Administrative Assistant Iii (Employment Center)

Description

Two weeks prior to the deadline to submit applications, the diversity of current applicants will be assessed. Upon review, if the pool does not include sufficient diversity at that time, the application window may be extended.
The Santa Clarita Community College District/College of the Canyons is seeking a full-time Administrative Assistant III (Employment Center) in the Employment Center.
Salary Placement:
Salary placement will be on Range 30 of Classified Salary Schedule B. Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($5,767.00 / $6,115.00 / $6,453.00 per month) of this 20-step salary range.
Probationary period for new Classified Confidential employees is six months. Work year is 12 calendar months. The normal workweek for this position is 40 hours. Paid holiday, discretionary, and sick time are provided. Ten vacation days accrue during the first year of employment. A regular work schedule will be assigned, with the ability to occasionally work a flexible schedule as needed with supervisor approval.
Overall Responsibilities:
Under direction of the Dean, Career Education, Integrative Learning and the Employment Center, the Administrative Assistant III performs a wide variety of complex, detailed, and responsible administrative and clerical functions and supports multiple units including job development, internships and apprenticeships/pre-apprenticeships under the direction of the Dean. This person also develops, recommends, coordinates and implements techniques and practices to improve the operation of the office with a special emphasis of scheduling, budget administrative support, event marketing and reporting practices in collaboration with the Employment Center and Internship Coordinators. Performs other related duties as assigned.

Example of Duties

Essential Job Duties:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

1. Provides secretarial support and serves as Administrative Assistant to the Dean, Career Education, Integrative learning and the Employment Center and other Employment Center department staff including Internships and Apprenticeships/pre-Apprenticeships as directed by the Dean.
2. Provides coordination for the administrative operation of the Employment Center office with the Employment Center and Internship Coordinators for the day-to-day activities and workflow to assure efficient and effective program operations.
3. Composes correspondence independently or in accordance with general instructions concerning a wide range of subjects requiring a thorough knowledge of Employment Center policies, regulations and operational procedures.
4. Prepares routine and complex reports and college forms and responds to requests as directed.
5. Performs routine office tasks such as greeting visitors, answering phones, scheduling appointments, arranging meetings, maintaining the office calendar, distributing mail, tracking and ordering office inventory, assisting in the processing of purchases, and maintaining files and records.
6. Assists in the support of local, state and federal grants; researches and compiles data for the various grants, assists in report preparation and in the maintenance of grant budgets.
7. Assists in development, design, and maintenance of databases for Employment Center to include approving and following up with employers regarding jobs and internships postings on Jobspeaker in collaboration with the Director, Employer Engagement.
8. Assists in the maintenance of program budgets, including purchasing, utilizing the District’s online software processes. Assists the Dean in monitoring the Employment Center’s fund balances including the control of expenditures of funds. Prepares and monitors purchase requisitions and professional services agreements. Works with Business and Fiscal Services, ASG and the Foundation offices to ensure the processing of contracts, purchase orders, and other accounting related documents.
9. Designs brochures, fliers, electronic presentations, and informational promotional material for department events and activities.
10. Supports the Dean with the processing of contracts in relation to hiring of workshop speakers and other services as required.
11. Provides assistance with outreach to new students and completer students regarding Employment Center services/support available via email and phone. This includes but is not limited to Welcome Week, Discovery Day, Cougar Fest, tabling, and other student-based events.
12. Submits and coordinates work orders with Facilities and IT including phone or computer orders.
13. Reviews, screens, and disseminates incoming correspondence, email and communications for the Employment Center office including Internships. Responds to inquiries from office visitors and /or telephone callers and Zoom Drop Ins. Refers specific communications or correspondence to staff members for the gathering of data or for a response. Pick up and distribute mail.
14. Plans follow-up activities to ensure timelines are met. Maintains various logs of the office’s deadlines and completion dates.
15. Prepares and inputs data using specialized software for a computerized record management, storage, and retrieval system. (Canyons Connects, Informer, Datatel, Jobspeaker, Microsoft Office, On-Base, Campus Share drive, LinkedIn)
16. Assists the Dean in updating of Employment Center SOP manual.
17. Serves as the first point of contact in the Front Desk Lobby via phone/Zoom/email and in person. Manages both Job Developer and Internship services via phone, email and in-person. Assists in the processing of Work Experience (WE) course paper work for enrollment as needed. Responds to or refers to other departments and personnel as required.
18. Assists in the planning and executing of events associated with the Employment Center, including but not limited to, Resume Rallies, Job Fairs, workshops, campus wide student-centered events. Events can be on-line or in person.
19. Gathers, organizes, compiles and distributes the weekly emails for Internships, Job Alerts and Weekly Wednesday. Posts events in Jobspeaker as directed.
20. Assists Employment Center and Internship Coordinators with the scheduling and logistics of requested Employment Center workshops.
21. Prepares routine and complex reports from Datatel, Informer, On-Base, Jobspeaker and Excel.
22. Serves as interference from distraction to the Job Developers and Internship staff by fielding phone calls, sending out appointment reminders via phone and email.
23. Assists Employment Center and Internship Coordinators by providing oversight and training of department’s College Assistants including the scheduling of college assistants in Canyons Connects.
24. Maintains the front lobby and signage.
25. Hosts Employment Center Zoom drop in.
26. Performs other related duties as assigned.

