"Administrative Compliance Assistant (HSI)"

R0010267

Job Description:

POSITION SUMMARY:

Serve as general administrative/compliance support for the Latinx+ Student Success Center; aid in reporting/evaluation procedures; assist with data collection; develop filing systems to track project progress; assist with development of the grant project management handbook; create appropriate program materials for dissemination; schedule and assist with grant-related staff meetings; collect time and effort sheets from project staff; and work closely with the Activity Director to provide necessary support for the project.

SUPERVISION RECEIVED:

Work is generally supervised by direct supervisor and work is reviewed through performance appraisals and results received

SUPERVISION EXERCISED:

No supervisory responsibilities.

ESSENTIAL FUNCTIONS:

• ​Provide aid in reporting/evaluation procedures; assist with data collection; ensures that tracking and maintenance of records are in compliance with Grant requirements
• Monitor, update, and upload data, handbooks, manuals, and forms; provide clerical support and maintain files.
• Compile information for and/or create required spreadsheets, databases, listservs, forms, and paperwork for reports; update, upload, and disseminate information;
• Support grant­ writing and fundraising activities as needed.
• Schedule and assist with grant-related staff meetings;
• Collect time and effort sheets from Center employees;
• Work closely with the Activity Director to provide necessary support for the project.
• Perform other duties as assigned, including but not limited to: mentor staff and work study participants as requested; provide cross training as needed; contribute to continuous quality improvement.

ESSENTIAL KNOWLEDGE, SKILLS and ABILITIES:

• Knowledge of Higher Education environment, atmosphere and policies
• Knowledge of Access or database software
• Proficient in Microsoft Office:  Excel, PowerPoint; CX, Jenzabar (preferred)
• Exhibit patience and professionalism displays sensitivity, respect and understanding of adult students, diverse populations and various perspectives and learning styles.
• Ability to work independently
• Ability to shift quickly between task without loss of continuity
• Strong organizational skills
• Attention to operational details
• Excellent interpersonal and communication skills
• Ability to meet strict deadlines
• Bilingual (English/Spanish language) required

POSITION QUALIFICATIONS:

• Associate degree or equivalent required; Bachelor’s degree preferred
• Minimum of 2 years of administrative support experience
• Minimum of 1 year of customer service experience
• Bilingual (English/Spanish language) required

TYPICAL WORKING CONDITIONS:

• Office environment; typically, 70 degrees
• Noise level is usually quiet to moderately noisy while in the office

EQUIPMENT USED:

• Frequent use of personal computer/laptop
• Calculator/10-key
• Telephone
• Copier, scanner and fax machines

ESSENTIAL PHYSICAL & MENTAL TASKS: :

Physical Demands:

☒ Standing                ☒ Lifting:  _15_ Lbs.       ☒ Pushing/Pulling

☒ Driving ☒ Walking                        ☒ Carrying

☒ Hearing                  ☒ Speaking ☒ Reaching

☒ Writing                    ☒ Squatting/Kneeling   ☒ Seeing

☐ Climbing                 ☐ Pushing                   ☒ Other:  Typing

Physical Environment - Exposed to: 

☒ Noise                            ☒ Heat/Cold                     ☐ Fumes/Gases             

☐ Human Tissue/Fluids ☐ Chemicals                    ☐ Carcinogens

☒ Dirt ☐ Animal Tissue/Fluids ☐ Toxic Chemicals

☐ Radiation                       ☐Other: 

☐ Biohazardous Material

Mental Demands: 

☒ Reading                        ☒ Frequent Interruptions          

☒ Periods of Concentrated Attention

☒ Detailed Work            ☒ Irregular Work Schedule        

☒ Frequent Contact with People

☒ Frequent Deadlines     ☐Other: 

☐ Multiple Concurrent Tasks

TRAVEL:   Less than 5% of total time

ENVIRONMENTAL CONDITIONS:

The noise level in the work environment is usually quite to moderately noisy while in the office.  The office temperature about 70 degrees.

DECISION MAKING:

The position is governed by the policies of Pacific Oaks, along with established procedures for the department. Independent judgment is required in the supervision of personnel as well as in the carrying out of the department's strategic goals and budget management.

CONTACT RESPONSIBILITIES:

Routine exchange or presentation of information.

Responsible for demonstrating professionalism and leadership in resolving conflicts with students and employees.  Recommends alternative approaches to solve problems and conflicts. 

FINANCIAL RESPONSIBILITY:

This position does not require the management of budgets, but it is required to follow Pacific Oaks policies for purchasing and budget approvals.

Compensation & Benefits

This opportunity is budgeted at $17.00-18.28 base compensation. Additional compensation factors may impact total compensation. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.https://www.pacificoaks.edu/about/careers-pacific-oaks/

Pacific Oaks is an Equal Opportunity Employer.

Pacific Oaks participates in E-Verify and verifies identity and employment eligibility of all persons hired.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Pacific Oaks offers equal employment opportunities to all persons without regard to race, color, ethnicity, religion, sex, sexual orientation, national origin, age, marital status, physical or mental disability, parental status, housing status, source of income or military status, in accordance with applicable federal, state and local EEO laws.