Administrative Assistant III
Job Description
Position Title
Administrative Assistant IIISpecial Instructions to Applicants
Los Medanos College (LMC) serves about 10,000 students who pursue transfer preparation, career education, and skill building. Located in East Contra Costa County, Los Medanos College is the only higher education institution in one of the fastest and continually growing regions of the East Bay. Serving a highly diverse student population at multiple locations including the Pittsburg campus, Brentwood Center, and through a robust online learning environment, LMC provides our community with equitable access to educational opportunities and support services that empower students to achieve their academic and career goals in a diverse and inclusive learning environment. As a proud Hispanic Serving Institution (HSI) dedicated to equitable success for all students we seek talented individuals to join our community who operate with a growth mindset, are highly student centered, and who demonstrate a deep commitment to academic excellence, equity, and inclusion among students, staff, and faculty.
About the Position:
This Administrative Assistant III position provides direct support to the Dean of Student Success and indirect support to the departments and programs that are under the Dean’s purview. The Dean of Student Success provides leadership for a number of the college’s Student Services departments and programs including, but not limited to: Learning Communities (Honors Program, Puente Program, Transfer Academy, and Umoja Scholars Program), Outreach & Welcome Services, Student Life, and Transfer & Career Services. The office is also responsible for the primary administration of the Student Conduct process, planning the annual college Graduation (Commencement) Ceremony, and processing of the Dean’s List.
Key aspects of this position include scheduling, budget tracking and expense processing, meeting agenda and minutes preparation, office communications, event planning support, responding to inquiries to inform students, staff, and faculty of policies or to provide appropriate referrals, and cultivating a welcoming, supportive, and culturally responsive environment for the office. Significant areas of focus include administrative support of the Student Conduct process and event planning support for the Graduation Ceremony event.
NOTE: New employees will be placed at the first step which is $62,268 per year, second step $65,424 per year or third step at $68,724 per year (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $75,864 per year is reached on the salary schedule.
YEARLY: $62,268 (Step 1) – $75,864 (Step 5)
Our Vision for Social Justice
The intention of social justice work is to strengthen humanity by understanding that every person deserves the benefits of fully participating in our society and institutions.
Academic researchers have illustrated that crucial social justice principles are a compilation of equality, equity, diversity, inclusion, engagement, environmental sustainability and human rights. These complex principles are challenging to operationalize in higher education; yet we are steadfast in our diligence to forge ahead to advance this vital mission.
Community colleges are uniquely positioned to lead higher education in the work of social justice. Many of our students come from historically underserved and underrepresented backgrounds, students of color, students with recent immigrant histories, students from cycles of low income if not poverty, students from indigenous communities, and students from first-generation families.
The idea of promoting social mobility through education is unconditionally and uncompromisingly embraced by community colleges. This is an exciting role, and it comes with a heavy responsibility. Simply put, we need to create environments where our students achieve greater academic success, so much so that we close our persistent equity/opportunity gaps.
If you are committed to social and racial justice and if you are interested in joining a community dedicated to solving these inequities through education, please apply.
Recruitment Type:
Open (Internal and External applicants)Location
Los Medanos CollegePosting Number
0002011# of Openings
1Range
56Salary
$62,268 Step 1 - $75,864 Step 5Position Status
PermanentOvertime Status
Non-Exempt (eligible)Position
Full-TimeIf temporary, employment duration:
N/A# of Hours Scheduled Per Week
40Work Schedule By Day and Work Hours
8:30 AM – 5:00 PM
(Occasional evenings and weekends based on department activities)
Shift Differential %
N/A# of Months
12Non-work Periods:
N/AEEO Job Category
Clerical/SecretarialEmployee Group
ClassifiedDepartment
L1020-MatriculationPosition Definition
Distinguishing Characteristics
Administrative Assistant II – This classification is distinguished from the Administrative Assistant I by the performance of a variety of activities involved in the preparation of reports, scheduling and a broad range of complex administrative tasks.
Administrative Assistant III – This classification performs more complex administrative tasks and interpretation of policies and procedures with minimal supervision. Typically reports to a College Dean or other high-level manager.
Administrative Assistant, Senior – This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.
Examples of Duties/Essential Functions
Assists or gives guidance and general information to staff, students and the public in navigating departmental processes.
Assists in planning and scheduling department activities; researches and provides direction on questions pertaining to policies and procedures.
Performs routine personnel, budget, and payroll functions for assigned department; develops and initiates a variety of files and records such as payroll, budget and attendance.
Examines and verifies fiscal records and expenditures; maintains budget records; reconciles budget accounts to ensure accuracy; receives purchasing invoices; arranges for payment of appropriate purchases.
Receives, classifies, reconciles, interprets, consolidates, and/or summarizes documents and information.
Maintains department/office records and fiscal information for control purposes, such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports.
Researches and prepares reports and analyses within prescribed guidelines, including statistical reports, drawing data from a variety of both internal and external sources.
Prepares and proofreads a wide variety of documents such as course proposals, confidential memoranda, exams, class outlines, reports, schedules, and letters; organizes and maintains internal records and filing systems.
Operates a variety of office equipment, including photocopier, calculator, and computer.
May notify students of and post canceled classes.
Dispatches service requisitions; determines and assigns priorities of requests.
May serve as Secretary to a committee; prepares agendas; schedules facilities; records and prepares minutes.
Performs related duties as assigned.
Minimum Qualification-Education/Experience
Three (3) years of experience performing broad and varied complex clerical and administrative duties.
EDUCATION/LICENSE OR CERTIFICATE
Possession of a high school diploma / GED or the equivalent with some college coursework.
Minimum Qualification-Knowledge Of
Modern software applications (Microsoft Office Suite, etc.).
English usage, grammar, spelling, punctuation and vocabulary.
Minimum Qualification-Skill To
Perform responsible clerical work with accuracy and speed.
Meet multiple established timelines and deadlines without immediate supervision.
Learn and interpret District or college rules, laws, and policies, and apply them using good judgment in a variety of procedural situations.
Communicate effectively, both orally and in writing.
Make mathematical calculations quickly and accurately.
Serve students, staff and colleagues in a helpful, empathetic, professional manner.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Apply general rules, policies and procedures of the departmental/office to which assigned.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.
Minimum Qualification-Ability To
Desirable Qualifications
- Experience working in an administrative role within a community college or higher education institution.
- Strong ability to appropriately take initiative, anticipate department and supervisor needs, and to work independently with minimal direction.
- Excellent organizational skills, high attention to detail, and the ability to manage multiple tasks simultaneously in a fast-paced environment
- Strong written and verbal communication skills including political acumen in maintaining communications and professional relationships on behalf of the department
- Proficient in higher education administrative software such as student information systems (e.g., Colleague, Banner, PeopleSoft), office software (e.g., Microsoft Office Suite, Adobe, Zoom), education-specific platforms (e.g., Canvas, SARS, Starfish), databases (e.g., Tableau), and Project Management Systems (e.g., Asana, Trello, Basecamp).
Job Open Date:
10/29/2024Job Close Date:
11/25/2024Open Until Filled
NoForeign Degree and Credit Statement:
Employee Benefits:
Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.
Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.
Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).
Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.
Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union. If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $2.50. (All confidential, supervisory and management positions are exempt from union membership)
For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:
Classified Employees Local 1 Contract (Article 20-Benefits):
https://www.4cd.edu/hr/localonecontract/2019-2022%20Local%201%20Contract.pdf
Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):
https://www.4cd.edu/gb/policies-procedures/manuals/MSC_08.pdf
POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)
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https://www.4cdcareers.net/postings/10426Diversity Statement
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