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Administrative Assistant II - Allied Health

Employer
College of Marin
Location
California, United States
Salary
Salary Not specified
Posted date
Jul 30, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Part Time
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Administrative Assistant II - Allied Health

Salary: See Position Description
Closing Date:
Job Type: Part Time
Location: Indian Valley Campus (Novato), CA

Description

PRIORITY SCREENING DATE: August 16, 2021OPEN UNTIL FILLED This is a part-time position
All application materials must be received by the Priority Screening Date in order to be considered during the initial screening. Applications received after this date may be considered thereafter at the discretion of the college until the position is filled. This position performs its duties on both the Kentfield and Indian Valley (Novato) campuses, so if not already residing within the Bay Area, the successful candidate must be willing to relocate.

Due to COVID-19, applicants should be prepared that if selected to interview for a position at the College, all interviews will be held remotely. Diversity Statement:
College of Marin strives to embrace diversity in all forms: it strives to be an Inclusive community that fosters an open, enlightened and productive environment and demonstrates sensitivity to and respect for a diverse population.

COM serves a county population of approximately 250,000 residents. Based on 2019-2020 academic year credit enrollment data, the diversity of students at the college includes greater representation than the county with regards to enrollment by Hispanic/Latino (30% of enrollment), Asian (8%), Black/African American (3%), and Multi-racial (6%) students.

College of Marin does not discriminate in employment on the basis of, or perception of, race, ethnic group identification, ancestry, color, religion, age, sex, national origin, sexual orientation, physical disability, mental disability, gender, gender identity, gender expression, marital status, medical condition, pregnancy, genetic information, family and medical care leave, military or veteran status, or prior record of arrest or conviction, and is subject to Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as amended, Civil Rights Act of 1991, Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. In accordance with Executive order 11246 (as amended), the College of Marin is an Equal Opportunity Employer.

POSITION OVERVIEWUnder the direction of the Program Administrator for Allied Health, perform a variety of clerical and administrative duties to support allied health and related career education programs and projects. This position initiates, implements, and coordinates office procedures and timelines to provide support for an programs, an office or the department. Public contact is extensive, and involves College and District staff, faculty, students, vendors, other educational institutions, business and community representatives, regulatory agencies, and governmental agencies for the purpose of exchanging policy and procedural information. A moderate degree of independent judgment and creativity are required to resolve many minor and occasional major problems that arise, by selecting from among alternative procedures that are available.

Essential Functions
The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

  • Serve as the primary administrative assistant for EMT, Dental, Medical Assisting and related allied health programs and projects; provide public relations and communication services; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences, meetings and other events.
  • Coordinate and attend meetings, appointments and conferences; compile and prepare agenda items and other required information and materials for meetings and other events; arrange facilities, services and equipment as needed; take, transcribe and distribute minutes as needed. Maintain appointment and activity schedules and calendars; reserve facilities for meetings and other events as needed.
  • Exchanges information with college staff regarding program services, operating policies, and procedures. Screens calls, visitors, and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals. Liaise and coordinate communications and information between staff, administrators and others as assigned; establish, maintain and develop partnerships with outside agencies in support of assigned services and activities as required.
  • Interface with visitors, such as administrators, faculty, Department Chair, staff, students and the public; respond to inquiries and provide information and assistance related to program or department operations, services, activities, standards, processes, timelines, policies and procedures. Provide support for student onboarding experience(s) by facilitating and managing application and onboarding processes with students and clinical facilities; ensure accurate record keeping and manage related databases.
  • Compose and compile, independently or from oral instructions notes or rough drafts, a variety of materials such as: inter-office communications, forms, letters, memos, agendas, reports, newsletters, flyers, applications, notices, bulletins, course outlines, brochures, proposals, website and other related materials.
  • Research, compile and verify a variety of data and information; compute statistical information for various reports as necessary; process a variety of forms, applications and paperwork; duplicate, assemble, distribute, collect and verify accuracy and completeness of various documents.
  • Compile information and prepare and maintain a variety of narrative and statistical records and reports related to programs, projects, students, financial activity and assigned duties; establish and maintain filing systems; prepare and process State mandated reports as assigned.
  • Input and update data in an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, forms and reports as requested; assure accuracy of input and output data.
  • Receive, sort and distribute departmental mail, departmental box items, e-mail, packages and materials as required; compose replies independently as assigned; contact others to request documents as needed; prepare outgoing mail and materials for distribution.
  • Perform clerical accounting duties as required; calculate, prepare, verify, and revise accounting and budgetary data; process and update accounts with income and expenditures; collect, receive and account for various fees and monies as assigned; prepare and follow up related billings.
  • Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software, specifically Microsoft Office Suite (Word, Excel) and related software.
  • Assist in the intake of new hourly employees or student workers; ensure paperwork is complete, accurate, and timely.
  • Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory; process requisitions according to established procedures. Monitor budgets and related expenditures; assist in assuring expenditures to do not exceed established budget limitations as assigned.
  • Train and provide work direction and guidance to student assistants as assigned; provide input concerning the selection of employees as needed.

Other Duties:
Perform related duties as assigned.

