Administrative Assistant (Instruction Office)

Sierra College; Rocklin (CA); On-site; USD 55,000 - 72,000; Full time

Job summary

Sierra College is seeking an experienced administrative professional to support the assigned area with clerical duties, budgeting, onboarding, and event logistics. The role requires strong organizational skills, confidentiality, and the ability to manage multiple priorities in a dynamic college environment.

The position supports staff, faculty, and students, handling sensitive information and coordinating communications across departments.

Qualifications

• Minimum three years of administrative and clerical experience.
• Equivalent to completion of the twelfth grade or GED with college coursework in business administration or related discipline.
• Knowledge of budgeting, scheduling, and office procedures.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Provide general administrative support to ensure efficient operation of assigned area.
• Maintain calendars and coordinate meetings, events, and travel logistics.
• Process budget-related documents, invoices, and requisitions with accuracy.
• Assist with onboarding, outreach, class scheduling, and data management.

Skills

Administrative support

Budget management

Scheduling

Confidential information handling

Education

High school diploma or GED

Tools

Banner ERP

Scheduling software

Zoom/Teams

Job description

Sierra College has a strong commitment to the achievement of equity and inclusion among its faculty, staff, and students and values the rich, diverse backgrounds that make up the campus community. A strong candidate for this position must have the understanding and ability to successfully support individuals with varying backgrounds. This includes persons with disabilities, various gender identities and sexual orientations, as well as individuals from historically underrepresented communities and other groups. Our District is committed to providing strategies for success and proactive student-centered practices and policies focused on eliminating equity gaps to ensure the District provides an inclusive educational and employment environment focused on strategies for success and equitable outcomes for all.

SUMMARY DESCRIPTION

Under general supervision from assigned manager, performs administrative duties in support of an assigned area, including, but not limited to, accounting, budget management, instructor onboarding, outreach, class scheduling and monitoring, and activity and event planning and logistics; provides information and assistance, including those of a confidential nature, to District staff, students, and the public; and performs a variety of special tasks and projects relative to assigned area of responsibility.

