Administrative Assistant III, Academic Affairs, Petaluma at Santa Rosa Junior College (2024)

Bridget Hodenfield
707-527-4954

Job Description / Essential Elements: Print

Administrative Assistant III, Academic Affairs, Petaluma
Santa Rosa Junior College
Salary: $5,673.00 - $6,900.00 Monthly
Job Type: Classified
Job Number: 21-01407
Location: Petaluma, CA
Department: Petaluma Campus
Closing: 8/26/2024 11:59 PM Pacific
Description
FILING DEADLINE: August 26, 2024Please note: Only completed applications from applicants that meet minimum qualifications for this position will be forwarded to the search committee. Materials and applications will not be accepted after the filing deadline. It is the applicant's responsibility to be sure that ALL required materials, noted under application procedures section of this job announcement are submitted by the filling deadline in order to be given consideration. Please contact the Human Resources staff assigned to this recruitment (see the more about SRJC section of the job announcement) if any questions.
COMPENSATION AND BENEFITS:
• Salary Range: $5,673.00 -$6,900.00 per month (23/24 Classified Salary Schedule); maximum initial placement at mid-range, which is $6,260.00 per month (placement within this range is based on assessment of previous experience as documented in application materials).• Fringe Benefits: The District offers a competitive health & benefits package for employees and eligible dependents. You can learn more on our https://hr.santarosa.edu/benefits.• Leave/Holiday time: Full-time classified Unit members earn 8 hours of sick leave and start off accruing hours of vacation for each month worked (accrual rate increases after first year of employment and rates are pro-rated for part-time employees). Employees are also compensated for holidays recognized by the District (18 holidays/year, pro-rated for part-time employees).
JOB DESCRIPTION:Under general supervision, perform administrative duties requiring initiative, independence, and confidentiality in more than one of the areas of office management, fiscal management, customer relations or other specialized services; may serve as the lead worker for other classified staff within the department(s) or area(s); supervise and organize the work of student employees and short term, non-continuing personnel; and perform related work as required.
This is a regular, full-time (1.0 FTE), 12-months per year, classified position. The tentative work schedule will be Monday through Friday from 7:30am - 4:30pm. This position is contingent upon funding and Board approval.
SCOPE:The Administrative Assistant III classification coordinates campus, departmental or area administrative tasks of a highly complex nature; provides administrative and clerical support to assigned supervisor(s); initiates and recommends changes in procedures as required; provides technical assistance to others; and coordinates complex projects. Typically, this classification will support a relatively large and complex area(s)/department(s).
DISTINGUISHING CHARACTERISTICS:The Administrative Assistant III is distinguished from the Administrative Assistant II in performing administrative/clerical support duties for a large complex area/department or multiple programs or departments. This classification substantially contributes to the budget development process and may monitor several budgets. Also, employees may be responsible for the coordination of a large office and are expected to have advanced knowledge of District policies, procedures and programs. They are expected to be able to resolve complex problems and make independent decisions. The technology skills expected in this classification include advanced abilities in standard software applications and may require incumbents to learn or possess the ability to design an area web site. This classification is expected to have a District perspective.
ABOUT SRJC:Santa Rosa Junior College has been an integral part of the Sonoma County community and its rich history, beauty and culture for more than 100 years.
SRJC is a public two-year community college, which serves the County of Sonoma and portions of Marin and Mendocino counties. The District has two campuses, located in Santa Rosa and Petaluma, California, two centers, a Public Safety Training Center located in Windsor, California, and the Robert Shone Agricultural Center located in Forestville, California, and our newest site in the Roseland area of the City of Santa Rosa. Students may choose from over 100 associate degree majors and certificate programs, complete courses toward the first two years of a bachelor's degree program, or pursue courses for other professional or personal reasons.
SRJC serves approximately 22,000 students each semester and is committed to inclusion, diversity, equity, anti-racism, and accessibility. The ideal candidate will share SRJC's commitment to be an inclusive, diverse and sustainable learning community that engages the whole person.Please see the following Online Resources to learn more about SRJC:
• https://president.santarosa.edu/• https://student-services.santarosa.edu/• https://accreditation.santarosa.edu/• https://fact-book.santarosa.edu/public
Essential Functions
KEY DUTIES AND RESPONSIBILITIES:Examples of key duties are interpreted as being descriptive and not restrictive in nature. Incumbents routinely perform approximately 80% of the duties below.
