Current jobs related to Administrative Assistant to the Dean - Oceanside, California - MiraCosta College

Administrative Assistant to the Dean (2 positions)

MiraCosta College

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Assignment Category: Regular Position

Position Details:

Two regular, non-exempt, full-time positions, 40 hours per week, 12 months per year on the Oceanside Campus. One position will support the Counseling & Student Development Department, and the other one will support Student Affairs.
The normal work schedule will be Monday through Friday, 8:00 am - 5:00 pm with an occasional need for late evenings and/or weekends per department needs. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

Remote work may be available after the successful completion of the six-month probationary period at the discretion of the supervisor and depending on department needs.

The first-level interviews with the screening and interview committee will be conducted via Zoom. The second-level interviews may be in-person or via Zoom.

RESIDENCY REQUIREMENT:
MiraCosta College Board Policy 7800: Employee Residency requires all classified staff, administrators, and temporary/hourly short-term employees to maintain and permanently reside in a principal place of residence in the state of California that is within two-hundred (200) road miles from the employees regularly assigned district worksite. The purpose of the policy is to promote efficiency and continuity throughout all campus administrative functions, provide students with high quality assistance and accessibility to all academic and campus services, ensure that students receive an engaging education, and respond to emerging student needs.

The District may consider an individual request to temporarily reside outside of the State of California or outside the 200-mile limit on a case-by-case basis, not to exceed twelve consecutive months.

Salary Range: 24

Compensation: Starting at $77,012 per year (range 24, step 1 on the classified salary schedule), with annual salary step increases up to step 5. In addition, after five years of district service, employees earn a longevity stipend that increases over time.

Employees must make arrangements for the direct deposit of paychecks into the financial institution of their choice, via electronic fund transfer.

Benefits:

MiraCosta College offers an array of benefits to eligible employees.

• The district pays 100% of the cost of medical, dental and vision insurance for eligible employees and dependents
• $100,000 life insurance policy
• Up to $250 of benefit credits per month to help pay for a variety of voluntary benefit options, such as supplemental life insurance, disability coverage, and health care/dependent care flexible spending account (FSA)
• Vacation, sick leave, and up to 18 paid holidays
• State pension system retirement benefits (CalPERS)
• Free and confidential employee assistance program
• Wellness Program
• Participation in the Districts Early Retirement Program
• Professional Development Opportunities
• Tuition fee reimbursement
• Childcare Facility (Oceanside Campus)

Position Term in Months: 12

Application Procedure:

In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by 11:59 PM on the closing date:

1. Application on which you list all relevant experience.

2. A current resume or curriculum vitae summarizing your educational background and experience.

3. A cover letter addressed to the "Screening and Interview Committee" specifically describing how your experience aligns with the Essential Duties, Other Duties, and Desirable Qualifications.

4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated in this job posting. Unofficial or legible photocopies are acceptable. If a degree(s) was earned, the transcripts must state that the degree was awarded. Any degree/coursework used to satisfy the minimum qualifications must be from a postsecondary institution accredited by an accreditation agency recognized by either the U.S. Department of Education or the Council on Postsecondary Accreditation.

If your degree(s) is from a college or university outside of the United States, you must submit a detailed evaluation from a professional evaluation agency. To view a list of agencies approved by the California Commission on Teacher Credentialing, go to (cl-635). Transcripts or translations in English still require the evaluation to show the U.S. equivalence of your degree.

The screening and interview committee will review application materials for up to three to four weeks following the closing/first screening date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; 4) fingerprint clearance; and 5) approval by the Board of Trustees.

Retired STRS members are not eligible for this position.

Basic Function:

As assigned to the Counseling and Student Development Department:
Under general supervision, perform difficult, responsible, and confidential administrative and operational support duties for the Dean of Counseling & Student Development, including faculty support; assist the Dean with projects and maintain records and draft reports; track program processes and information; and perform complex budget analysis and administrative duties such as the Committee on Exceptions.Manage deans schedules, including creating and distributing meeting calendar invites, preparing agendas, and taking minutes as assigned. Assist with preparing and distributing reports and materials produced by the deans office. Support the completion of associate faculty evaluations for counseling, non-credit, Extended Opportunities Program and Services (EOPS), Student Accessibility Services (SAS), Veterans and Military-Affiliated (VMA), Transfer Center, and other paperwork for new hires and faculty and staff. Perform complex budget analysis and manage personnel matters, including requisitions, payroll, travel requests for the dean and faculty, and purchase requisitions for areas within the scope of the dean.
As assigned to Student Affairs:
Under the direction of the Dean of Student Affairs, provide difficult, responsible, and confidential administrative support to the dean and departments within Student Affairs. Manage schedules, including creating and distributing calendars for meetings, preparing agenda, and taking minutes. Assist with preparing and distributing reports and materials produced by the deans office. Support the completion of evaluations and other paperwork for new hires and faculty and staff. Perform complex budget analysis and manage personnel matters, including personnel requisitions, payroll, travel requests, and purchase requisitions for areas within the scope of the dean. Serve as support for students who would benefit from resources and information to support their personal and academic success. Provide regular administrative support using student conduct and case management software. Work closely with the dean and department leads on a variety of departmental matters, in addition to serving as a primary point of contact for Student Affairs.