REPRESENTATIVE DUTIES

1. Performs of a variety of clerical, technical, and administrative activities to support office operations, including, but not limited to, producing correspondence, forms, handbooks, manuals, and other materials occasionally of a sensitive nature; ordering and monitoring supplies and equipment for office and other department related spaces; coordinates service or repair of office equipment; updates relevant intra-net items for area or campus location; reserving District vehicles and making travel arrangements for employees.
2. Greets, receives, and/or screens office visitors, mail, emails, and telephone callers in a sensitive, trauma-informed, and culturally inclusive manner; refers matters to appropriate manager or staff, as needed; responds to questions, complaints, and requests for information and assistance from District staff, students, and the public while maintaining and ensuring confidentiality; composes and prepares written responses independently or for manager approval; generates and disseminates communications as appropriate; facilitates communication between office or assigned manager(s) and the college community, the public, or outside organizations; interacts and relays information, answers questions, or explains decisions regarding area of assignment.
3. Maintains calendar(s) for assigned manager(s) or area of assignment to ensure coordination of office activities and status of assigned projects; schedules and coordinates meetings, activities, or events, including, but not limited to, location requirements, facility use requests, and audiovisual or presentation equipment needs and support; provides support for District and department events.
4. Assists employees and provides information to solve technology issues (e.g., Zoom/Teams, various software applications); directs users to handouts or other resources; assists users to determine optimum strategies for utilizing available technical resources.
5. Collects, researches, verifies, summarizes, records, and evaluates information; prepares and distributes narrative, statistical, and financial data and makes recommendations; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; maintains and generates reports from a database or network system.
6. Establishes and maintains a variety of filing systems, including, but not limited to, electronic, cloud-based, hard copy, and confidential files; establishes and maintains files for information, records, and reports; inputs data into databases which may include confidential information.
7. Records and verifies faculty, classified, student, short-term, and temporary employee time sheets; calculates and processes faculty stipends, Special Assignment Request Forms (SARF), and Special Assignment Agreements (SAA) and corresponding timesheets; prepares and submits substitute paperwork; generates and proofs monthly faculty pay reports and submits for processing; monitors and tracks classified leave requests and balances; communicates and serves as the liaison with Human Resources as necessary for accident reporting and other relative matters.
8. Assists in budget administration; coordinates, prepares, and manages assigned budget, including, but not limited to, unrestricted, restricted, categorical, grant, capital outlay project, and special funds utilizing the District’s Banner Enterprise Resource Planning (ERP) system; prepares and processes budget transfers and augmentations, invoices, independent contracts, reimbursements, class fee refunds, bank card statements, change orders, and requisitions, and ensures that they are completed and coded to the correct budget, account and/or purchase order; receives and deposits monies with the Cashier as needed; reconciles budget for accuracy; resolves budget issues and problems; tracks purchases and deliveries; coordinates, requests, and reviews price quotes and ensures compliance with District standards and requirements; meets fiscal deadlines and completes end of year processes, including balancing accounts and closing open purchase orders; collaborates with management on expenditures to fully expend funds.
9. Works with assigned manager and others, as needed, to develop annual budget; evaluates and prepares financial reports and summaries for annual budget development process; prepares budget augmentation requests; prepares budget status reports as needed.
10. Provides general assistance, information, and answers questions regarding budget processes, guidelines, regulations, and procedures to department budget users and employees; serves as the liaison between District Business Services Department and division/department staff.
11. Collaborates with management and Business Services staff on allocated grants to ensure understanding of contract obligations, establish data collection procedures, and develop grant report schedule; coordinates with stakeholders to monitor completion of objectives throughout grant-life cycle; collaborates with accountants and management to maintain and prepare financial documents, analysis, and grant summaries to meet reporting milestones and audit requirements.
12. Supports the preparation of audit schedules and works with assigned accountant to complete year end closing and audit processes, as needed.
13. Assists with building and adjusting class schedules using historical and current data, including calculating and assigning class hours and session credits; tracks curriculum changes; evaluates data received from academic administrators; enters, edits, tracks, and audits curriculum changes through District’s scheduling software; ensures hours and session credits are assigned accurately and in a timely manner; monitors enrollment data to identify and recommend class additions or cancellations and enters information into database; assists with class cancellations.
14. Facilitates the coordination of schedule production; works with assigned administrator/manager to develop class scheduling timeline and deadlines; communicates requirements and provides technical assistance to deans and faculty; coordinates and monitors faculty loading, reassignments, release time, absences, and office hours; creates, verifies, edits, and distributes faculty loading records; generates and distributes assignment letters; reviews and monitors Faculty Loading Report, Flex hours, and additional collective bargaining agreement obligations.
15. Plans, coordinates, monitors, and evaluates non-credit classes and special programs; assesses and recommends future course development and offerings related to community interest and need; researches potential class opportunities and presents to assigned manager for review and approval; researches, identifies, and recommends class sites or venues; reviews course needs, enrollment numbers, and cost of site rental to determine viability and ease of use for students and instructors; monitors, tracks, and analyzes class enrollment figures; determines class cancellation due to low enrollment; updates program and District databases with correct data and cancellation decision for future reference; reviews previous class offerings; analyzes student and instructor feedback to determine ongoing need based on community interest, potential enrollment, and revenue opportunity.
16. Coordinates classroom utilization between divisions and locations; reserves and releases room schedule for digital publication, website posting, and distribution; researches room charts to determine available class locations; initiates requests to reserve rooms and submits required forms to facilities for approval; arranges campus and off-site facilities and meeting rooms; researches, identifies, and recommends class sites or venues; reviews course needs, enrollment numbers, and cost of site rental to determine viability and ease of use for students and instructors.
17. Assists management with student conduct or grievance issues or concerns; partners with District staff, as well as engaging Community Safety, as needed.
18. Assists with special event planning and coordination related to the area of assignment, including working with outside vendors, contractors, District staff and management, as needed; prepares and submits required event documentation, including contracts and facility use requests; tracks and monitors event budget and expenditures.
19. Provides intra- and inter-related department communications between managers, staff, faculty, and students through the administration of various records and reports.
20. Coordinates, schedules, compiles, tabulates, transcribes confidential student comments, and processes faculty member performance evaluations, as needed.
21. Provides support and assists assigned area with campus closures and emergency procedures, as needed.
22. Coordinates and supports the logistical completion of contract submission to the Board of Trustees.
23. Attends meetings and trainings related to specific area of assignment; provides staff support to committees and other groups, as assigned; attends meetings and take notes or records proceedings; prepares and distributes agendas, background materials, and minutes, as appropriate.
24. Provides general work training, guidance, supervision assistance, and directs activities of students or temporary employees, or District staff.
25. Performs related duties that support the overall objective of the position.

EDUCATION AND EXPERIENCE GUIDELINES

Any combination of education and experience that would likely provide the required qualifications for the position. A typical way to obtain the knowledge and abilities would be:

Education/Training

• Equivalent to the completion of the twelfth grade or General Educational Development (GED) supplemented by college level course work in business administration, accounting, or a related discipline.

Experience

• Three years of increasingly responsible administrative and clerical experience.

QUALIFICATIONS

The following generally describes 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.

Knowledge of:

• Processes, procedures, and practices of accounting, budget preparation, and administrative responsibilities and support, including, but not limited to, procurement, contract processing and completion, business writing and composition, office management, public relations, various types and methods of record keeping, and filing system maintenance.
• Sierra College and operations of the assigned division/department.
• Methods and procedures for planning and scheduling classes and programs.
• Principles, practices, and techniques of communications, marketing, and public outreach.
• Basic Hypertext Markup Language (HTML) coding techniques for updating website templates and landing pages.
• Digital communication tools and social media platforms, including, but not limited to, Facebook, Instagram, Twitter, and OptiSigns.
• Basic emergency preparedness, Incident Command Systems, and response procedures and resources of the District in the assigned area, and state and federal government.
• Referral agencies, services, and departments on and off campus.
• Federal, state, and local laws, codes, and regulations, including applicable sections of the State Education Code, collective bargaining agreements, and Family Educational Rights and Privacy Act (FERPA).
• Basic research methods and techniques.
• Moderate to complex mathematical concepts.
• English usage, grammar, spelling, punctuation, and vocabulary, including proofreading, copy writing, editing, and formatting techniques.

