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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
Department: Administrative Services

Position Overview

SUMMARY
Under the general guidance of an assigned Director/Administrator, this role involves implementing processes that impact district personnel at various levels. The position requires performing complex and responsible clerical tasks that necessitate the interpretation of written and financial documents, as well as the ability to independently compile data and generate reports that require significant independent judgment.

KEY RESPONSIBILITIES
Positions within the Facilities Administrative Assistant classification are distinguished by the necessity to manage duties 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 of sensitive information 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 serving as a primary contact and support for District Facilities, students, staff, and faculty.

ABOUT CUESTA COLLEGE

Cuesta College has been serving San Luis Obispo County since 1964, offering a wide range of associate degree programs, certificates, and community services. The main campus is located along scenic Highway 1, with additional campuses in Paso Robles and Arroyo Grande.

OUR CULTURE
Equity, diversity, and inclusion are fundamental to our mission. Cuesta College is proud to be a designated Hispanic-Serving Institution (HSI) and is committed to fostering racial and socio-economic diversity within our community. We actively seek candidates who share this commitment to equity and inclusion, and who are eager to contribute to a collaborative environment that promotes educational excellence and student success.

ESSENTIAL FUNCTIONS
The essential functions of this position may include:
  • Assisting in the preparation of budget estimates and advising the Director/Administrator on budgetary matters.
  • Organizing and overseeing daily office operations, including project scheduling and workload prioritization.
  • Managing appointment scheduling for the Director/Administrator.
  • Preparing for monthly and yearly activities, including form development and room reservations.
  • Arranging meetings and notifying relevant parties.
  • Compiling and organizing information for reports required by federal, state, and local agencies.
  • Word processing and composing various materials such as correspondence, agendas, and reports.
  • Maintaining accurate records and submitting time cards for hourly staff.
  • Overseeing department purchase orders and managing financial documentation.
  • Updating and preserving various records and reports.
  • Researching vendors and maintaining petty cash accounts.
  • Ensuring compliance with permit renewals and monitoring hazardous material files.
  • Collaborating with district personnel as necessary.
  • Updating the Facilities Services webpage as needed.
  • Interpreting college policies and procedures for staff and the public.
  • Providing information on departmental policies and serving as a liaison between the Director/Administrator and others.
  • Addressing concerns from employees and the public effectively.
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 or secretarial experience.
Knowledge and Skills:
  • Record keeping and modern office practices.
  • Proficiency in English, including spelling, punctuation, and grammar.
  • Familiarity with college organization and policies.
  • Proficient in current office technologies and software.
Abilities:
  • Demonstrating sensitivity to diverse backgrounds and needs.
  • Establishing cooperative working relationships.
  • Communicating effectively in both oral and written forms.
  • Maintaining organized files and records.
Licenses/Certificates:
Required
  • Valid California Driver's License.

APPLICATION REQUIREMENTS
Candidates must submit all required documents when applying for this position, including:
  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 inclusivity in all employment practices. We encourage all qualified individuals to apply.