"FT Administrative Secretary II - SEM"

Summary

Performs a variety of technical, secretarial, and administrative support duties for Dean, comparable administrator of a function with multiple sub-functions, or College-wide service with substantial secretarial needs. Coordinates and performs administrative projects within an instructional division. Coordinates work flow and support activities for the office and related functions.

Essential Duties and Responsibilities

• Performs administrative support involving applications of a working understanding of the functions and procedures of the division, with a basic understanding of functions and procedures of other divisions.
• Responds to inquiries and conveys information about programs and services provided by the organizational unit and college. Interprets and conveys policies and procedures, referring difficult or sensitive matters to the appropriate administrator.
• Organizes work by researching and setting up business and academic calendars and cycles, then establishing and sequencing deadlines and/or timelines for projects, activities, and required submissions. Coordinates and performs administrative support for projects and events, integrating them with ongoing work routines.
• Provides administrative support to special processes including, but not limited to, committees, advisory boards, and special group meetings. Prepares forms, revisions, and final documents to support proceedings.
• Takes notes and prepares meeting recollections. Types (keyboards) from rough drafts or instructions a variety of materials such as letters, memoranda, reports and statistical data. Composes original correspondence and forms on routine department matters.
• Maintains committee records and assists in the preparation of departmental/divisional reports by gathering and summarizing information from a variety of sources.
• Receives, handles, and stores private information pertaining to the College or assigned division. Maintains confidentiality of private and sensitive information.
• Receives telephone calls and visitors, screening callers, handling routine matters, providing information, or routing calls to administrators as necessary.
• Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times. Makes hotel, conference, and travel reservations.
• Prepares agreements and contracts for services used by and/or provided by the division. Processes and distributes contract documents for approval.
• Prepares from text, types, and checks course outlines, curriculum proposals, class schedules and teaching assignments.
• Creates, verifies, edits, and distributes faculty load records. Monitors, records, and reviews adjunct faculty load records with administrator for approval and compliance with work limits.
• Enters faculty workload information onto spreadsheet or database models used for accumulating information and decision support. Verifies and calculates faculty overload and forwards information to payroll. Arranges for substitute coverage for classes and/or prepares announcements for cancellation.
• Schedules and types/keyboards faculty member and other staff performance evaluations including peer-level evaluations.
• Records, verifies, codes, and processes faculty, staff, and student or temporary employee timesheets, including information for stipends and other compensable elements.
• May assists the administrator with development of organizational unit budget proposals, maintaining communications with work sections on status and information needs.
• Maintains approved budgets, transaction records, and audit trails, including those for capital outlay, special projects, and grant-funded activities.
• Oversees and may reconcile expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts, working with accounting staff to assure compliance with college processes and regulations.
• May train and oversee the work of hourly staff members or student assistants.
• May update and modify division's web pages as approved by the Dean/Director.
• Oversees and may prepare requisitions and claims for reimbursement. Resolves purchase orders and contractual matters with vendors and other service providers.
• Maintains currency of knowledge and skills related to the duties and responsibilities.
• Performs other related duties as assigned.

Minimum Qualifications

Education and Experience: The position requires knowledge equivalent to an Associate Degree and two years of progressive administrative assistant/secretarial experience. Alternatively, may require one year of post-secondary education in a business profession and four years of experience. Additional administrative assistant/ secretarial experience may substitute for some higher education.

Preferred Qualifications

• Bachelor's Degree
• 4 years of office experience, preferably in an academic environment.
• High level of accuracy in verifying instructor payroll, building course sections, and reviewing student records.
• Experience coordinating departmental and grant-related financial transactions.
• Advanced skill set across a diverse range of office software, database management systems, and productivity tools.
• Strong communication and interpersonal skills for collaborating within a diverse educational team.

Salary/Fringe Benefits

Grade 34 on District Classified Salary Schedule ($5,692.16 /month). Health and welfare benefits include District contribution for medical/dental/vision benefits and employee life insurance ($50,000). Participation in the Public Employee's Retirement System that is also integrated with Social Security.

Application Procedures

Required Documents: 1. Cover Letter 2. Resume/Curriculum Vitae 3. Copy of Transcripts (OR High School Diploma if applicable)

To apply, visit https://www.schooljobs.com/careers/cerritosedu/jobs/5172864/ft-administrative-secretary-ii-sem