"Administrative Coordinator (Facilities, Planning and Development) District"

Administrative Coordinator (Facilities, Planning and Development) District

Company: Riverside Community College District

Job Location:

Category: Executive Assistants

Type: Full-Time

Department: Fac/Plng/Constr (D)

Position Type: Support Staff (Classified / Confidential)

College/Campus: District

Physical location of the position: District

Employment Type: Full-Time

Position Length: 12-month

Salary Range: Grade M

Salary Amount: $6,742 - $8,204

Salary Type: Monthly

Is this position categorically (grant) funded? No

Job Description

BASIC FUNCTION

Performs a diverse range of advanced administrative support duties in an assigned department; alleviates the administrative responsibilities of department executives; coordinates and oversees the day-to-day administrative function of the department; reviews and coordinates reports and documents submitted to the executive for consistency with District policies and procedures; serves as a liaison with other departments and divisions for effective administrative services operations.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from assigned area supervisor. May provide lead direction to temporary staff and/or student workers.

CLASS CHARACTERISTICS

This classification in the Administrative Support series is responsible for providing administrative support and coordination in the office of an assigned District executive requiring a significant level of knowledge of the department's services, policies, procedures, and operational details. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgment. Employees in the classification rely on experience and judgment to perform assigned duties; assignments are given with general guidelines. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.

Education and Experience

An associate's degree and five (5) years of increasingly responsible administrative support experience, which includes three years working for an upper-level administrator; or an equivalent combination of education, training, and/or experience.

Knowledge of

1. Office administrative and management practices and procedures.
2. Principles and practices of business documentation composition and development.
3. Principles and practices of budget monitoring and tracking.
4. Methods and techniques of preparing business correspondence and documents.
5. Principles and practices of data collection and report preparation.
6. General policy and administrative procedures.
7. Basic principles and practices of providing technical and functional direction to assigned staff.
8. Applicable federal, state, and local laws, codes, regulations, and policies and procedures relevant to area of assignment.
9. Principles and procedures of financial record keeping and reporting.
10. Generally accepted purchasing rules and regulations.
11. Business arithmetic and mathematical principles.
12. Record keeping principles and procedures.

Ability to

1. Maintain confidentiality and be discreet in handling and processing confidential information and data.
2. Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, policies, and timelines, as well as administrative and departmental policies and procedures.
3. Oversee and coordinate the administrative functions within an assigned department.
4. Provide varied and responsible administrative work requiring the use of tact and discretion.
5. Participate in the preparation of department budget and prepare monthly status reports on budget expenditures.
6. Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
7. Compose correspondence and reports independently.
8. Make accurate mathematical computations.
9. Provide work direction to assigned staff.
10. Analyze situations and adopt an effective course of action.
11. Establish and maintain a variety of filing, record-keeping, and tracking systems.
12. Independently organize work, set priorities, meet critical deadlines, and follow up on assignments.
13. Exercise judgment within general policy and procedural guidelines.
14. Effectively use computer systems, software applications relevant to work performed, and business equipment to perform a variety of work tasks.
15. Communicate effectively in the course of performing work tasks.
16. Establish, maintain, and foster effective working relationships with those contacted in the course of work.
17. Demonstrate clear evidence of sensitivity and understanding of the diverse academic, socio-economic, disability, and ethnic backgrounds of students, staff, and the community.
18. Provide efficient, high-level customer service to the public, vendors, contractors, and District personnel.

Licenses/Certifications

None.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This classification primarily works in an office and standing in and walking between work areas is occasionally required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Employees in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. The essential functions of this classification must be performed by the incumbents with or without reasonable accommodations.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset individuals in interpreting and enforcing departmental policies and procedures.