Requirements & Desirables
REQUIREMENTS
  1. An Associate's and/or Vocational School degree with study in job related area and two (2) years of related experience; or
  2. Any combination of education and training equivalent to two (2) years of college-level coursework from an accredited institution in a related field and two (2) years of responsible experience working in higher education; and
  3. Demonstrated sensitivity to and an understanding of the diverse academic,
    socioeconomic, cultural and ethnic backgrounds disabilities and learning styles of
    community college students and staff.
KNOWLEDGE, SKILLS & ABILITIES (Desirable Attributes & Skills)
KNOWLEDGE OF:
  • Office organizational procedures, including workflow, current office equipment, supplies, file systems, computer applications practices
  • Record-keeping and filing techniques including experience with Microsoft Office Suite and web-based content management systems
  • Familiarity with Medical Assisting, Dental Assisting and/or EMT/Fire related fields
  • Business letter and report writing, editing and proofreading
  • Telephone techniques and etiquette
  • Correct English usage, grammar, spelling, punctuation and vocabulary
  • Principles and practices of information technology
  • Operation of switchboard Interpersonal skills using tact, patience and courtesy
  • Operation of a computer and assigned software
  • Oral and written communication skills
  • Methods of collecting and organizing data and information
  • Mathematical calculations.
ABILITY TO:
  • Provide exceptional customer service to internal and external stakeholders
  • Skillfully, respectfully interact with people who are diverse in their academic, socioeconomic, cultural, physical ability, gender identity, sexual orientation, and ethnic backgrounds
  • Perform a variety of clerical and administrative duties to support administrative and clerical details.
  • Coordinate flow of communications, correspondence and information Assure smooth and efficient office operations.
  • Compose correspondence and written materials independently or from oral instructions Perform a variety of clerical accounting duties in support of assigned activities.
  • Type or input data at an acceptable rate of speed
  • Communicate effectively both orally and in writing; answer telephones and greet the public courteously
  • Multi-task and complete work with many interruptions.
  • Compile and verify data and prepare reports Maintain a variety of records, logs and files
  • Utilize a computer to input data, maintain automated records and generate computerized reports
  • Establish and maintain cooperative and effective working relationships with others.
  • Establish and follow timelines to consistently meet deadlines.
  • Work independently
  • Add, subtract, multiply and divide with speed and accuracy

CONDITIONS OF EMPLOYMENT
Prior to employment, the selected candidate will be required to complete the following:
  1. In accordance with Federal Law all employees must provide proof of eligibility to work in the United States.
  2. Criminal Justice/Fingerprint Clearance
  3. COVID-19 Vaccination Status: All employees new to the District who access campuses or other District facilities, and/or participate in off-site work in-person for the District, must be fully vaccinated against COVID-19, prior to employment unless approved as exempt due to verified medical or religious reasons (as defined in federal or state laws and regulations).
  4. California Education Code, Section 87408.6 requires persons employed by a community college in an academic or classified position to submit to a TB risk assessment developed by CDPH and CTCA and, if risk factors are present, an examination to determine that he or she is free of infectious TB; initially upon hire and every four years thereafter.
  5. DISASTER SERVICE WORKERS: All Marin Community College District (MCCD) employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the MCCD requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. For more information, please see the MCCD Emergency Operations Plan.
  6. Candidates applying for positions with the Marin Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
REQUIRED APPLICATION DOCUMENTS
The following documents must be attached to your application in order to render it complete. Use the Attachment Type indicated in parentheses when making your attachments.
  1. Cover Letter (cover letter)
  2. Resume (resume)
  3. Transcript conferring Associate's degree or showing whatever coursework you have
  4. completed, if applicable (transcript)
  5. STATEMENT: Please provide a response to the following prompt (one page maximum):
College of Marin's commitment to educational excellence is rooted in providing equitable opportunities and fostering success for all members of our diverse community. Practices and outcomes related to diversity and inclusion are vital measures of institutional excellence. How would you contribute to College of Marin's effort of enhancing diversity in a meaningful way?

Supplemental & Salary Information
WORK ENVIRONMENT:
  • Dexterity of hands and fingers to operate a computer keyboard
  • Hearing and speaking to exchange information in person and on the telephone
  • Sitting and/or standing for extended periods of time
  • Seeing to read a variety of materials
  • Bending at the waist, kneeling or crouching to file materials
  • Reaching overhead, above the shoulders and horizontally
  • Generally the job requires 70% sitting, 15% walking and 15% standing
  • Office environment
  • Constant interruptions

WORK SCHEDULE
Campus: Indian Valley Campus in Novato, CA
Full-time Equivalent: .57 - Part-time
Months per Year: 12
Work Days/Hours:
Monday - Friday
~ 22 Hours per Week
*schedule to be determined upon hire.

SALARY INFORMATION
FLSA Status: Non-exempt
Salary Grade: CSEA 116
Starting Salary Range: $29.45 - $32.49 per hour (Step 1 - 3). Normal entering step is Step 1.

Please refer to our Human Resources website for more information on salary schedules.
CLASSIFICATION CATEGORY
Employees in classifications represented by the California School Employees' Association (CSEA) Chapter 196. CSEA employees are also members of the California Public Employees Retirement System (CalPERS), to which the member contributes up to 7% of their reportable compensation on a monthly basis. General information regarding rights and responsibilities under the Agreement can be found in the Collective Bargaining Agreements section of our Human Resources site

SELECTION PROCESS
Applications must include the documents listed in the Required Documents section to be rendered complete; incomplete applications will not be accepted. Screening will begin after the priority screening date. Applicants selected to interview will be contacted to schedule an interview appointment with the screening committee; however, applicants will be notified of their status, either way, following the screening. Regrettably, College of Marin is not able to offer reimbursement for travel to interviews at this time.


To apply: https://www.schooljobs.com/careers/collegeofmarin/jobs/3119137/administrative-assistant-ii-allied-health?pagetype=promotionalJobs


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