Administrative Assistant - Instruction (Scheduling Office)
- Sierra College
- Rocklin, California
- $26.52 per hour
- Posted Date
- Feb 1, 2023
- Position Type
- Employment Level
- Employment Type
- Full Time
Under general supervision from an assigned Director, Dean or Associate Dean, performs complex administrative, secretarial and clerical assistance duties in support of an assigned area; provides advanced and complex administrative and secretarial assistance to academic and classified staff, students and the public; and performs a variety of special tasks and projects relative to assigned area of responsibility.
REPRESENTATIVE DUTIES - The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
- Performs secretarial and administrative support duties for an assigned manager; relieves administrator of a variety of clerical, technical and administrative details.
- Screen office visitors and telephone callers; responds to sensitive questions, complaints and requests for information from administrative, management, academic, and/or classified staff, the general public and students; communicates information in person, by telephone or electronic mail.
- Maintains a calendar of events to assure timely coordination of office activities and status of assigned projects; schedules and arranges meetings and appointments; coordinates activities with other divisions and departments; makes travel arrangements for staff.
- Facilitates communication between assigned administrators, students, academic and classified staff, other offices, educational institutions, public agencies and the general public; interacts and relays information, questions and decisions regarding administrator’s area of assignment.
- Composes correspondence independently; prepares responses to letters, general correspondence and personal inquiries of a sensitive nature for administrator’s approval; formats, types, proofreads, duplicates and distributes correspondence, notices, lists, forms, memoranda and other materials according to established procedures, policies and standards.
- Establishes and maintains filing systems including confidential files; establishes and maintains files for information, records and reports; maintains records related to specific area of assignment.
- Compiles, verifies, summarizes, records and evaluates information; prepares and distributes narrative, statistical and financial data; completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures.
- Facilitates the coordination of schedule production; coordinates and inputs data in accordance with established District policies and procedures; calculates class hours for reporting to state for apportionment purposes.
- Coordinate’s classroom usage between divisions and locations; releases room schedule for electronic publication.
- Monitor’s enrollment figures and recommends necessary additions or cancellations; enters corrected data into database.
- Creates, verifies, edits and distributes hourly and full-time faculty loading records; monitors faculty workload and leave provisions; ensures compliance with provisions of applicable collective bargaining agreements.
- Records and verifies faculty, classified, student and hourly temporary time sheets; calculates and processes faculty stipends; generates and proofs monthly faculty pay reports and submits for processing.
- Coordinates, schedules, compiles, tabulates and processes faculty member performance evaluations.
- Assists in budget administration; tracks and reconciles budget activity; posts, monitors and tracks invoices, credit card and other expenditures; prepares purchase requisitions, check requests, independent contracts, and claims for reimbursement.
- Maintains records of expenditures and income for organizational unit supplies; initiates, codes and monitors fund transfers from various budget accounts.
- Prepares requisitions and claims for reimbursement; resolves invoicing, purchase order and other financial documentation questions or problems with vendors.
- Prepares financial documents and reports; prepares and balances financial summaries.
- Arranges or coordinates with staff the use of campus and off-site facilities and meeting rooms; researches room charts for available locations; initiates and submits required forms for use of facilities.
- Operates office equipment including computer equipment, typewriter, calculator, copier and facsimile machine; utilizes various computer applications and software packages; maintains and generates reports from a database or network system.
- Orders office supplies, equipment and materials; assures proper functioning of office equipment; coordinates repairs of office equipment as needed.
- Coordinates and oversees specialized functions or projects; assures that work is performed in a timely and accurate manner; uses independent judgment to develop and provide recommendations, suggestions or information as appropriate.
- Receives mail and identifies and refers matters to the administrator in order of priority.
- Trains and provides work direction to assigned student workers and temporary help as assigned.
- Performs related duties as required.
QUALIFICATIONS - 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.
- Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
- Principles, practices and procedures of business letter writing.
- Principles and practices used to establish and maintain files and information retrieval systems.
- Principles, practices and procedures of fiscal, statistical and administrative record keeping.
- Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette. Basic mathematical concepts. Basic research methods and techniques.
- Work organization and basic office management principles and practices.
- English usage, grammar, spelling, punctuation, and vocabulary.
- Understand the organization and operation of the assigned division and/or department as necessary to assume assigned responsibilities.
- Understand and apply administrative and office policies and procedures as well as pertinent laws, regulations and ordinances.
- Perform a range of administrative, technical, secretarial and clerical duties involving the use of independent judgment and personal initiative.
- Independently compose and prepare correspondence and memoranda using correct English usage, grammar, spelling, punctuation and vocabulary.
- Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public.
- Use sound judgment in recognizing scope of authority.
- Type or enter data at a speed necessary for successful job performance.
- Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.
- Research, compile, analyze, and interpret data. Implement and maintain filing systems.
- Train and provide work direction to others. Plan and organize work to meet schedules and changing deadlines.
- Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
- Adapt to changing technologies and learn functionality of new equipment and systems.
- Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
- Work effectively with minimal supervision.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Equivalent to the completion of the twelfth grade supplemented by college level course work in business administration, secretarial science or a related field.
Three years of increasingly responsible secretarial and clerical experience preferably in an administrative office of a public agency or in an educational environment.
Physical Demands and Working Environment - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Environment: Work is performed primarily in a standard office setting.
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 walk, stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; 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.
Sierra College is a Community College located near Sacramento, California where a heavy emphasis is placed on academic excellence and student success.
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