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

Position Overview

POSITION SUMMARY
Under the general oversight of a designated Director/Administrator, this role is responsible for executing processes that impact district personnel at various levels. The position involves complex and significant administrative work that necessitates the interpretation of written and financial documents, the independent assembly of data, and the compilation of reports requiring substantial independent judgment.

KEY RESPONSIBILITIES
This role is characterized by duties associated with Administrative Services and campus requirements, which involve direct interaction with employees and necessitate a comprehensive understanding of college structure, programs, regulations, and procedures. The incumbent must demonstrate the ability to work autonomously while maintaining confidentiality regarding sensitive information. Responsibilities include training and supervising student workers and temporary staff.

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

ABOUT CUESTA COLLEGE

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

Commitment to Diversity
Cuesta College values equity, diversity, and inclusion as fundamental aspects of its culture. As a designated Hispanic-Serving Institution (HSI), the college is dedicated to promoting racial and socio-economic diversity reflective of its community and student body. The college actively seeks candidates who share this commitment to fostering an inclusive environment.

ESSENTIAL FUNCTIONS
The essential functions of this position may include but are not limited to:
  • Assisting in the preparation of budget forecasts;
  • Advising the Director/Administrator on budget estimates and balances, identifying areas for budget reallocations;
  • Organizing and managing daily office operations, including scheduling and monitoring project completion;
  • Coordinating appointments for the Director/Administrator;
  • Preparing for and managing monthly and yearly activities, including form development and room reservations;
  • Arranging meetings and notifying attendees;
  • Compiling and organizing information and data for reports required by various agencies;
  • Drafting and composing correspondence, agendas, minutes, and reports;
  • Utilizing computer applications for word processing, spreadsheets, and database management;
  • Transcribing notes and distributing meeting minutes;
  • Submitting time cards for hourly staff to Payroll;
  • Managing department purchase orders and financial documentation;
  • Maintaining accurate records and reports;
  • Researching vendors and managing petty cash;
  • Ensuring compliance with permit requirements;
  • Participating in meetings and serving on committees as needed;
  • Interpreting college policies to staff and the public;
  • Acting as a liaison between the Director/Administrator and other stakeholders;
  • Addressing and resolving conflicts with employees and the public;
  • Performing other related duties as assigned.
QUALIFICATIONS
Education:
Preferred
  • Associate degree 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 or administrative experience.
Knowledge and Skills:
  • Record keeping and modern office practices;
  • Proficient in English grammar, spelling, and punctuation;
  • Familiarity with college organization and policies;
  • Proficient in office software applications;
  • Ability to communicate effectively and establish cooperative working relationships.
Licenses/Certificates:
Required
  • Valid California Driver's License.
APPLICATION REQUIREMENTS

DOCUMENTS NEEDED TO APPLY
Applicants must submit the following documents:
  1. Cover letter;
  2. Resume;
  3. Reference List with three professional references.

ADDITIONAL INFORMATION
Cuesta College is an equal opportunity employer committed to nondiscrimination and actively seeks diverse candidates to support its mission. Reasonable accommodations will be provided for applicants with disabilities who self-disclose.

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