Administrative Assistant - Dean of Educational
Programs
Salary: $67,991.00 - $82,851.00 Annually
Job Type:
Job Number: 08.11.26 R1
Closing: 8/24/2026 11:59 PM Pacific
Location: Santa Barbara, CA
Department: Dean - Bus/ Intern'l/ Media/Career
Basic Functions
Under the direction of an assigned administrator, perform a variety
of highly skilled secretarial and administrative assistant duties
to relieve the administrator of administrative and clerical detail;
plan, coordinate and organize office activities and coordinate flow
of communications, correspondence and information for the
administrator; prepare and maintain a variety of manual and
automated records and reports.
Representative Duties
ESSENTIAL DUTIES:
- Perform a variety of highly skilled secretarial and
administrative assistant duties to relieve the administrator of
administrative and clerical detail; assure smooth and efficient
office operations, and proper and timely completion of projects and
activities; plan, coordinate and organize office activities and
coordinate flow of communications and information for the
administrator.
Serve as the primary secretary to the assigned administrator;
provide public relations and communication services; initiate and
receive telephone calls; take, retrieve and relay messages as
needed; schedule and arrange appointments, conferences, meetings
and other events.
Receive visitors, including administrators, staff, students and
the public; provide assistance or direct to appropriate staff;
exercise independent judgment in resolving a variety of issues;
refer difficult issues to the administrator; provide technical
information related to program, function or department operations
and related standards, requirements, laws, rules, regulations,
policies and procedures.
Compose, independently or from oral instructions, note or rough
draft, a variety of materials such as inter-office communications,
forms, letters, instructional materials, memoranda, surveys,
announcements, bulletins, agenda items, lists, manuals, programs,
certificates, schedules, catalogs, brochures, labels, fliers,
notices, newsletters and other materials.
Compile information and prepare and maintain a variety of
records, logs and reports related to programs, projects, students,
financial activity, budgets and assigned duties; establish and
maintain filing systems; review, revise, edit, format and proofread
a variety of documents and information.
Input and update a variety of data in an assigned computer
system; establish and maintain automated records and files;
initiate queries, develop charts and spreadsheets, and generate
various computerized lists, reports and documents as required;
assure accuracy of input and output data.
Research, compile and verify a variety of data and information;
compute statistical information for various reports; process and
evaluate a variety of forms, applications and paperwork; duplicate,
assemble, distribute, collect, verify and assure accuracy and
completeness of various documents.
Coordinate and attend a variety of meetings as assigned;
prepare and send out notices of meetings; compile and prepare
agenda items and other required information and materials for
meetings and other events; take, transcribe and distribute minutes
as directed.
Perform a variety of clerical accounting duties in support of
assigned activities as required; monitor funds for income and
expenditures; assist in assuring expenditures to do not exceed
established budget limitations as assigned; calculate, prepare and
revise accounting and budgetary data; balance and reconcile
assigned accounts and budgets as required; initiate transfers as
directed.
Perform special projects and prepare various forms and reports
on behalf of the assigned administrator; attend to administrative
details on special matters as assigned.
Communicate with personnel, various outside agencies, students
and the public to exchange information and resolve issues or
concerns; communicate in a designated second language as assigned
by the position.
Operate a variety of office equipment including a calculator,
copier, fax machine, typewriter, computer and assigned software;
perform minor maintenance and repairs on equipment as directed;
arrange for equipment maintenance and repairs as needed.
Receive, sort and distribute mail as required; prepare and
distribute informational materials and bulk mailings; contact
others to request documents as needed.
Maintain appointment and activity schedules and calendars for
the administrator; coordinate travel arrangements and hotel
reservations as required; reserve facilities, equipment, services
and supplies for meetings and other events as needed.
Monitor inventory levels of office and designated supplies;
order, receive and maintain appropriate levels of inventory;
prepare and process purchase orders, invoices and requisitions and
arrange for payments as assigned.
Process reimbursement claims as assigned; collect, deposit and
account for various monies and fees as required.
Train and provide work direction and guidance to student
workers as assigned.
Update and maintain website information as directed.
OTHER DUTIES:
Perform related duties as assigned.
Education and Experience
Any combination equivalent to: graduation from high school and four
years of clerical or secretarial experience involving frequent
public contact.
Knowledge and Abilities
KNOWLEDGE OF:
- Terminology, practices and procedures of assigned office.
- Organization, operations, policies and objectives of assigned
programs and activities.
- Modern office practices, procedures and equipment.
- Record-keeping and filing technique.
- Business letter and report writing, editing and
proofreading.
- General methods, procedures and terminology used in clerical
accounting work.
- Telephone technique and etiquette. Correct English usage,
grammar, spelling, punctuation and vocabulary.
- Data control procedures and data entry operations.
- Interpersonal skills using tact, patience and courtesy.
- Operation of a computer and assigned software.
- Oral and written communication skills.
- Methods of collecting and organizing data and information.
- Mathematic calculations.
ABILITY TO:
- Perform a variety of highly skilled secretarial and
administrative assistant duties to relieve the administrator of
administrative and clerical detail.
- Plan, coordinate and organize office activities and coordinate
flow of communications, correspondence and information for the
administrator.
- Assure smooth and efficient office operations.
- Compose correspondence and written materials independently or
from oral instructions.
- Learn, interpret, apply and explain laws, codes, rules,
regulations, policies and procedures.
- Perform a variety of clerical accounting duties in support of
assigned activities.
- Type or input data at an acceptable rate of speed.
- Understand and resolve issues, complaints or problems.
- Answer telephones and greet the public courteously.
- Communicate in a designated second language as assigned by the
position.
- Complete work with many interruptions.
- Compile and verify data and prepare reports.
- Maintain a variety of records, logs and files.
- Utilize a computer to input data, maintain automated records
and generate computerized reports.
- Establish and maintain cooperative and effective working
relationships with others. Meet schedules and time lines.
- Work independently with little direction.
- Communicate effectively both orally and in writing.
- Add, subtract, multiply and divide with speed and
accuracy.
To apply, visit https://www.schooljobs.com/careers/sbcc/jobs/5444650/administrative-assistant-dean-of-educational-programs
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