Ability to:

• Plan, develop, schedule, coordinate, and monitor classes, schedules, and programs.
• Exercise sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.
• Provide specialized assistance, training, and information to students, District staff, and the public concerning assigned program area, functions, and resources.
• Analyze and resolve confidential, difficult, and sensitive situations.
• Write, edit, and prepare written marketing materials and social media posts for assigned area, as needed.
• Occasionally work outside of regular business hours in emergency situations to assist with communications and planning as needed.
• Use sound judgment in recognizing scope of authority.
• Plan and coordinate logistical arrangements for special events, activities, and meetings.
• Plan and organize work to meet schedules and changing deadlines with frequent interruptions.
• Implement and maintain filing systems.
• Utilize office procedures, methods, and equipment, including computers, technology, and applicable software applications sufficiently to perform the duties of the classification, including the District’s Banner Enterprise Resource Planning (ERP) system and course schedule software.
• Maintain confidentiality of information.
• Monitor and maintain budgets and supporting documentation, including income and expenditures, and make difficult arithmetic and statistical calculations.
• Follow oral and written directions.
• Communicate clearly and concisely, both orally and in writing.
• Research, compile, analyze, interpret, and disseminate data.
• Compile information and prepare business correspondence and reports.
• Take and transcribe recollections and notes from meetings.
• Provide general work training, guidance, supervision assistance, and direct activities of students, temporary employees, or District staff.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Work independently and collaboratively.
• Apply District policies and procedures.

PHYSICAL DEMANDS AND WORKING 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.

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 walk, stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; 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.

WHY SIERRA?

• One of Aspen Institute’s Top150 Community Colleges in the nation
• The Accrediting Commission recognized Sierra “for its exemplary practice of providing personnel with opportunities for continued professional development in order to meet its mission.” This includes providing students and employees with a robust set of programs, events, and conferences related to equity-mindedness and supporting the success of our students, etc.
• Public Employee’s Retirement System (PERS)
• 18 paid holidays (including extended time off during the winter break)
• 12 accrued paid vacation days per year (vacation accrual increases over time)
• Competitive benefits package
• Flexible work schedules may be available
• Currently during summers, some employee groups participate in 4x10 schedules
• Qualifying Employer for Public Service Loan Forgiveness (in most cases)

Sierra College is a Community College located near Sacramento, California where a heavy emphasis is placed on academic excellence and student success. Since its founding in 1936, Sierra College has focused on quality instruction and meeting the evolving needs of the students and communities that it serves. The Sierra Community College District covers more than 3,200 square miles and serves the Northern California foothill counties of Placer and Nevada, as well as parts of El Dorado and Sacramento. We serve over 21,000 students throughout the region in both on-ground and online courses, including students at our main Rocklin Campus as well as at two centers located in Grass Valley and Tahoe/Truckee. Our District prides itself on academic excellence.

We are an equal employment opportunity employer committed to nondiscrimination and the achievement of diversity and equity among its faculty, staff, and students.

Persons with inquiries about the application of Title IX and/or EEO may contact the Director of Diversity, EEO & Title IX (Title IX Coordinator) at the address below, at [phone] or via email at [e-mail].

Persons with questions regarding reasonable accommodation of physical and other disabilities should contact the Sierra College Human Resources Department at [phone].

Terms and conditions of employment and other employment information are specified in the applicable collective bargaining agreements on file in the District Human Resources Department. Position description of record on file in the Human Resources Department. Other terms and conditions of employment are specified in the applicable collective bargaining agreements on file in the District Human Resources Department. Position description of record on file in the Human Resources Department. Employment Terms: Other terms and conditions of employment are specified in the applicable collective bargaining agreements on file in the District Human Resources Department. Position description of record on file in the Human Resources Department. Sierra Community College District currently operates campuses in Rocklin, Truckee and Grass Valley. In its management of a multi-campus environment, the District reserves right of assignment including the right to change assignment locations and shift assignments based on District need. Although this position may currently reside at the Rocklin campus, the assignment location may be subject to change as needed. Additionally, the district reserves the right to cancel, revise or re-announce this position as well as any and all positions at any time.

EEO/Title IX EMPLOYER

Sierra College is an equal employment opportunity employer committed to nondiscrimination and the achievement of diversity and equity among its faculty, staff, and students.

We also maintain the job ID and title throughout our communications. The job is currently open and waiting for applications.