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Administrative Assistant Iii

5 months ago

Valencia, United States College of the Canyons Full time

**Description**:
The Santa Clarita Community College District/College of the Canyons is seeking a** full-time Administrative Assistant III (Employment Center) in the Employment Center.**

**Salary Placement**:
**Salary placement **will be on **Range 30 **of Classified Salary Schedule B. **Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($5,767.00 / $6,115.00 / $6,453.00 per month) of this 20-step salary range**.

**Probationary period **for new Classified Confidential employees is **six months**. **Work year **is 12 calendar months. The **normal workweek **for this position is **40** hours. Paid holiday, discretionary, and sick time are provided. Ten vacation days accrue during the first year of employment. **A regular work schedule will be assigned, with the ability to occasionally work a flexible schedule as needed with supervisor approval.**

**Overall Responsibilities**:
Under direction of the Dean, Career Education, Integrative Learning and the Employment Center, the Administrative Assistant III performs a wide variety of complex, detailed, and responsible administrative and clerical functions and supports multiple units including job development, internships and apprenticeships/pre-apprenticeships under the direction of the Dean. This person also develops, recommends, coordinates and implements techniques and practices to improve the operation of the office with a special emphasis of scheduling, budget administrative support, event marketing and reporting practices in collaboration with the Employment Center and Internship Coordinators. Performs other related duties as assigned.

**Example of Duties**:
**Essential Job Duties**:
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.
- Provides secretarial support and serves as administrative assistant to the Dean, Career Education, Integrative learning and the Employment Center and other Employment Center department staff including Internships and Apprenticeships/pre-Apprenticeships as directed by the Dean.
- Provides coordination for the administrative operation of the Employment Center office with the Employment Center and Internship Coordinators for the day-to-day activities and workflow to assure efficient and effective program operations.
- Prepares routine and complex reports and college forms and responds to requests as directed.
- Performs routine office tasks such as greeting visitors, answering phones, scheduling appointments, arranging meetings, maintaining the office calendar, distributing mail, tracking and ordering office inventory, assisting in the processing of purchases, and maintaining files and records.
- Assists in the support of local, state and federal grants; researches and compiles data for the various grants, assists in report preparation and in the maintenance of grant budgets.
- Assists in development, design, and maintenance of databases for Employment Center to include approving and following up with employers regarding jobs and internships postings on Jobspeaker in collaboration with the Director, Employer Engagement.
- Assists in the maintenance of program budgets, including purchasing, utilizing the District’s online software processes. Assists the Dean in monitoring the Employment Center’s fund balances including the control of expenditures of funds. Prepares and monitors purchase requisitions and professional services agreements. Works with Business and Fiscal Services, ASG and the Foundation offices to ensure the processing of contracts, purchase orders, and other accounting related documents.
- Designs brochures, fliers, electronic presentations, and informational promotional material for department events and activities.
- Supports the Dean with the processing of contracts in relation to hiring of workshop speakers and other services as required.
- Submits and coordinates work orders with Facilities and IT including phone or computer orders.
- Plans follow-up activities to ensure timelines are met. Maintains various logs of the office’s deadlines and completion dates.
- Prepares and inputs data using specialized software for a computerized record management, storage, and retrieval system. (Canyons Connects, Informer, Datatel, Jobspeaker, Microsoft Office, On-Base, Campus Share drive, LinkedIn)
- Assists the Dean in updating of Employment Center SOP manual.
- Assists in the planning and executing of events associated with the Employment Center, including but not limited to, Resume Rallies, Job Fairs, workshops, campus wide student-centered events. Events can be on-line or in person.
- Assists Employment Center and Internship Coordinators with the scheduling and logistics of requested Employment Center workshops.
- Prepares routine and complex reports from Datatel, Info