Distinguishing Characteristics:

Essential Duties & Responsibilities:

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

1. Provide administrative, logistical and technical support to an assigned dean/AVP; using standard office software, compose and/or type memoranda, correspondence, reports, department schedules, instructional materials, spreadsheets, forms and other documents; screen meeting requests and maintain the dean/AVPs calendar; draft, proofread and/or edit a variety of materials; ensure materials, reports and documents for signature are accurate and complete; take, transcribe and distribute meeting minutes.

2. Act as liaison in coordinating matters between the AVP or dean and the Vice Presidents office, other administrators, faculty, staff and representatives of outside agencies; respond to requests for information and direction on behalf of the assigned dean/AVP; follow up on various assignments to ensure that needed action is taken; perform routine to difficult public relations duties over the phone and in person; respond independently to correspondence and email inquiries regarding a variety of department matters; relieve the dean/AVP of a variety of administrative details including tracking submission of office hours forms, syllabi, late-add petitions and scheduling rooms and class finals; coordinate travel requests and logistics including making reservations and processing reimbursements.

3. Monitor budget expenditures for grants and fixed, departmental and holding accounts; track and process expenditures, encumbrances, reimbursements, stipends and payments; create budget expenditure forecasts; determine grant expense eligibility; track multiple funding sources; run aggregated budget reports through spreadsheets and financial systems and calculate budgets for all departments and programs under the assigned dean/AVP; research and correct discrepancies; process budgetary adjustments and transfers when warranted.

4. Coordinate personnel processes including full-time and associate faculty onboarding and Employee Change Requests; collect and audit documentation supporting staff time logs and ensure conformance to work-hour restrictions; compute and categorize pay according to departmental/program billing accounts; ensure accurate usage of funding codes and calculates departmental/ program billing; prepare timecards; provide confidential and efficient recordkeeping; assist the Payroll department with resolution of payroll issues.

5. Create, develop, maintain and update specialized and custom forms, databases, logs, files, records and reports to support technical work processes in areas of responsibility; design, develop and maintain spreadsheets and databases requiring data interpretation and manipulation; track and maintain federal, state, grantor and district required data and student outcomes and prepare for submission or reporting.

6. Make meeting arrangements; assist with the development and coordination of departmental special events; assist with setup and cleanup for various meetings and events; contact vendors for food orders, materials, supplies and audio visual equipment; handle other meeting and event logistics including soliciting volunteers and coordinating student workers.

7. Coordinate equipment replacement process; coordinate with multiple departments to spend allocated funds; submit purchasing requisitions; monitor and track purchases and budget; determine grant eligibility.

8. Other duties as assigned. (Perform the Academic Division Assistant duties during summer months as well as provide assistance throughout the academic year.)

As assigned to the Academic Senate:

9. Reports to the Vice President of Instructional Services. Provide administrative support to the Academic Senate President, Professional Development Program Coordinator, Sabbatical Leave Committee Chair and Salary Advancement Committee Chair; keep the minutes and the records of the Academic Senate and associated committees in accordance with the Brown Act; maintain, update and distribute a variety of handbooks, forms and web pages.

As assigned to a Learning Center:

10. Provides administrative and logistical support to the assigned Learning Center. Contributes to and implements daily and longer-term operational plans for the assigned Learning Center including high levels of interaction with students and hourly staff.

Other Duties:

1. Provide backup to other department staff as needed.

2. Contact police or custodial staff as needed.

3. Provide lead-level work direction to other clerical staff and student workers as assigned.

4. Order supplies and equipment.

5. May act as recording secretary for committees including posting agendas and minutes.

6. Update and maintain department specific website and social media accounts.

7. Perform related duties as assigned.

Knowledge Of:

1. Advanced principles, practices, concepts and techniques used in customer service, public relations and community outreach.