Duties and Responsibilities

EXAMPLES OF TYPICAL JOB FUNCTIONS

1. Provides administrative support to a department executive by assisting with duties of an advanced, complex, and sensitive nature; represents the department at meetings as assigned; manages and coordinates multiple calendars, schedules meetings, makes travel arrangements, and handles sensitive materials; acts as a liaison between the department executive and other staff or the public, coordinating resolutions to issues, problems, and complaints as appropriate.
2. Receives and reviews all documents submitted to the department executive for approval to ensure they are complete and accurate, including those which require Board approval; returns items for changes; provides guidance on changes and actions to be taken for executive approval.
3. Assists in the coordination of institutional events, District-wide projects, and workflows, including implementation; participates in developing and implementing department or District-wide policies and procedures.
4. Assists in or administers department projects, processes, and/or programs as assigned by the department executive; provides assistance to department staff in various research and department-related projects; researches and prepares a variety of reports as directed by the department executive.
5. Coordinates and participates in the preparation of the department budget, including gathering and analyzing data related to expenditures and projected charges; monitors budget expenditures and revenues, and prepares monthly reports on same; processes department requisitions and appropriation transfers.
6. Initiates department purchases for office supplies and other items; coordinates facility and equipment maintenance services; authorizes payment of invoices and maintains files and records.
7. Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, reports, organizational charts, program plans, and correspondence from rough draft, verbal instructions, or from other materials.
8. Processes and prepares a variety of documents, materials, and records according to established procedures and practices, including timekeeping documents, programmatic or departmental hire documents, payroll records, and personnel files.
9. Prepares, coordinates, and oversees work schedules for office coverage; may provide work or lead direction to short-term employee(s) and/or work study student(s).
10. Designs and implements complex file, index, tracking, and record keeping systems including confidential personnel and payroll related documents.
11. Participates in District-provided in-service training programs.
12. Performs other related duties as assigned; specific duties not listed does not exclude them for this classification if the work is similar or related.

CONDITIONS OF EMPLOYMENT:

SALARY: Salary grades consist of nine steps. A new employee is normally placed on Step 1 of the grade. Changes in step placement take place on the first day of the first month following the anniversary date of attaining permanent classified employee status until the maximum of the grade is reached. HOLIDAYS: There are 13 holidays observed each year. A pro-rata reduction will be made for employees working less than full-time and less than twelve months. VACATION: Employees are granted 12 days of vacation per year through the first five years of service to the District; 15 days after completion of five continuous years of service to the District; and 22 days after completion of 10 continuous years of service to the District. This computation is based on full-time, twelve-month employment. A pro-rata reduction will be made for employees working less than full-time and less than twelve months. SICK LEAVE: One day of sick leave for each month of service is granted. This is based on full-time, twelve-month employment. A pro-rata reduction will be made for employees working less than full-time and less than twelve months. There is no limit to the number of days of sick leave which may be accrued. FRINGE BENEFITS: The District provides a health and welfare benefit package for employees and legal qualifying dependents. Those employees working less than full-time and less than twelve months will receive a pro-rata share of the benefit package. The dollar value of the package is a subject of negotiation between the District and the Bargaining Unit. The work location and assignment within a job classification is determined by the District and may be subject to change. All offers of employment will be contingent upon the availability of funds and approval by the Board of Trustees. The Riverside Community College District (the District) fosters and maintains a work environment free from discrimination harassment or retaliation, where all persons are treated with dignity and respect. The District is a proud equal opportunity employer and does not discriminate against any person based on ethnic group identification, national origin, religion, age, gender, gender identity, gender expression, race, color, genetic information, sexual orientation, physical or mental disability, or any characteristic listed or defined in Section 11135 of the Government Code or any characteristic that is contained in the prohibition of hate crimes set forth in subdivision (1) of Section 422.6 of the California Penal Code, or any other status protected by law. The District adheres to these principles in all aspects of employment, including, recruitment, hiring, training, compensation, promotion, benefits, discipline and termination. All employees share in the responsibility for fulfilling the District's commitment to equal employment opportunity. In addition, it is the policy of the District to provide reasonable accommodation to qualified applicants and employees. If you need assistance or an accommodation due to a disability or have inquiries regarding compliance or grievance procedures you may contact the District Compliance Officer and Title IX, Section 504/ADA Coordinator Lorraine Jones as follows: Lorraine Jones, Ed.D., M.S.W. District Compliance Officer and Title IX/ADA/504 Coordinator 3801 Market Street Riverside, CA 92501 lorraine.jones@rccd.edu 951-222-8039. Work Hours/Work Days for Classified and Hourly Positions Only: Monday-Friday 8:00am-5:00pm Required Applicant Documents: Resume or Curriculum Vitae Optional Applicant Documents: Letter of Recommendation 1 Letter of Recommendation 2 Associate or Equivalent Transcript Bachelors or Equivalent Transcript Masters or Equivalent Transcript Other Document: Effective Employment Date: Anticipated start date: October 2025 Application Deadline: 08-21-2025 Special Comments: IMPORTANT NOTICES: Only electronic, on-line applications are accepted. All supporting materials, required or optional, must also be in electronic formats and attached to the electronic, on-line application when applying. Supporting materials are only accepted as Adobe Acrobat (.pdf) or Microsoft Word files and must be less than 2 MB in size. Interested candidates must apply by the deadline listed above by 8:00 p.m., Pacific Standard Time. Application Types Accepted: Classified/Management/Confidential Application To apply, please visit: https://pa379.peopleadmin.com/applicants/Central?quickFind=62122 Apply Now