Administrative Support Assistant III, Counseling Operations

Administrative Support Assistant III, Counseling Operations

MiraCosta College

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Assignment Category: Regular Position

Position Details:

One regular, non-exempt, full-time position, 40 hours per week, 12 months per year on the Oceanside Campus. The normal work schedule will be Monday through Thursday, 9:00 am - 6:00 pm, and Friday from 8:00 am to 4:30 pm. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

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: 20

Compensation: Starting at $68,606 per year (range 20, 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.

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:

Under general supervision, perform difficult and responsible administrative and operational support duties; manage assigned administrative projects and small administrative programs; maintain records and draft reports; process payroll, personnel requisitions, purchase orders and maintain supplies; and perform related duties as assigned.

Distinguishing Characteristics:

An Administrative Support Assistant III is the advanced skill level in the Administrative Support series. Administrative Support Assistant III differs from Administrative Assistant to the Dean in that incumbents in the latter class provide specialized administrative support for a Dean such as budget analysis and grant administration, tracking faculty tenure, loads and reviews and program information.

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 a department head and professional staff; coordinate and participate in department administrative support operations and programs with a significant degree of independence; perform research for students and professional staff on specific student/department issues, placements, eligibility and articulation information; act as a liaison for the department head with other departments and departmental staff.

2. Oversee and participate in student and customer interactions with the department in person, by phone or electronically, provide information regarding other student and customer resources available; schedule students/program participants for counseling appointments, workshops, orientations and special events; answer questions regarding program/department policies, procedures and services including clarification of enrollment requirements, the program application process, registration information and financial aid; respond to escalated questions and complaints over the phone or at a public counter.

3. Accept applications, screen and explain program eligibility for new and continuing students/ program participants according to district and program guidelines; manage waitlists and send notifications of acceptance/denial; monitor continuing students for adherence to program regulations; advise students of requirements that must be met in order to maintain eligibility; assist students in resolving issues impacting program eligibility.

4. Perform advanced administrative support including maintaining student, personnel, payroll and financial records, files and databases; prepare marketing materials, forms and other program documentation; receive and track confidential student and faculty data including immunizations and compliance with federal, state and district regulations, policies and requirements; develop, track, analyze and report administrative processes, metrics and documents; research, obtain and analyzes key data and statistics from varying sources for program reports, proposals, in-services, program reviews and other documents.

5. Input data and prepare and process purchase requisitions, purchase orders and check requests; verify the accuracy of receipts and invoices, enter account codes, validate sufficiency of budget and process for payment; monitor department budgets; purchase supplies and materials and/or authorize expenditures according to established guidelines; prepare and process expense-related forms including travel requests and reimbursements, petty cash and expense reports.

6. Coordinate full and part-time staff payroll; process personnel requisitions; 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 calculate departmental/program billing; prepare timecards; provide confidential and efficient recordkeeping; assist the Payroll Department with resolution of payroll issues.

7. Using standard office software, compose and/or type memoranda, correspondence, reports, agreements, contracts, presentations, spreadsheets, forms and other documents; draft, proofread and/or edit a variety of materials including marketing materials, press releases, invitations, programs, publications and reports; take, transcribe and distribute meeting minutes.

8. 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.

9. Schedule appointments and 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.

As Assigned to PIO:

Responsible for the coordination of large-scale external and internal, multi-campus communication in both paper and electronic formats; research, write and disseminate news releases for local news media, internal and external e-newsletter and other publications; proofreads and edits all materials generated in the Public Information Office; assist in the production of credit/noncredit class schedules; serve as back-up emergency/crisis communications officer; sub-administrator for the college-wide website.

Other Duties:

1. Provide backup to other department staff as needed.

2. Contact campus police or custodial staff as needed.

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

4. Update and maintain department-specific website and social media accounts.

5. Receive and distribute mail.

6. Perform related duties as assigned.

Knowledge Of:

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

2. Modern office practices, procedures and equipment including computers and applicable software programs.

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. Math and basic accounting techniques.

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

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

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

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

11. Applicable federal, state and local laws, rules and regulations [including OSHA rules and regulations if applicable].

12. Basic principles and practices of employee supervision.

13. District human resources policies and labor contract provisions.

14. Safety policies and safe work practices applicable to the work.


As Assigned to Health Services:

15. Medical terminology sufficient to screen clients, maintain records and file claims.

16. HIPAA regulations as they pertain to client information and records.


As Assigned to IIP:

17. F-1 visa rules and regulations and student admission policies and procedures.

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 department administrative support staff.

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

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

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

6. Maintain confidentiality of district and student files and records.

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

8. Assist in preparing and monitoring a program or department budget.

9. Track statistical information utilizing complex spreadsheets and databases.

10. Communicate effectively, both orally and in writing.

11. Understand and follow written and oral instructions.

12. Operate a computer and standard business software.

13. Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues.

14. 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 high school or GED equivalent, and three years of progressively responsible clerical/administrative support experience; or an equivalent combination of training and experience. An associate degree is preferred and may be required to advance to higher levels in the class series.

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:

1. Previous supervisory experience in a Student Services setting overseeing different levels of positions.

2. Previous experience working with computer systems and applications related to counseling functions such as SARS, Workday, and web-based software like Canvas, Google office products, and Salesforce higher-education applications.

3. Demonstrated experience working collaboratively with Student Services, Instructional departments, and faculty.

4. Demonstrated competency using both Microsoft Excel and Google Sheets.


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 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 required on an as-needed basis.

Posting Number: S24/25011P

Human Resources Contact Information: or

Job Close Date: 08/13/2024

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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