Administrative Assistant III

Los-Rios-Community-College-District; Folsom (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Los Rios Community College District is seeking an administrative professional to support executive-level processes across campus operations. The role involves coordinating information, handling inquiries, and assisting with events, travel, budgets, and purchasing for multiple departments.

The position requires four years of related experience and at least two years of college coursework in business or office technology, with an emphasis on equity-minded engagement and confidentiality in district

Qualifications

• Four years of experience related to the duties of the position.
• Two years of college level business, office technology, or related coursework may substitute for up to two years of the required experience.
• Education must be from an accredited institution.
• Equity-minded focus and sensitivity to diverse backgrounds in serving students, staff and the public.

Responsibilities

• Assist administrator with office organization and detail and recommend operating practices to improve internal processes.
• Interview callers and answer inquiries requiring knowledge of college and District resources, policies and procedures.
• Coordinate services for students, staff and the public and refer inquiries to appropriate staff.
• Prepare and distribute meeting agendas, minutes, reports and other correspondence; take minutes at meetings with discretion.
• Assist with coordinating department hiring, travel arrangements, budgets, and purchasing forms; monitor and reconcile department budgets.

Education

Two years of college level business, office technology, or related course work

Job description

Positions in this class are generally assigned to Vice President and Associate Vice Chancellor executive level positions, and incumbents perform tasks that support broad institution-wide systems, processes and procedures with minimal oversight. For a detailed job description for this Los Rios Classified Employees Association (White Collar) posting click here.

Assist administrator with office organization and detail and recommend operating practices and procedures to create new or to revise existing methods; implement systems to improve internal process in support of changing departmental and District needs, informing affected staff and providing training as needed; interview callers; answer inquiries requiring knowledge of college and District resources, activities, services, policies and procedures and refer inquiries as appropriate; provide information regarding college standards and procedures and assist in the coordination of services for students, staff, and the public; assist students and staff to resolve problems relating to special programs, student services records, or related complaints, referring to appropriate staff members; coordinate activities with other District offices; schedule meetings, conferences and appointments; assist with coordinating events; maintain calendars for managers and/or professional staff; make arrangements for travel, meetings and conferences, and process travel claims; prepare materials for presentations and instruction; prepare records and reports for District and/or external agencies; independently prepare correspondence, memoranda, agendas, reports, technical requests and other materials, including information of a confidential nature; prepare required District and departmental documents including, but not limited to, time sheets, reports, preliminary payroll records, travel forms, purchasing forms, requisitions and workers compensation claim forms; assist with the monitoring and reconciliation of department and/or office budgets; order materials, supplies and services and resolve issues encountered in the purchasing process to assure timely payment to vendors; maintain accurate records and databases; assist with the preparation of the college catalog for printing; assist in developing and publishing curriculum and committee calendars; prepare and distribute meeting agendas, minutes, correspondence, memoranda, reports and other correspondence; take minutes at meetings exercising judgment and discretion in editing and composition; assist in preparing material for published class schedules, catalogs, student guides, newsletters, bulletins and registration; develop and maintain forms; verify and calculate full-time equivalency (FTE) and instructional load for faculty; track flex obligation for faculty; prepare adjunct faculty assignment paperwork and related documents; assist with coordination of department hiring and orientation processes; process mail; receive and accounts for fees; operate and maintain office equipment; serve on committees as assigned; have lead responsibility for temporary employees, including interviewing and training.

Serve as a resource to support Administrative Assistant I's and others on District/College-wide processes, policies and procedures and assists the administrator in the assigned areas of responsibility. Serve as the primary point of contact with District departments to assist with coordinating institution-wide personnel, hiring, risk management, legal, budget and other related areas of responsibility; assist with coordinating District/College-wide instructional, student or administrative functions. Perform related duties as required.

EXPERIENCE

Four years of experience related to the duties of the position.

EDUCATION

Two years of college level business, office technology, or related course work from an accredited institution may be substituted for up to two years of the required experience.

Have an equity-minded focus, responsiveness and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of community college students, including those with physical or learning disabilities as it relates to differences in learning styles; and successfully foster and support an inclusive educational and employment environment.

(Experience Requirement: One year of experience is equal to 12 months of experience at 40 hours per week. Applicable part-time experience will be converted to the full-time equivalent for purposes of meeting the experience requirement. Education Requirement: One year of education is equal to 30 semester units.)

Education must be from an accredited institution.