What are the responsibilities and job description for the Administrative Coordinator position at San Bernardino Community College?

Salary : $33.33 - $36.74 Hourly

Location : San Bernardino, CA

Job Type : Classified - Full-Time

Job Number : 2425-01463

Department : Student Services

Opening Date : 02 / 28 / 2025

Closing Date : 3 / 27 / 2025 11 : 59 PM Pacific

Work Schedule : Monday-Friday, 8 : 00am-5 : 00pm

HR Recruiter : Dawn Garcia

Work Days / Year : 260

Mission Statement : San Bernardino Valley College provides innovative instructional programs and cohesive student services to support the educational goals of a culturally diverse community of learners by engaging in continuous improvement and actively working towards an antiracist culture to foster an environment of meaningful learning and belonging for our students, employees, and the community.

Job Description

Please note that the full salary range for the position can be found here :

The salary listed on posting is reflective of anticipated starting salary.

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job; however, any additional duties will be reasonably related to this class.

SUMMARY DESCRIPTION

Performs a variety of highly responsible, complex, and sensitive administrative and secretarial duties in support of the assigned executive administrator (e.g. Vice Chancellor, Associate Vice Chancellor, Executive Director, Chief of Police, and Vice President). Provides oversight and coordinates assignments for assigned staff.

DISTINGUISHING CHARACTERISTICS

The Administrative Coordinator classification is distinguished from the Administrative Assistant III by the performance of the full range of highly responsible, complex, and sensitive administrative duties in support of an executive level administrator with a broad level of responsibility for major, complex programs and functions with substantial District-wide impact. The Administrative Coordinator performs the most difficult and responsible types of duties assigned to classes within this series including the provision of lead support for assigned staff. Incumbents are required to be self-directed and to relieve the administrator of routine administrative duties.

REPRESENTATIVE DUTIES

The following duties are typical for this classification.

Participates and assists in the administration of the office, relieving the administrator of a variety of technical and administrative duties; serves frequently as a liaison between the administrator and the public, students, staff, and other campus / District officials; promotes and maintains positive staff, student, and community relations; handles matters of a difficult and sensitive nature.

Plans and organizes office support functions for the assigned office; coordinates, oversees, and evaluates the flow of office work and assures that work is performed in a timely and accurate manner; recommends and implements improvements in work flow, and procedures.

Reviews, updates, and informs the assigned administrator and others of essential timelines; discusses and reviews calendar of events on a regular basis with the assigned administrator to ensure timely coordination of office activities and status of assigned projects; develops schedules related to activities and services for assigned area.

Coordinates and assists the administrator in meeting various reporting requirements, operational responsibilities, research objectives, organizing programs, functions, and activities mandated by the District or College.

Assists in developing procedures to expedite transmittal of information or facilitate implementation of policies and programs; develops standardized computer formats for reports and publications; establishes new and revised office procedures as appropriate.

Develops and maintains assigned calendars, schedules, and appointments; coordinates, schedules, and arranges for meetings, trainings, and inspections; coordinates activities with other divisions and departments; coordinates travel arrangements for assigned staff; processes conference reimbursement and other requests.

Assists with preparation of bid documents and proposals; prepares and monitors necessary permits in contracts; ensures contractual terms are in compliance with District policies.

Participates in the orientation of new employees when assigned.

Collects, researches, compiles, analyzes, verifies, summarizes, records, and evaluates information; prepares and distributes narrative, statistical, and financial data and provides recommendations; completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures.

Plans, coordinates, implements, and evaluates complex projects, including accounting related projects; gathers information and creates complex spreadsheets and reports; uses independent judgment to develop and provide recommendations, suggestions, or information as appropriate.

Responds to sensitive questions, complaints, and requests for information; communicates information in person or via email, or by telephone where independent judgment, knowledge, and interpretation of policies and procedures are necessary.

Oversees the preparation of Board agenda items and supporting documents; ensures Board agenda items are forwarded within District timelines and legal requirements and guidelines; assures the appropriate administrator receives timely notification of Board requests for information or action; assures that the Board receives information and notification of action taken as requested; researches and resolves discrepancies as necessary.

Coordinates the preparation, development, and administration of program budget(s); prepares cost estimates for budget recommendations; submits justifications for budget items; allocates funds to proper budget codes; monitors and tracks expenditures; provides regular budget reports for control of expenditures; resolves budget issues and problems; assists with deposits; processes budget / expense transfers; recommends budget revisions.

