Administrative Assistant III - Faculty Assignments (Career Ed & SWP / Institutional Research)

Monterey Peninsula College; Monterey (CA); On-site; USD 54,000 - 60,000; Full time

Benefits offered by this job

Travel reimbursement

Job summary

Monterey Peninsula College seeks an Administrative Assistant III-Faculty Assignments to support the Dean of Instruction and the Office of Academic Affairs. This role requires planning, coordinating, and applying procedures within district policies.

You will perform varied administrative tasks, maintain calendars, handle confidential information, prepare reports, and assist with meetings, travel, and communications across divisions and staff.

Qualifications

• Experience with office software and data management.
• Strong communication and writing skills.
• Ability to handle confidential information and multiple tasks.

Responsibilities

• Provide administrative support to the Office of Academic Affairs.
• Coordinate meetings, schedules, and travel arrangements.
• Prepare and distribute notices, minutes, and reports.
• Maintain filing systems and office calendars; support budget entries.

Skills

Microsoft Office

Google Suite

Time management

Education

Two years college-level coursework in business skills or related field

Job description

Monterey Peninsula Community District is committed to achieving educational equity for all students as outlined in the District's Governing Board Goals, Educational Master Plan, Equal Employment Opportunity Plan, and Student Equity Plan. We provide students with a rich and dynamic learning experience that embraces differences - emphasizing collaboration, engaging students in and out of the classroom, and encouraging them to realize their goals and become global citizens and socially responsible leaders. When you join our team at Monterey Peninsula College, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches higher education as a matter of social justice requiring broad collaboration among faculty, classified staff, administration, students, and community partners.

Monterey Peninsula College is designated as a Hispanic Serving Institution (HSI) and is an affiliate of the statewide Umoja Community of California Community Colleges. Monterey Peninsula College has a diverse student population that is a reflection of the communities it serves. MPC serves approximately 12,000 students (for the 2020-21 year). MPC's comprehensive curriculum and student services are designed to meet the needs of a diverse student body and include transfer, career and technical education, basic skills, and continuing education offerings. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we prioritize applicants who demonstrate they understand the benets diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students, and community partners who are also committed to closing equity gaps. An equity-minded individual is a person who already does or has demonstrated the desire to:

• (1) Understand the importance of holding ourselves accountable as educators for closing equity gaps and engaging in equitable practices;
• (2) Reframe inequities as a problem of practice and view the elimination of inequities as an individual and collective responsibility;
• (3) Encourage positive race-consciousness and embrace human difference;
• (4) Reflect on institutional and teaching practices and aim to make them more culturally responsive; and
• (5) Strategically build buy-in and participation among colleagues for equity-related initiatives.

Monterey Peninsula College seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals. All departments strongly encourage collaboration across disciplines to create inclusive, integrated, and interdisciplinary learning experiences. College faculty are expected to be knowledgeable about, and willing to use, different learning and teaching methods appropriate to the students they serve.

Priority Screening Deadline: November 30th at 11:59 PM

The Administrative Assistant III-Faculty Assignments position will work in the Office of Academic Affairs and provide administrative support to the Dean of Instruction. Under general supervision, assist in planning, coordinating, and participating in the application of operational procedures. Receive limited supervision within a broad framework of standard District policies and procedures. Perform varied administrative support duties of the office; initiate and exercise good judgment in the application and follow-through of administrative decisions and policymaking; accurately interpret, implement, and explain college policies, procedures, standards, and requirements; establish and maintain good public relations with staff, students, and the community at large.