2. Office administration and management practices and procedures.

3. The districts student recordkeeping and general accounting systems, practices and procedures for processing student information and interpreting input and output data.

4. District practices and procedures for budgeting, purchasing and maintaining public records.

5. Payroll procedures and operations.

6. Bookkeeping and elementary accounting practices and procedures.

7. Provisions of the Brown Act.

8. Operations, services and activities of a community college district.

9. Common student needs, issues and concerns applicable to area of assignment.

10. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.

11. District organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.

Ability To:

1. Assign and inspect the work of student workers and lower-level staff.

2. Organize and oversee the day-to-day operations, maintenance and activities of the departments administrative support.

3. Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.

4. Work consultatively across the district and within the assigned school.

5. Establish priorities and work effectively and independently with many demands on time.

6. Analyze situations accurately and adopt effective courses of action.

7. Make calculations/tabulations and accurately process and review fiscal and related documents.

8. Administer and monitor a department budget.

9. Maintain highly confidential information.

10. Track statistical information utilizing complex spreadsheets and databases.

11. Communicate effectively, both orally and in writing.

12. Understand and follow written and oral instructions.

13. Operate a computer and standard business software.

14. Use a computer keyboard and other office equipment accurately at a speed necessary to meet the requirements of the position.

15. Represent the assigned AVP or dean effectively in dealings with elected officials, other administrators and the public.

16. Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic, gender, sexuality and disability issues.

17. Establish and maintain effective working relationships with all those encountered in the course of work.

Education & Experience:

To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

Graduation from an associate degree program and at least three years of progressively responsible administrative support experience, at least one of which was supporting a department head or higher; or an equivalent combination of training and experience. A bachelors degree is preferred.

NOTE: For work experience, one "year" is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.


Desirable Qualifications:

Licenses & Other Requirements:

A valid California drivers license and the ability to maintain insurability under the districts vehicle insurance program.

Physical Effort:

The physical efforts described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light lifting and carrying of objects weighing up to 25 pounds; ability to work at a computer, including repetitive use of a computer keyboard, mouse and other control devices; ability to travel to various locations on and off campus as needed to conduct district business.

Emotional Effort:

Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis; ability to work effectively under pressure on a variety of tasks concurrently while meeting established deadlines and changing priorities.

Working Conditions:

Primarily business office environment; subject to frequent public contact and interruption; intermittent exposure to individuals acting in a disagreeable fashion; occasional evening, weekend and/or holiday hours are required on an as-needed basis.

Posting Number: S24/25009P

Human Resources Contact Information: or

Job Close Date: 09/03/2024

Open Until Filled: No

First Screening Date:

Diversity, Equity & Inclusion

MiraCosta College is an Equal Opportunity Employer and is committed to providing an educational environment that affirms and supports diversity in its faculty, staff, and administration, and promoting an environment of inclusion. The colleges commitment to inclusion, diversity, equity, and accessibility is expressed in the policy found at docs/3400BP-Inclusion-Diversity-Equity-. Click on the following link to view the IDEA website: .

MiraCosta College is committed to creating a racially just campus climate. Individuals and their diverse cultures and identities are welcomed, nurtured, and validated. MiraCosta College takes institutional responsibility for closing the equity gap for disproportionately impacted populations including Latinx and Chicanx communities, Black and African American communities, Native Hawaiian and Pacific Islander communities, Native American communities, lesbian, gay, bisexual, trans, queer/questioning, intersex, and asexual (LGBTQIA+) communities, veteran communities, former foster youth, adult students, and students from low socioeconomic statuses. MiraCosta will continue to serve all constituents with values rooted in equity, diversity, inclusion, and community. MiraCosta Colleges Mission, Vision, Commitment, and Institutional Values & Goals can be viewed at docs/mcc.

The college was designated as a Hispanic Serving Institution (HSI) in 2013. This significant recognition acknowledges our institutions continuous efforts to support the academic performance and unique needs of Latinx students, many of whom are attending college for the first time or are first-generation. We are a veteran and military supportive institution and an Achieving the Dream Leader College. The successful candidate will join a campus that exhibits its dedication to all students and faculty through offering robust, culturally-responsive events, including speaker series dedicated to heritage month events through the Social Justice and Equity Center.

About MiraCosta College

MiraCosta College is one of California's 115 public community colleges. The district operates two campus sites and two centers, and offers a robust online education program. Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Both students and staff enjoy a friendly atmosphere and the feeling that we are all here to help one another. MiraCosta College is an Equal Opportunity Employer with a commitment to diversity, equity, and inclusion. For more details, please visit our website at

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