• Assists students, staff and the public and refers to appropriate area/department if needed.• Coordinates complex administrative tasks within assigned department or area; initiates changes in procedures and trains others.• Interprets and explains District policies and procedures.• Composes and keyboards reports, correspondence, memos, forms, agendas, faculty evaluations, meeting minutes, directories, and tables; proofreads documents for accuracy, completeness, and conformity to established formats; creates complex original draft correspondence; designs and creates brochures, forms, flyers and other marketing and information materials.• Trains faculty in preparation of curriculum outlines; coordinates submission of curriculum documents according to Title V and District guidelines.• Coordinates activities for a variety of programs, meetings, conferences and District-wide events or projects; attends meetings, takes notes and prepares minutes.• Compiles, maintains and assists in developing budgets; maintains detailed spreadsheets and databases of department(s') or area(s') expenditures; monitors multiple program/activity budgets; prepares purchase requisitions and budget transfers electronically; provides budget assistance, such as account coding information, to faculty and staff.• Develops and maintains complex spreadsheets and databases.• Maintains various statistical records for department(s) or area(s); maintains complex general and confidential files.• Designs, develops, modifies and updates a website; coordinates with appropriate areas/departments to implement a web site.• Initiates and tracks faculty schedule changes; troubleshoots and resolves scheduling problems; monitors enrollments and faculty loads.• Provides specialized administrative support for assigned area(s)/department(s).• Works closely with students, staff, faculty and the public to implement goals and objectives of assigned department(s) or areas; resolves conflicts and ensures efficient operation of department or area assigned.• May supervise and organize the work of student employees and short-term, non-continuing employees.• May serve as lead worker to other classified staff in the area.EMPLOYMENT STANDARDSABILITY TO:Perform difficult, complex and specialized administrative work with accuracy and speed; type or keyboard with accuracy and efficiency from clear copy or handwritten notes; take and transcribe minutes/memos with speed and accuracy; analyze situations accurately and take appropriate action; identify problems and recommend solutions; compose correspondence and accurate reports with minimum guidance and direction; communicate effectively in English; follow and give oral and written directions; perform mathematical calculations with accuracy; develop and maintain statistical records; work independently with a minimum of supervision; interpret, apply and initiate District policies and procedures; maintain cooperative working relationships; interact with the public in a helpful, courteous and friendly manner; demonstrate sensitivity to, and respect for, a diverse population.
Preferred: Type or keyboard at a minimum of 60 words per minute.
KNOWLEDGE OF:Modern office methods and practices including filing, proofreading, formatting, report writing, advanced bookkeeping and fiscal management; proper English usage, spelling, vocabulary, and grammar; current office equipment, technology and standard computer software such as Microsoft Excel, Outlook, PowerPoint, Word, Adobe InDesign and Dreamweaver and internet navigation and web site maintenance programs; tasks associated with planning of programs, events and projects; proper reception and telephone etiquette.
Minimum Qualifications
Candidates/incumbents must meet the minimum qualifications as detailed below, or file for equivalency. Equivalency decisions are made on the basis of a combination of education and experience that would likely provide the required knowledge and abilities. If requesting consideration on the basis of equivalency, an Equivalency Application is required at the time of interest in a position (equivalency decisions are made by Human Resources, in coordination with the department where the vacancy exists, if needed.)
Education:Associate's degree.
Preferred: Completion of an administrative assistant certificate (or equivalent coursework).
Experience:A minimum of three years of increasingly responsible administrative support, or office management experience.