Essential Functions

• Process administrative details not requiring the immediate attention of supervisor.
• Perform varied and responsible administrative support duties to assist in the processing and completion of operations in the assigned administrative office.
• Act as an information source regarding policies and procedures; provide information where judgment, knowledge, and explanations are necessary, especially in the proper handling of files that contain personal information in order to maintain confidentiality.
• Provide administrative support to the administrative office in all matters relating to the business of the area which may include the areas of: accreditation; grant development, staff development, various review and certification procedures, specialized programs relating to student operations, special course and program development and documentation, course outlines, contract preparation; may monitor schedule building process; may assist supervisor in the development of presentations; as well as providing support in other areas as needed.
• Generate notices of employment for full-time and part-time faculty according to the collective bargaining agreement, policies and procedures; initiate and reconcile timesheets. Communicate with divisions and departments to ensure accuracy of assignments and timesheets; track full-time equivalent numbers for instructors and monitor faculty load limits to ensure compliance with laws and regulations. Track instructor hours and assignments; gather data, analyze and prepare reports.
• Coordinate various meetings, ceremonies, and receptions as assigned; provide support services for visiting training speakers including a selection of meeting rooms and accommodations; prepare agenda items; prepare and maintain a master calendar for the administrative unit. Attend meetings and take minutes.
• Maintain master classroom schedule using appropriate installed software; assist in maximizing classroom and facilities use; resolve room conflicts and locations to be arranged (LOTBAs); coordinate scheduling of MPC facility needs, both on and off campus; electronically reserve and maintain schedules for assigned facilities and rooms.
• Prepare/process a variety of letters and documents which may include statistical reports, Notice of Employment (NOE) contracts, resolutions, manuals, contracts, grant applications, purchase requisitions and final reports; compose memos and other correspondence.
• Create/maintain spreadsheets and/or databases for area projects as needed; prepare reports and final documents; oversee the establishment and maintenance of filing systems.
• Make/track budget entries for multiple budget accounts to spreadsheet and database systems as necessary and submit budget reports to state agencies.
• Serve as a liaison between the department/division, students, the college, and the community at large; greet and assist office visitors and telephone callers; respond to questions; provide information as required; refer to appropriate sources.
• Monitor special projects/programs and take independent action as needed; maintain deadlines on control files, and expedite their completion; coordinate assignments and activities.
• Assist with the faculty evaluation procedures; process and distribute student evaluations to Division Office Managers; collect surveys, gather and compile data; forward to appropriate Division Chair and administrator.
• Check reports, records, and other material for accuracy, completeness and conformity with established standards.
• Learn and utilize current campus software to meet the particular needs of the office.
• Arrange interviews, appointments, schedules, and conferences; make travel arrangements and itineraries related to functions of the assigned office; arrange committee and other meetings; coordinate preparation of workshops.
• Demonstrate an understanding of, sensitivity to and appreciation for, the academic, ethnic, socio-economic, disability and gender diversity of students and staff attending or working on a community college campus.

Other Functions

• Coordinate the department workflow and the work of student employees in the administrative unit office as assigned.
• Serve on college committees as assigned.
• Provide backup for other administrative positions as assigned. Out-of-class compensation will be applied according to Section 4.11 in the collective bargaining agreement.
• Maintain inventory and requisition supplies for the office as needed.
• Perform other related duties as assigned.

Education and Experience

Any combination of training and experience which would indicate possession of the knowledge, skills and abilities listed herein. For example, completion of two years of college-level coursework in business skills, office administration or a related field and three years of increasingly responsible office experience providing advanced knowledge and skills in current office practices.

Knowledge

Knowledge of: general functions of a complex organization (e.g. an educational institution); current office methods and practices including filing systems, business telephone skills, communication and report writing; a variety of computer programs including word processing and spreadsheet and database applications; mathematical computations; office management techniques and procedures; public and human relations skills; and presentation software.

Abilities

Ability to: understand and independently carry out oral and written instructions; prioritize and do several tasks simultaneously; learn and successfully apply office policies, procedures, rules and regulations; use good judgment in recognizing the scope of authority as delegated; analyze situations and make decisions on procedural and detail matters without immediate supervision; analyze projects under pressure of time; maintain security and confidentiality of records and information; communicate effectively in both oral and written form; use appropriate and correct English spelling, grammar and punctuation; perform arithmetical calculations with speed and accuracy; operate efficiently a variety of office equipment as needed; use word processing, spreadsheet, database and presentation software proficiently and accurately; learn and successfully use new software programs as needed; search internet for information as needed; establish and maintain effective work relationships with those contacted in the performance of required duties; demonstrate an understanding of, sensitivity to and appreciation for, the academic, ethnic, socio-economic, disability and gender diversity of students and staff attending or working on a community college campus.

Physical Effort/Work Environment:

Light to moderate physical effort; occasional standing or walking; periodic handling of lightweight parcels up to 15 pounds. Indoor work environment.

Desirable Qualifications (Not Required):

• Experience in Microsoft Office, Google Suite, and additional office software.
• Experience planning and coordinating meetings and events, including logistics, participant communication, and attention to detail.
• Strong oral and written communication skills with internal and external stakeholders.
• Experience in drafting and proofreading minutes/notes, agendas, or correspondence.
• Experience in a public agency (e.g., K-12, college, government, or local municipality).
• Experience with budget management.
• Bilingual, preferably in Spanish.
• Ability to manage multiple tasks, projects, and deadlines.

WORK SCHEDULE

40 hours per week/ 12 months per year, Monday-Friday, 8:00 AM - 5:00 PM

*Management reserves the right to modify the work schedule

Starting Salary

$4,859 (STEP A) - $5,360 (STEP C) +

GREAT BENEFITS PACKAGE (no additional costs for dependents)

CANDIDATE TRAVEL REIMBURSEMENT

Monterey Peninsula College will provide up to $1,000 travel reimbursement to eligible candidates. A candidate is eligible for travel reimbursement when they have participated in an in-person interview for first- and/or second-level interviews, and when they live 50 miles or more from the College.

For questions or concerns, please contact:

Gerardo Cardenas Hernandez

[e-mail]

[phone]