Facilities Administrative Assistant

1 week 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

Job Overview

POSITION SUMMARY
Under the general oversight of a designated Director/Administrator, this role involves implementing processes that impact district personnel at various levels. The position requires the execution of complex and responsible clerical work, necessitating the interpretation of written and financial documents, along with the ability to independently gather data and compile reports that demand significant independent judgment.

KEY RESPONSIBILITIES
This role is distinguished by its focus on Administrative Services and campus needs, which involve direct employee interaction and necessitate a solid understanding of college organization, programs, regulations, and procedures. The incumbent must maintain confidentiality regarding sensitive matters and oversee the work of student and temporary assistants, as well as classified employees.

Responsibilities include supporting student learning outcomes and institutional effectiveness by acting as a primary contact for District Facilities, students, staff, and faculty.

COLLEGE BACKGROUND

Work Environment
Cuesta College has been serving San Luis Obispo County since 1964, offering a wide range of associate degree programs, certificates, and community initiatives. The main campus is situated along scenic Highway 1, providing access to both educational and recreational opportunities.

Commitment to Diversity
Cuesta College is dedicated to equity, diversity, and inclusion, reflecting the varied backgrounds of our community and student body. We actively seek candidates who are committed to these values, contributing to a collaborative environment that promotes educational excellence and student success.

PRIMARY DUTIES AND QUALIFICATIONS

ESSENTIAL FUNCTIONS MAY INCLUDE:
  • Assist in the preparation of budget estimates;
  • Advise the Director/Administrator on budget estimates and balances, identifying areas for budget transfers;
  • Organize and oversee daily office operations, scheduling and monitoring project completion;
  • Schedule appointments for the Director/Administrator;
  • Prepare for and manage monthly and yearly activities, including form development and room reservations;
  • Arrange meetings and notify participants;
  • Compile and organize information for reports required by federal, state, and local agencies;
  • Draft and compose various materials such as correspondence, agendas, and reports;
  • Utilize computer applications for word processing, spreadsheets, and database management;
  • Record and transcribe meeting notes and distribute minutes;
  • Verify and submit time cards for hourly staff;
  • Manage department purchase orders and financial documentation;
  • Maintain various records and reports;
  • Research vendors and maintain petty cash accounts;
  • Ensure compliance with permit renewals;
  • Attend meetings and maintain vehicle inventory;
  • Collaborate with district personnel as necessary;
  • Update web content for Facilities Services;
  • Interpret college policies for staff and the public;
  • Serve as a liaison between the Director/Administrator and other parties;
  • Handle conflicts with professionalism and resolve issues as they arise;
  • Perform additional related duties as required.
PHYSICAL REQUIREMENTS
Essential functions may require the ability to:
  • Read and comprehend printed materials and data on computer screens;
  • Communicate effectively through speech, writing, and electronic correspondence;
  • Understand and follow oral and written instructions;
  • Work in various configurations at desks or in meetings;
  • Sit or stand for extended periods;
  • Lift and carry up to 25 pounds;
  • Operate office equipment with manual dexterity.
QUALIFICATIONS
Education:
Preferred
  • Associate degree with coursework in secretarial science, office management, or public relations.

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.
Knowledge and Skills:
  • Record keeping and modern office practices;
  • Correct English usage, spelling, and grammar;
  • Methods for writing correspondence and reports;
  • Understanding of college organization and policies;
  • Proficiency in office software applications;
  • Ability to communicate effectively and maintain cooperative relationships.
Licenses/Certificates:
Required
  • Valid California Driver's License.
APPLICATION REQUIREMENTS

DOCUMENTS NEEDED 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.

All applications and supporting documents must be submitted by the closing date for this position. Late, incomplete, or improperly submitted applications will not be accepted.

SALARY INFORMATION
The salary range for this position is $4,465 - $5,427 per month, with an anticipated hiring range of $4,465 - $4,923 per month.

ADDITIONAL INFORMATION
Cuesta College does not sponsor visa applications. The 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.

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