Administrative Assistant III,Academic Affairs Job Santa Maria area,California USA,Administrative/Clerical

Position Summary

DEFINITION:

Under supervision of the appropriate administrator, the incumbent performs a variety of comprehensive adminisrative and clerical work in support of departmental functions and programs. The incumbent shall value and promote the mission and vision of the college.

CLASS CHARACTERISTICS:

The incumbent, under minimal supervision, is responsible for clerical functions and professional work in the support of the dean and the disciplines and departments within the area the dean supervises, operating as an office liaison. Incumbents are required to make independent decisions concerning appropriate procedures of the office which may affect the work performance of other positions and may also give guidance to other clerical staff, including student workers.

Incumbents have a high frequency of responsible contact with students, staff, and/or the public requiring tact and good communication skills.

Essential Functions and Qualifications

Assist and explains policies, procedures, and precedence to students, faculty, staff, and the public.

Works with academic administrators to compile information for class schedule building, instructional load; which may include preparation of part-time faculty offers of employment, monitoring and evaluating faculty schedules, load, and payment in accordance with district policies.

Coordinates, collects, monitors, and reconciles data such as load factors, attrition ratios, enrollment, and budget expenditures; compiles and prepares spreadsheets and reports.

Audits assignment hours, FTE values, verifies loads, and verifies proper budget code for matrices.

Assists campus contacts in obtaining data and information relative to the organizational unit, answers telephone, relays messages, transfers calls, serves as liaison with external agencies, resolves routine complaints.

Creates and drafts a variety of written and electronic documents and reports; maintains organizational files (including electronic files), records, website, mailing lists, groups, and emails.

Prepares documentation for independent contractors and independent projects.

Processes and distributes mail and materials and prepares documentation for contracts with outside agencies.

Process individual faculty schedules including office hours, leave requests, and professional development plans.

Assists with collection of census rosters, grades, and student rosters; tracks class size and monitors for class cancellation.

Schedules appointments and meetings; maintains appointment calendar and reserves facilities, equipment, services, and supplies for meetings and other events as needed to provide meeting support.

Prepares travel arrangements and documentation; assists, completes, and processes employee reimbursements.

Assist and compiles program/department financial information; maintains program/department budget records and coordinates budget requests, purchase requisitions, applications for payment, change orders, and augmentations.

Monitors categorical and grant funded programs; may assist with budgets, reporting processes, and deadlines.

Coordinates, monitors, and tracks full-time faculty evaluations including scheduling meetings and processing all documentation; administers timelines; and monitors and may processes documentation for part-time faculty and classified evaluations.

Supports the program review process, including scanning surveys, routing documentation, scheduling meetings, and tracking for completeness.

Monitors, collects, and verifies positive attendance records, and maintains for audit and accreditation.

Supports council and/or committee meetings as necessary; prepares agendas, takes notes, and posts online.

Prepares personnel action requests (PAR/NE), hiring forms, employment authorizations, assists with processing of department volunteers, equivalency requests, and requests to hire a student worker; may arrange for office coverage.

Maintains and updates office procedural manual.

Performs other related duties as assigned.

Knowledge of:

Office management and organizational skills;
Budget management including budget tracking, reporting, and purchasing systems;
Microsoft Office and other software applications, modern office practices, procedures, and equipment.
Faculty and student information systems;
Written business communications;
Records management;
Correct English usage, spelling, grammar, and punctuation;
Receptionist and telephone techniques.

Demonstrates Ability to:

Understand and carry out oral and written directions;
Work…

Administrative Assistant III, Academic Affairs