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Facilities Administrative Assistant

2 months ago

San Luis Obispo, California, United States Cuesta College Full time


Facilities Administrative Assistant

Cuesta College

Salary: $53, $59,076.00 Annually
Job Type: Full Time
Location: San Luis Obispo Campus, CA
Department: Administrative Services

Position Overview

POSITION SUMMARY
Under the general guidance of a designated Director/Administrator, this role is responsible for implementing processes that impact district personnel at various levels. The position entails performing intricate, multifaceted, and accountable clerical work that necessitates the interpretation of written and/or financial documents, along with the capability to independently gather data and information. Additionally, the role involves compiling reports that require significant independent judgment.

KEY RESPONSIBILITIES
Roles within the Facilities Administrative Assistant classification are distinguished by the necessity for incumbents to perform tasks related to Administrative Services and campus requirements, which involve direct interaction with employees and necessitate a comprehensive understanding of college organization, programs, regulations, and procedures. The ability to work autonomously while maintaining confidentiality regarding sensitive matters, records, and files is essential. Responsibilities also include training and supervising student and temporary assistants, as well as classified staff.

Incumbents in this role contribute to student learning outcomes and institutional effectiveness by acting as a primary contact and support for District Facilities, students, staff, and faculty.

ABOUT CUESTA COLLEGE

Work Environment
Cuesta College has been serving all of San Luis Obispo County since 1964, offering a wide range of associate degree programs, certificates, and community initiatives. The main campus is situated along the picturesque Highway 1, providing a scenic backdrop for educational excellence. Cuesta College also operates a North County Campus in Paso Robles and a South County Center in Arroyo Grande.

Commitment to Diversity
Equity, diversity, and inclusion are fundamental to our culture. Cuesta College is proud to be a designated Hispanic-Serving Institution (HSI) dedicated to promoting racial and socio-economic diversity that reflects our community and student demographics. We actively seek candidates who share this commitment to equity and inclusion. As part of the Cuesta College community, you will engage with a collaborative network of faculty, classified professionals, administrators, students, and community partners, all working towards educational excellence and student success.

Essential Duties & Qualifications

ESSENTIAL DUTIES MAY INCLUDE:
  • Assist in preparing budget estimates;
  • Advise the Director/Administrator on budget estimates and balances; identify and recommend areas for budget adjustments;
  • Organize and oversee daily office operations; schedule, assign, and monitor the completion of office projects;
  • Schedule appointments for the Director/Administrator;
  • Prepare for and take responsibility for monthly and yearly activities, including the development and duplication of forms;
  • Arrange meetings and notify attendees;
  • Organize and compile information and data; prepare reports for various agencies;
  • Word process and/or compose materials independently or from general direction;
  • Operate a computer terminal with applications including word processing, spreadsheets, and database management;
  • Record and transcribe notes, distributing minutes and agenda items for meetings;
  • Verify and submit time cards for hourly workers;
  • Manage department purchase orders and financial documentation;
  • Update and maintain various records and reports;
  • Research vendors and maintain petty cash accounts;
  • Ensure compliance with permits and renewals;
  • Attend meetings and collaborate with district personnel;
  • Interpret college policies and procedures to the public and staff;
  • Serve as a liaison between the Director/Administrator and others;
  • Defuse conflicts with employees and the public;
  • Perform other related duties as required.
QUALIFICATIONS
Education:
Preferred
  • Associate degree, including or supplemented by secretarial science, office management, and public relations courses.

Experience:
Required
  • Two years of experience equivalent to a Secretary II or III at Cuesta College; or
  • Three years of progressively responsible clerical/secretarial experience.
Or any equivalent combination of education and experience.

Knowledge and Skills:
  • Record keeping and modern office practices;
  • Correct English, spelling, punctuation, and grammar;
  • Methods of writing correspondence and reports;
  • Current technologies and office software;
  • Principles of business letter and report writing;
Abilities:
  • Demonstrate sensitivity to diverse backgrounds;
  • Establish cooperative working relationships;
  • Communicate effectively both orally and in writing;
  • Maintain a variety of files.
Licenses/Certificates:
Required
  • Possess a valid California Driver's License;
APPLICATION REQUIREMENTS

REQUIRED DOCUMENTS TO APPLY: Candidates must submit ALL required documents when applying for this position. PDF uploads are preferred.
  1. Cover letter;
  2. Resume;
  3. Reference List.

Reference List Instructions: Include three professional references with their contact information and relationship to you.

Cuesta College is an equal opportunity employer committed to nondiscrimination in employment and educational programs. Reasonable accommodations will be provided for applicants with disabilities who self-disclose.