Application Procedures
In order to be considered for this position, applicants must provide the following:
• A completed Santa Rosa Junior College/GovernmentJobs.com Employment Application and responses to Agency-wide Questions. Please note resumes are not a substitute for completing the "Work Experience" section of the employment application. Applications will be considered incomplete if no work experience is listed, or if other required application fields are missing or incomplete.• Contact information (phone number and email address) for three professional references. One reference must be from a current or previous supervisor.• A brief cover letter explaining your interest in the position, including how you meet the minimum and preferred requirements and are qualified to perform the essential functions as listed in this section of the job posting.• Current Resume.• Copies of transcripts of all college-level coursework. Transcripts must state that the Degree(s) has been conferred or awarded. A copy of a diploma may be submitted in addition to the transcripts. If selected for the position, official transcripts must be submitted prior to employment. Unofficial copies (all pages) will be accepted if the unofficial document includes a seal, watermark, or other proof that the document was provided by an educational institution.• If you do not possess minimum qualifications as noted under the Minimum Qualifications Section of the job posting, you must complete and attach the https://hr.santarosa.edu/sites/hr.santarosa.edu/files/ClassEquivAppfinal.pdf https://get.adobe.com/reader/ and supporting documents, including narrative synopsis, to your employment application in order to be considered.PLEASE SUBMIT ONLY MATERIALS REQUESTED.Following the filing deadline, applications which are complete for screening will be reviewed by a screening committee. Approximately 2-4 weeks after the filing deadline, Human Resources will notify you whether or not you have been selected for an interview. Those applicants most suitably qualified for the position will be invited to interview with a Screening Committee.If you are in need of special services or facilities due to a disability in order to apply or interview for this opening, please contact the Human Resources Department.
MORE ABOUT SRJC HUMAN RESOURCESBUSSMAN HALL ANNEXMAILING ADDRESS: 1501 Mendocino Avenue, Santa Rosa, CA 95401PHONE: (707) 527-4954EMAIL: Please contact Megan Napoli at mailto:mnapoli@santarosa.eduThe office is located in the Bussman Building on the Santa Rosa campus. All documents included in your online employment application become the property of the District. Your employment application for this opening will not automatically be considered for future openings. New employment application(s) must be submitted for each opening.
CONDITIONS OF EMPLOYMENT (Prior to beginning employment):
• In accordance with Federal Law, all employees must provide proof of eligibility to work in the United States.• Successful candidates will be extended a conditional job offer and will be required to undergo background screening prior to their first day of employment. Candidates must be fingerprinted in California and have background clearance (at applicant's expense).• Must be willing to work on-site as determined by the department (the Sonoma County Junior College District does not offer ‘remote only' assignments).• Must take a Tuberculosis (TB) test (once hired and every four years thereafter).• Within 6 months of employment, must complete required District trainings such as Title IX, Mandated Reporter. Campus Security Policy and Campus Crime Statistics Act (Jeanne Clery Disclosure)Sonoma County Junior College District's annual security report includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by Sonoma County Junior College District; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. https://police.santarosa.edu/. Paper copies of the full report are available upon request by contacting Police Department Records at (707) 527-4963 or by visiting the Sonoma County Junior College District Police Department located at 2032 Armory Drive, Pedroncelli Center, Santa Rosa Campus.
Non-DiscriminationThe Sonoma County Junior College District does not discriminate on the basis of race, religious creed, color, national origin, ancestry, ethnic group identification, physical disability, mental disability, medical condition, genetic condition, marital status, sex, gender, gender identity, gender expression, genetic information or sexual orientation in any of its policies, procedures or practices; nor does the District discriminate against any employees or applicants for employment on the basis of their age. This non- discrimination policy covers admission, access and treatment in District programs and activities-- including but not limited to academic admissions, financial aid, educational services and athletics--and application for District employment.https://strategic-planning.santarosa.edu/https://strategic-planning.santarosa.edu/
VISION: Santa Rosa Junior College commits to setting the standard in cultivating an accessible, open, barrier-free, sustainable environment for students, employees, and the community. The college envisions equitable, impactful, transformative, enriching, and holistic learning opportunities that inspire our students to thrive.
MISSION: Santa Rosa Junior College transforms the lives of our culturally rich student body, employees, and community by cultivating a welcoming and antiracist environment, centered on social responsibility and cultural awareness. We offer exceptional teaching and learning in support of associate degree, certificate, transfer preparation, workforce preparation and community education programs, integrated with comprehensive student support services.
Equal Employment OpportunitySRJC attracts and retains the most qualified faculty and staff from diverse backgrounds. This is achieved through an inclusive recruitment strategy and a rigorous, thorough hiring process that begins with the fair and consistent evaluation of each application for minimum qualifications and demonstrated skills specific to each position/assignment. Because the ability to serve students from broad cultural heritages, socioeconomic backgrounds and genders is a key commitment of the District mission, SRJC actively encourages applications from candidates who recognize the value that diversity brings to a professional educational community.
The Sonoma County Junior College District is an Equal Opportunity Employer.
To apply, please visit https://apptrkr.com/5494030
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