the performance of required duties; demonstrate an understanding of, sensitivity to and appreciation for, the academic, ethnic, socio-economic, disability and gender diversity of students and staff attending or working on a community college campus.

Physical Effort/Work Environment: 

Light to moderate physical effort; occasional standing or walking; periodic handling of lightweight parcels up to 15 pounds. Indoor work environment.

Desirable Qualifications (Not Required): 

• Extensive experience in Microsoft Office, including Excel, and Google Suite

• Experience planning and coordinating meetings and events, including logistics, participant communication, and attention to detail.

• Strong oral and written communication skills

• Experience in maintaining multiple budget reconciliation documents

• Experience in drafting and proofreading minutes/notes, agendas, or correspondence

Work Schedule / Supplemental Information

WORK SCHEDULE 

40 hours per week/ 12 months per year Monday Friday, 8:00 AM - 5:00 PM

*Management reserves the right to modify the work schedule

Starting Salary 

$4,493 (STEP A) - $5,749(STEP C) GREAT BENEFITS PACKAGE (no additional costs for dependents) 

How to Apply 

Visit http://www.mpc.edu/employmentand select "classified and other positions." Here you will find the announcement and the "apply" button in the upper right-hand corner. You will be asked to log in or create a new user account.

Complete all required fields of the application AND:

• Attach a .pdf of your cover letter which describes your interest in and qualifications for the position. Please address the abilities and desirable qualifications listed in the job posting.

• Attach a .pdf of your resume

• Answer required diversity statement

Only items listed above will be reviewed by the screening committee. Human Resources does not accept additional materials such as: letters of reference, test scores from other institutions, certificates of courses/programs completed, letters of commendation from schools with your application. Such items, if included, will not be forwarded to the selection committee. If you are a finalist, HR will request any reference information that is required. Monterey Peninsula College reserves the right to close or continue the recruitment at any time.

CANDIDATE TRAVEL REIMBURSEMENT

Monterey Peninsula College will provide up to $1,000 travel reimbursement to eligible candidates. A candidate is eligible for travel reimbursement when they have participated in an in-person interview for first- and/or second-level interviews, and when they live 50 miles or more from the College.

For questions or concerns, please contact:

Gerardo Cardenas Hernandez

mailto:gcardenashernandez@mpc.edu

(831) 645-1392

CONDITIONS OF EMPLOYMENT

Offers of employment are contingent upon Governing Board approval. Employment with

Monterey Peninsula College is not complete or official until applicants meet all pre employment requirements. All new employees are required to submit proof of freedom from tuberculosis and proof of eligibility to work in the United States. Employees must sign the Oath of Affirmation of Allegiance, and submit fingerprints. The District is an equal opportunity employer. The policy of the District is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status as a Vietnam era veteran, ancestry, or political or organizational affiliation.

Monterey Peninsula Community District is committed to achieving educational equity for all students as outlined in the District's Governing Board Goals, Educational Master Plan, Equal Employment Opportunity Plan, and Student Equity Plan. We provide students with a rich and dynamic learning experience that embraces differences - emphasizing collaboration, engaging students in and out of the classroom, and encouraging them to realize their goals and become global citizens and socially responsible leaders. When you join our team at Monterey Peninsula College, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches higher education as a matter of social justice requiring broad collaboration among faculty, classified staff, administration, students, and community partners. Monterey Peninsula College is designated as a Hispanic Serving Institution (HSI) and is an affiliate of the statewide Umoja Community of California Community Colleges. Monterey Peninsula College has a diverse student population that is a reflection of the communities it serves. MPC serves approximately 12,000 students (for the 2020-21 year). MPC's comprehensive curriculum and student services are designed to meet the needs of a diverse student body and include transfer, career and technical education, basic skills, and continuing education offerings. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students, and community partners who are also committed to closing equity gaps. An equity-minded individual is a person who already does or has demonstrated the desire to: (1) Understand the importance of holding ourselves accountable as educators for closing equity gaps and engaging in equitable practices; (2) Reframe inequities as a problem of practice and view the elimination of inequities as an individual and collective responsibility; (3) Encourage positive race-consciousness and embrace human difference; (4) Reflect on institutional and teaching practices and aim to make them more culturally responsive; and (5) Strategically build buy-in and participation among colleagues for equity-related initiatives.

Monterey Peninsula College seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals. All departments strongly encourage collaboration across disciplines to create inclusive, integrated, and interdisciplinary learning experiences. College faculty are expected to be knowledgeable about, and willing to use, different learning and teaching methods appropriate to the students they serve.Offers of employment are contingent upon Governing Board approval. Employment with Monterey Peninsula College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit proof of freedom from tuberculosis and proof of eligibility to work in the United States. Employees must sign the Oath of Affirmation of Allegiance, and submit fingerprints for California Department of Justice clearance. California School Employees Association Membership or an approved alternative is required.

To apply, visit https://apptrkr.com/6110615 

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Salary : $4,493 - $5,749