Administrative Assistant Iii - Admissions And Records
San Diego County - Grossmont College
Transforming lives through learning isn't just the vision of the
Grossmont-Cuyamaca Community College District. It happens every day
with our 30,000 students who take the first step in their higher
education, become trained for a new career, or learn knowledge that
transforms their world perspective.
The Grossmont-Cuyamaca Community College District honors a diverse
academic community and fosters equity mindedness across our
institutions. As such, the District is committed to eliminating
achievement gaps among different student groups by promoting a
culture of appreciation for diversity, equity, inclusivity, and
social justice, and continuously examining our processes and
practices through an equity lens.
The District provides an excellent health and welfare benefits
package to its employees. We take care of our employees and have
continued to offer medical, dental and vision coverage to eligible
employees and their dependents at no charge for any of the plans we
Become a part of this dedicated team in beautiful San Diego
Please read the entire job posting before your
application is submitted. Important instructions to applicants are
at the bottom of the page. Be attentive when applying as many of
our positions require multiple attachments.
Please note: each page of the application will save upon
clicking ‘next.' Draft applications can be accessed through the
candidate home page.
Application Deadline: Wednesday, October 11, 2023 at 11:59
NOTE: Application materials that are submitted on the last day of
application and are timed out will not be accepted.
Department: Admissions and Records
Months worked out of the Year: 12 months
Work hours: Monday - Friday, 8:00 a.m. - 5:00 p.m., hours may
Shift Differential: None
Starting Salary Range:
Range: CL - 32: $4,117 (Step A) or $4,353 (Step B)
Based on experience
Anticipated Start Date: December 2023
Under the direction of an administrator, perform a variety of
difficult and often complex specialized and responsible secretarial
and administrative assistant duties to relieve the administrator of
Perform secretarial and clerical duties for assigned administrator
and other staff, relieving them of a variety of operational
Interpret and apply rules and regulations as appropriate.
Organize and manage the day-to-day activities of an assigned office
to assure efficient and effective office operations.
Run reports, requisitions, work orders, purchase orders, fund
transfers and other documents related to assigned functions.
Greet office visitors; initiate and answer telephone calls; screen
and direct calls and visitors to appropriate personnel; take
messages as necessary; provide information; receive sort and route
Assist with arrangement of travel accommodations, conferences and
meetings as necessary.
Prepare and review routine correspondence, records, and other
documents for accuracy, completeness and conformance to established
rules and regulations.
Prepare agenda items for meetings as required; take and transcribe
minutes and distribute to appropriate personnel; maintain records
of meetings as required.
Establish and maintain a variety of records, logs and files related
to assigned functions; obtain and provide information from records
and files as requested.
Order and maintain office supplies; schedule maintenance and repair
Coordinate the duplication and distribution of a variety of
materials; distribute forms, applications and related
Operate a variety of office equipment including computers and
peripherals, calculators, copy machines, etc.
Provide work direction to hourly personnel as assigned.
Follow district and department policies and procedures.
Maintain currency of qualifications for area of assignment.
Perform a variety of duties in support of special events, research
and other special projects.
Coordinate communication between the administrator and staff,
students, the public or other district personnel, vendors and other
outside organizations; obtain and provide information, coordinate
activities and resolve problems.
Compile information and data for reports and assist in the
preparation of reports as required.
Maintain current budget information; monitor budget expenditures;
assist in budget preparations as required.
Schedule meetings, conferences and appointments for assigned
administrator and maintain administrator's calendar.
Prepare correspondence and memoranda independently or from oral
May prepare, maintain, update and revise contract hire letters for
full and part-time instructors; evaluate course loads and determine
appropriate action as needed.
Maintain confidentiality of records and information, including
information regarding board, district, personnel, student or
Compose correspondence independently; determine appropriate format
and presentation; develop and revise forms.
May assist in the preparation and record-keeping of unit schedules
and hiring of employees; communicate updates and changes to
appropriate personnel as required.
Assist in the preparation of statistical and narrative reports;
conduct research as required.
Develop procedures to expedite transmittal of information and/or
facilitate implementation of policies.
May maintain and update department or functional service area
website (i.e., intranet) and bulletin boards (if applicable).
Maintain departmental area(s) in a safe, clean and orderly
condition; assure compliance with established safety procedures and
Substitute for other secretarial personnel as needed.