Recommends expenditures for equipment, materials, and supplies; initiates contact with vendors for various products and services and assures their timely ordering, receipt, and storage; schedules maintenance and repairs as needed; posts, monitors, and tracks invoices and other expenditures.

Provides support to assigned administrator for standing and ad hoc committees and other groups as assigned; attends meetings and takes notes or records proceedings; prepares and distributes agendas, background materials, and minutes as appropriate.

Prepares and maintains a variety of sensitive and confidential materials, transcriptions, correspondence, memoranda, reports, proposals, and other materials.

Composes correspondence independently; prepares preliminary responses to letters, general correspondence, and personal inquiries of a sensitive nature, including faculty, students, and staff complaints, for appropriate administrator.

Establishes and maintains a variety of complex, interrelated filing systems including confidential files; establishes and maintains files for information, records, and reports including those related to budget and cost records; maintains manuals and updates resource materials.

Receives and distributes mail and identifies and refers matters to the appropriate administrator in order of priority.

Performs other duties related to the primary job duties.

The following generally describes the knowledge and ability required to enter the job and / or be learned within a short period of time in order to successfully perform the assigned duties.

CORE COMPETENCIES :

Analyzing and Interpreting Data

Apply sorting, coding and categorizing rules

Analyze data

Read reports

Draw meaning and conclusions from quantitative and / or qualitative data

Customer Focus

Attending to the needs and expectations of customer

Seeks information about the immediate and longer term needs of the customer

Anticipates what the customer may want or expect in a product or service

Works across organizational boundaries to meet customer needs

Reading Comprehension

Understanding and using written information

Knows the meaning of printed words; comprehend the literal meaning of text

Make interpretations, applications, deductions, inferences, extrapolations from written information

Professional and Technical Expertise

Applying technical subject matter to the job

Knows the rudimentary concepts of performing the essential technical operations

Critical Thinking

Analytically and logically evaluates information to resolve problems

Follow guide, SOP or other step by step procedures for locating the source of a problem and fixing it

May detect ambiguous, incomplete, or conflicting information or instructions

Attention to Detail

Focusing on the details of work content

Shows care and thoroughness in adhering to process and procedures that assure quality

Applies knowledge and skill in recognizing and evaluating details of work

Applies skilled final touches on products

Using Technology

Working with electronic hardware and software applications

Using basic features and functions of software and hardware

Experiments and finds novel uses for standard features and functions

Adds, improves, modifies, or develops features and functionality

Team Work / Involving Others

Collaborating with others to achieve shared goals

Engages others for suggestions and ideas

Writing

Communicating effectively in writing

Using correct writing mechanics including spelling, vocabulary, grammar, syntax, punctuation, capitalization, sentence structure

Logically orders and structures ideas and progression of thought

Adaptability

Responding positively to change and modifying behavior as the situation requires

Accept and adjust to changes and the unfamiliar

Innovation

Imagining and devising new and better ways of doing things

Fix what is broken; find solutions and fixes with resources at hand

Finds new approaches to performing familiar tasks

Create and invent new ideas; envision the unexpected, unexplored, untried

Listening

Comprehend and verbal instructions and orally presented information

Recalls or retrieves key points in a conversation

Listen actively by rephrasing others' input cogently and accurately

Valuing Diversity

Shows acceptance of individual differences

Welcomes input and inclusion of others who may be different from oneself

Shows understanding and empathy for the challenges of groups seeking inclusion or dealing with perceived discrimination

Lead, Advanced or Senior Level Positions

Qualifications

Education / Training : An Associate's degree or sixty (60) semester units in business or a related field.

Experience : Six (6) years of increasingly responsible secretarial experience involving a high level of public contact, use of computer and office applications, and providing secretarial support to executive and management staff.

Desired Education / Experience : Experience in an administrative office in an educational environment.

Equivalency Provision : In the absence of sixty (60) semester units of college level coursework, equivalent to the completion of high school and eight (8) years of increasingly responsible secretarial experience involving a high level of public contact, use of computer and office applications, and providing secretarial support to executive and management staff is qualifying.

Desired Qualifications

1) Two years experience working for a high-level executive

2) Two years experience in budget management and development experience

3) Two years experience preparing materials and reports for executives

4) Two years experience managing multiple calendars and scheduling meetings

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 with disabilities to perform the essential job functions.

