Administrative Assistant II

University of California

San Bernardino (CA)

On-site

USD 52,000 - 68,000

Full time

14 days+

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Job summary

The University of California seeks an Administrative Assistant II to perform the full range of administrative and secretarial duties in support of assigned administrative, academic, or student services departments. The role requires independent handling of complex tasks, travel approvals, budget transfers, and multi‑department liaison work.

You will manage calendars, prepare reports, coordinate meetings, assist with budget processes, and ensure timely communications with administrators, faculty,

Qualifications

Four (4) years of increasingly responsible secretarial experience involving high public contact.
Equivalent to completion of high school and fifteen (15) semester units of college coursework.
Experience in an educational or public-sector environment is desirable.

Responsibilities

Assists administrator in meeting reporting requirements and coordinates department activities.
Develops calendars, schedules, and appointments; coordinates and arranges meetings.
Prepares and distributes agendas, background materials, and minutes as appropriate.
Formats and proofs correspondence and reports; handles hiring/payroll related processes.
Acts as liaison and communicates policies, procedures, and deadlines to stakeholders.

Skills

Analyzing data

Customer focus

Reading comprehension

Professional expertise

Critical thinking

Attention to detail

Using technology

Team work

Writing

Adaptability

Innovation

Listening

Diversity

Education

High school equivalent + 15 college units

Job description

SUMMARY DESCRIPTION

Performs the full range of administrative and secretarial, duties of a complex nature in support of assigned administrative, academic, or student services departments.

DISTINGUISHING CHARACTERSTICS

The Administrative Assistant II classification is distinguished from the Administrative Assistant I classification in that the Administrative Assistant II performs the full range of administrative support and complex secretarial duties independently including travel approvals and reimbursement, hiring paperwork approvals for hourly and temporary employees, acts as a liaison for board items, makes recommendations and applies budget transfers.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from appropriate supervisor; checks with supervisor regarding non-routine assignments. May provide technical and functional direction to assigned student workers.

REPRESENTATIVE DUTIES

These duties are typical for this classification.

Assists assigned administrator in meeting reporting requirements, functional responsibilities, and research objectives; organizes functions and activities promoted by the program area.
Reviews, updates, and informs the supervisor and others of essential timelines; discusses and reviews calendar of events on a regular basis with assigned administrator to ensures timely coordination of office activities and status of assigned projects; develops schedules related to department activities and services.
Develops and maintains assigned calendars, schedules, and appointments; coordinates and arranges meetings.
Collects, researches, compiles, analyzes, verifies, summarizes, records, and evaluates information; prepares and distributes narrative, statistical, and financial data, and provides recommendations, completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures.
Oversees projects independently as assigned ensures that work is performed in a timely and accurate manner; uses independent judgment to develop and provide recommendations, suggestions, or information as appropriate.
Answers phones and responds to questions and requests for information; communicates information in person, via email, or by telephone where knowledge, and interpretation of policies and procedures are necessary.
Serves as liaison for assigned administrator by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District, College, Department, or program area policies and procedures, or referring callers to the administrator or others as necessary.
Oversees the preparation of Board agenda items and supporting documents; ensures Board agenda items are forwarded within District timelines and legal requirements and guidelines; notifies administrator of Board requests for information or action.
Assists supervisor in the preparation and administration of program budget(s), cost estimates for budget recommendations, justifications for budget items, and allocation of funds, processes, monitors and tracks expenditures, provides budget reports; resolves budget issues and problems; interacts with others regarding deposits; processes budget/expense transfers, and recommends budget revisions; assists with travel approvals and reimbursements for department staff.
Recommends expenditures for equipment, materials, and supplies and assures their timely ordering, receipt, and storage; schedules maintenance and repairs as needed posts, monitors, and tracks invoices and other expenditures; processes conference and other reimbursements.
Provides support for supervisor in meetings and committees as assigned; attends meetings and takes notes or records proceedings; prepares and distributes agendas, background materials, and minutes as appropriate.
Prepares oral and written preliminary responses for assigned supervisor’s approval; facilitates communications between assigned supervisor, administrators, students, faculty, staff, other offices, educational institutions, public agencies, and the public.
Formats, types, proofreads, updates, edits, duplicates, and distributes correspondence, notices, lists, schedules, forms, memoranda, and other materials according to established procedures, policies, and standards.
Processes information related to staff hiring and payroll processes for assigned area; prepares and/or completes forms, monitors signature process, and tracks approvals for hiring personnel.
Establishes and maintains a variety of complex, interrelated filing systems including student confidential files; establishes and maintains files for information, records, and reports including those related to budget and cost records; maintains manuals and updated resource materials.
Receives mail and identifies and refers matters to the administrator in order of priority.
Performs other duties related to the primary job duties.