Perform related duties as assigned.
Train and provide work direction and guidance to others as
- Modern office practices, procedures and equipment, including
- and etiquette.
- Recordkeeping techniques.
- Proper use of English grammar, spelling, punctuation, and
- A wide variety of software applications related to area of
- Effective business communications, both orally and in
- Problem solving techniques.
- Critical thinking techniques.
- Perform difficult and often complex secretarial and
administrative assistant duties.
- Keyboard at 60 net words per minute from clear copy.
- Transcribe minutes for committee meetings efficiently and
- Maintain records, logs, files and other related
- Operate a variety of office equipment and software consistent
with requirements of the position.
- Understand and follow oral and written directions and
- Establish and maintain cooperative and effective working
relationships with others; demonstrate commitment to customer
- Learn district protocols, policies and procedures.
- Plan and organize work to meet schedules and time
- Make arithmetic calculations quickly and accurately.
- Maintain confidentiality.
- Interpersonal skills using tact, patience and
- Work efficiently with many interruptions.
- Make arrangements for meetings and conferences.
- Learn to interpret, apply and explain rules, regulations,
policies and procedures.
- Analyze situations accurately and adopt an effective course of
- Train and provide work direction to others.
- Work independently and effectively with general direction; plan
and organize work.
- Work confidentially with discretion.
Graduation from high school or equivalent. One
year of related college courses preferred.
Three years increasingly responsible
administrative secretarial experience including experience
transcribing minutes for committee meetings. Experience in an
educational setting preferred.
Office environment subject to frequent
Subject to sitting for extended periods of time and repetitive
motion. Some reaching and bending may be required.
SPECIAL INSTRUCTIONS TO APPLICANTS:
Applicants may find it helpful to refer back to the job posting,
specifically the special instructions, while applying. Consider
saving the job description or opening a new browser window.
Application materials with pictures or personal
render your application incomplete.
Please do not include any materials that were not asked for.
Having the following materials prepared and ready to attach BEFORE
beginning the application may make the application experience more
REQUIRED APPLICATION DOCUMENTS (APPLICANTS MUST SUBMIT THE
FOLLOWING 3 DOCUMENTS):
1. A complete and current resume (maximum 2 pages).
2. A 1-2 page cover letter addressing how you meet the requirements
of the position through your experience and knowledge.
Please upload .doc, .docx, or PDF files only. If
you are working on Google Docs or Mac files, please be sure to save
under .doc or PDF for your files to upload correctly.
Under Federal Law, employers are required to verify that all new
employees are eligible for employment in the United States. Prior
to appointment to a position, you must present acceptable proof of
your identity and authorization to work in the United States.
GCCCD is an Equal Employment Opportunity and Title IX
Applicants who are protected under the Americans with Disabilities
Act and who require accommodations for completing the application
process or interviewing should notify the Human Resources
Department by emailing D-HR-Jobs@gcccd.edu
Offers of employment are contingent upon successful fingerprint
clearance. A processing fee plus Live Scan fee will be
To apply, visit https://gcccd.wd1.myworkdayjobs.com/en-US/gcccdcareers/job/San-Diego-County---Grossmont-College/ADMINISTRATIVE-ASSISTANT-III---ADMISSIONS-AND-RECORDS_R-01884.
The Grossmont-Cuyamaca Community College District, a two-college
district in eastern San Diego County, has been providing a
high-quality education to the region since Grossmont College opened
its doors in 1961 and Cuyamaca College began operating in 1978. The
district is tied closely to the suburban and rural communities that
it serves, providing a $1 billion economic impact to the region
through its payroll, purchasing, and spending by students and
The district has a strong commitment to diversity and equity with a
student population representing a broad variety of backgrounds,
ethnicities, socioeconomic levels, cultures and abilities. The
district strives to provide an educational environment that fosters
cultural awareness, mutual understanding, and respect that
ultimately also benefits the global community.
The colleges offer more than 150 degrees and certificates in a wide
range of programs. Both colleges have signature programs that have
become well-renowned. Grossmont College is recognized for its
top-notch Administration of Justice, Culinary Arts, Nursing and
Allied Health and Theatre Arts programs, while Cuyamaca is known
for its Automotive Technology, Ornamental Horticulture,
Environmental Health and Safety and Water/Wastewater Technology