Environment : Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; possible exposure to dissatisfied individuals.

Physical : Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to occasionally lift, carry, push, and / or pull light to moderate amounts of weight up to 25 pounds; to operate office equipment requiring repetitive hand movement 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.

Employment Requirements

The person selected for hire will be required to complete the following pre-employment requirements :

Submit to and successfully pass DOJ live scan / fingerprinting. Cost of live-scan services to be borne by candidate.

Sealed official transcript(s) in envelope from institution or electronic copies emailed directly from institution (for positions with higher education requirement)

Tuberculosis (TB) risk assessment

Other pre-employment requirements may be required depending on the position (i.e. certifications or licenses; see job posting qualifications section for details).

Successful completion of all pre-employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the San Bernardino Community College District's

You have medical, dental and vision plans from which to choose coverage. You may cover yourself, spouse or domestic partner and eligible children. Coverage is effective on the first of the calendar month following your date of hire.

HEALTH CARE

Medical Benefits - You may choose between five medical plans :

Anthem Blue Cross Select HMO (offered at no cost)

Anthem Blue Cross California Care HMO

Anthem Blue Cross PPO

Kaiser Permanente $10 HMO

Kaiser Permanente $30 HMO

Dental Benefits - You may choose between two dental plans :

DeltaCare USA HMO (offered at no cost)

Delta Dental PPO.

Vision Benefits - Vision coverage is provided through EyeMed (offered at no cost)

CASH IN LIEU BENEFIT

The district offers a taxable $250 monthly stipend to a benefits eligible employee who waives medical coverage under SBCCD's group plan because that employee has other group coverage (e.g., a spouse's plan, parents' plan, or other employer's plan).

LIFE INSURANCE

Term Life and Accidental, Death & Dismemberment (AD&D) Insurance - The district provides a $50,000 basic term life insurance policy and $50,000 of basic accidental death and dismemberment (AD&D) policy. The district pays the full cost of this coverage. Coverage is automatic and effective on the first of the month after your date of hire. Employees are also provided opportunity to enroll in optional term life and AD&D policies for themselves as well as spouse / domestic partner and children.

VOLUNTARY BENEFIT PLANS

The district partners with American Fidelity to administer the district's voluntary benefit plans which include :

Disability insurance

Cancer insurance

Accident insurance

Flexible spending accounts

PRE-TAX RETIREMENT SAVINGS PLAN - As a district employee, you have two voluntary retirement savings plans available to you, which allow you to invest pre-tax dollars to supplement your CalPERS Retirement Plan benefit. They are a 403(b) plan or 457(b) plan.

You may participate in one or both of the plans. Each is governed by a different section of the IRS Code resulting in different rules and provisions. SchoolsFirst Federal Credit Union is the districts third party administrators for all retirement savings plans.

RETIREMENT PLANS

CalPERS Retirement Plan - The California Public Employees Retirement System (CalPERS) is a defined benefit retirement plan that provides lifetime benefits based on members' years of service, age, and final compensation. Full-time employees in non-academic positions appointed for at least six months, or part-time employees working at least 50% and appointed for at least one year, are automatically enrolled in the CalPERS retirement plan. Depending on hire and / or membership date, employees are placed in one of two membership categories : Classic or PEPRA. For more information on CalPERS :

Classic Membership Retirement Formula Employee Contribution %

CalPERS member prior to 1 / 1 / 13 2% at age 55 7% of base bay

PEPRA Membership

CalPERS member on or after 1 / 1 / 13 2% at age 62 7% of base pay

CalSTRS Retirement Plan - The California State Teachers Retirement System (CalSTRS) is a defined benefit retirement plan that provides lifetime benefits based on a member's years of service, age and final compensation. Full-time employees appointed to academic positions are automatically enrolled in the CalSTRS retirement plan. Depending on hire and / or membership date, employees are placed in one of two membership categories.

Retirement Formula Employee Contribution %

CalSTRS member prior to 1 / 1 / 13 2% at age 60 10.25% of base bay

CalSTRS member on or after 1 / 1 / 13 2% at age 62 10.205% of base pay

Describe your experience working for a high-level executive; make sure to indicate length of time.

Describe your experience with budget management and development; make sure to indicate length of time.

Describe your experience preparing materials and reports for executives; makes sure to indicate length of time.

Describe your experience managing multiple calendars and scheduling meetings; make sure to indicate length of time.

Required Question

Salary : $33 - $37

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