Below are the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

CORE COMPETENCIES

Analyzing and Interpreting Data

Apply sorting, coding and categorizing rules
Analyze data
Read reports
Draw meaning and conclusions from quantitative and/or qualitative data

Customer Focus

Attending to the needs and expectations of customer
Seeks information about the immediate and longer term needs of the customer
Anticipates what the customer may want or expect in a product or service
Works across organizational boundaries to meet customer needs

Reading Comprehension

Understanding and using written information
Knows the meaning of printed words; comprehend the literal meaning of text
Make interpretations, applications, deductions, inferences, extrapolations from written information

Professional and Technical Expertise

Applying technical subject matter to the job
Knows the rudimentary concepts of performing the essential technical operations

Critical Thinking

Analytically and logically evaluates information to resolve problems
Follow guide, SOP or other step by step procedures for locating the source of a problem and fixing it
May detect ambiguous, incomplete, or conflicting information or instructions

Attention to Detail

Focusing on the details of work content
Shows care and thoroughness in adhering to process and procedures that assure quality
Applies knowledge and skill in recognizing and evaluating details of work
Applies skilled final touches on products

Using Technology

Working with electronic hardware and software applications
Using basic features and functions of software and hardware
Experiments and finds novel uses for standard features and functions
Adds, improves, modifies, or develops features and functionality

Team Work/Involving Others

Collaborating with others to achieve shared goals
Engages others for suggestions and ideas

Writing

Communicating effectively in writing
Using correct writing mechanics including spelling, vocabulary, grammar, syntax, punctuation, capitalization, sentence structure
Logically orders and structures ideas and progression of thought

Adaptability

Responding positively to change and modifying behavior as the situation requires
Accept and adjust to changes and the unfamiliar

Innovation

Imagining and devising new and better ways of doing things
Fix what is broken; find solutions and fixes with resources at hand
Finds new approaches to performing familiar tasks
Create and invent new ideas; envision the unexpected, unexplored, untried

Listening

Comprehend and verbal instructions and orally presented information
Recalls or retrieves key points in a conversation
Listen actively by rephrasing others’ input cogently and accurately

Valuing Diversity

Shows acceptance of individual differences
Welcomes input and inclusion of others who may be different from oneself
Shows understanding and empathy for the challenges of groups seeking inclusion or dealing with perceived discrimination

Lead, Advanced or Senior Level Positions

Education/Training

Equivalent to the completion of high school and fifteen (15) semester units of college coursework.

Experience

Four (4) years of increasingly responsible secretarial experience involving a high level of public contact, and providing secretarial support to management staff.

Desired Education/Experience

Experience in an administrative office in an educational environment

Equivalency Provision

In the absence of fifteen (15) semester units of college level coursework, equivalent to the completion of high school and five (5) years of increasingly responsible secretarial experience involving a high level of public contact and providing secretarial support to management staff is qualifying.

Desired Qualifications

One (1) year of experience supporting a management-level administrator.
One (1) year of experience coordinating calendars, meetings, and events.
One (1) year of experience in an educational or public-sector environment.

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment

Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; possible exposure to dissatisfied individuals.

Physical

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to occasionally lift, carry, push, and/or pull light to moderate amounts of weight up to 25 pounds; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision

See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.

Hearing

Hear in the normal audio range with or without correction.

The person selected for hire will be required to complete the following pre-employment requirements:

Submit to and successfully pass DOJ live scan/fingerprinting. Cost of live-scan services to be borne by candidate.
Sealed official transcript(s) in envelope from institution or electronic copies emailed directly from institution (for positions with higher education requirement)
Tuberculosis (TB) risk assessment
Other pre-employment requirements may be required depending on the position (i.e. certifications or licenses; see job posting qualifications section for details).

Successful completion of all pre-employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the San Bernardino Community College District’s Administrative Procedures and Board Policies.

Forecasted Recruitment Timeline