Administrative Support Specialist II

1 day ago

Stockton, California, United States San Joaquin Delta College Full time
Job Summary

San Joaquin Delta College is seeking an experienced Administrative Support Specialist II to provide high-level administrative support to a dean or director of a District program or service. The successful candidate will be responsible for managing the day-to-day activities of an assigned office, coordinating communication between administrators and staff, and performing a variety of complex and responsible administrative duties.

Key Responsibilities
  • Office Management: Organize and manage the day-to-day activities of an assigned office to assure efficient and effective office operations.
  • Administrative Support: Perform administrative functions for an assigned administrator(s), programs or services, including developing and proofreading agendas, minutes, reports, letters and memoranda.
  • Communication: Coordinate communication between administrators and staff, students, faculty, vendors, and the public, and respond to inquiries and requests.
  • Record Keeping: Establish, maintain and revise manual and computerized filing systems, departmental reports and mailing lists, databases and other necessary records.
  • Confidentiality: Establish practices and procedures to protect and maintain confidentiality of records.
  • Scheduling: Schedule and maintain calendar(s) including meetings, conferences, appointments and travel arrangements for assigned administrator(s), faculty or staff.
  • Research: Research District policies, procedures and practices for assigned administrator(s), faculty or staff.
  • Reporting: Compile data and information, and prepare and submit reports as necessary.
  • Financial Management: Monitor budget expenditures and account balances, and provide reports for management for budget development.
  • Contract Management: Process and monitor contracts and special services agreements, as required.
  • Payroll and Benefits: Compile and maintain time card and payroll information for employees in assigned area, and collect and process monthly absence reports.
  • Website Maintenance: Maintain and update the unit's website, as required.
  • Mail and Email: Receive, screen and sort office mail, and route to appropriate staff, and send and receive email.
  • Supply Management: Research and obtain estimates from vendors regarding needed supplies and equipment, and order supplies as needed.
  • Event Planning: Coordinate or assist to coordinate events and activities within assigned area, including planning, notifications, arrangements, and scheduling staff.
  • Service Requests: Prepare service requests and work orders for classrooms, labs, work shops and offices, and schedule repairs.
  • Meetings and Minutes: Attend meetings, prepare agendas, record and distribute minutes and reports.
Qualifications
  • Knowledge: Office procedures and methods, standard office equipment and machines, MS Office software applications, principles of business letter writing and basic report preparation, principles and practices of filing and record keeping, proper language usage, spelling, grammar and punctuation, and pertinent Federal, State and local codes, laws and regulations.
  • Ability: Perform a wide variety of duties in support of assigned staff, independently prepare correspondence and memoranda, organize and schedule work to maximize efficiency, accurately keyboard at a satisfactory pace, maintain a calendar of activities and schedule meetings appropriately, operate standard office equipment, respond to requests and inquiries from students, faculty and staff, maintain a variety of files and records, communicate clearly and concisely, both orally and in writing, establish and maintain effective working relationships, and sensitivity to and understanding of, the diverse academic, socioeconomic, cultural, linguistic, ethnic backgrounds and disabilities of community college students and staff.

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