Qualifications and Minimum Requirements

Minimum Requirements:
Experience:
Three (3) years of full-time equivalent experience as an Administrative Assistant, executive assistant, office manager, office coordinator, or in a related position providing high level administrative support to a department or similar work involving programs or activities to assist the public. Proficient knowledge of business office organization, financial record keeping and Microsoft Office Suite applications – Excel, Outlook, PowerPoint, and Word is required.
Education:
Education equivalent to an Associate’s degree (60 semester units) from an accredited college or university is required. Two (2) years of direct experience in addition to that identified above may be substituted for each one year (30 semester units) of college.


Desirable Qualifications:

Bachelor’s degree or higher.

Working knowledge of MS Access.

Previous experience working as an Administrative Assistant in an education setting.

Previous experience working as an Administrative Assistant in a Human Resources Office/Employment Agency.

Previous experience working with and administering grants.

Previous experience working with and administering contracts.

Previous experience working with an administrative database.

Demonstrated Abilities:
Position requires ability to:

Apply knowledge of modern office practices and equipment including record management and filing systems, receptionist and telephone techniques, correspondence and report writing.

Work effectively and demonstrate currency of knowledge with computers and other forms of advanced technology utilized in providing high quality services.

Type with speed and accuracy using word processing, spreadsheet, database, e-mail, scheduling, and other business-related software.

Compute arithmetical calculations with speed and accuracy.

Communicate effectively, verbally and in writing, exhibiting working knowledge of English usage, grammar, punctuation and spelling, and consistently proofreading work.

Take and transcribe notes with speed and accuracy.

Apply knowledge of basic methods and techniques of organization and planning.

Work independently assuming responsibility and taking initiative to conduct routine functions and operations of the office.

Organize and prioritize work in anticipation of needs and deadlines; handle diverse tasks quickly and accurately; work independently; learn routine operational processes/responsibilities of the office and be able to perform them with accuracy.

Work effectively in an environment with many interruptions; exercise a sense of humor; use interpersonal skills with tact, patience, courtesy and diplomacy; be flexible.

Learn and interpret policies, rules, regulations and operational procedures including the ability to apply current State and Federal regulations pertaining to the position.

Follow District policies and procedures and use discretion in dealing with college information, maintaining confidentiality when dealing with sensitive and privileged material and information.

Work cooperatively and in unison with the entire Employment Center team including faculty, staff and students, as well as with other departmental staff and college personnel.

Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students, staff and community.

Physical Characteristics:
Position requires sitting and viewing a computer monitor for extended periods of time; dexterity of hands and fingers to operate a typewriter and computer keyboard; reaching, bending, and stooping; frequently exert 10 to 20 pounds of force to lift, carry, push, pull or otherwise move objects; hearing and speaking to communicate and provide information to others; vision to read printed material and computer monitor.Further Details

District Classified Employee Benefits:

Full-time employees are provided with a diversified program that includes medical, dental and vision insurance including dependent coverage, disability and life insurance as well as Section 125 options. These benefits commence on the first of the month following date of hire. Professional development opportunities are provided to all employees. Educational incentive is available to eligible Classified Represented and Confidential employees.
RETIREMENT: Classified employees contribute to the Public Employees' Retirement System (PERS), a defined benefit retirement plan through the State of California.
Conditions of Employment:
Successful completion of background fingerprint clearance, pre-employment physical examination (disabilities not related to the physical job will not affect the application process) and TB screening.
Proof of eligibility to work in the United States and signing of loyalty oath per government codes 3100-3109.
Meeting applicable eligibility requirements under CalPERS or CalSTRS if you are a current or former member.
Board of Trustees approval.
Official, sealed transcripts are required upon offer of employment.
Equal Employment Opportunity:
Santa Clarita Community College District is an Equal Opportunity Employer.
The Santa Clarita Community College District is committed to employing qualified employees who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity and provide consideration for all qualified candidates. The District does not unlawfully discriminate in providing educational or employment opportunities to any person on the basis of race, color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, and any other status protected by state or federal law or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.
Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Human Resources office directly at (661) 362-3427.
APPLICATION AND SELECTION PROCESS:
Applicants are encouraged to complete their applications online. Please visit our website at http://www.canyons.edu/administration/humanresources. If you require assistance, please call the Human Resources office at (661)362-3427 or for the hearing-impaired TTY/TDD Line at (661)362-5178. Applicants may check the status of their application online and may expect to be notified within approximately 4 - 5 weeks following the Review Date as to the status of their application.
All application materials must be uploaded online or received in the Human Resources office by the end of the day on the Review Date in order to assure consideration for this position. Postmark is not acceptable for this purpose. Separate application materials must be submitted for each position applied for. Materials submitted become property of the District and will not be returned, copied, or considered for other openings. The Human Resources office is located in the University Center, Suite #360 at 26455 Rockwell Canyon Road, Santa Clarita, CA, 91355.

Your application is not complete until the following required materials have been uploaded online or received by the Human Resources office:

• Online District CLASSIFIED Application.
• Detailed resume, which includes month/year dates of employment and descriptions of responsibilities at each employer.
• Letter of interest (cover letter). In your letter, please address your qualifications and experience as they pertain to the job duties and the abilities section of this announcement.
• Copies of complete and legible college transcripts clearly indicating all college units earned and any degree awarded. You can submit unofficial copies of transcripts for application purposes. Copies of diplomas are not acceptable in lieu of college transcripts. Official, sealed transcripts are required upon offer of employment. Please see our website for the requirements for evaluation of transcripts from foreign colleges or universities.
• Confidential Recruitment Source Information (voluntary survey). This is voluntary and is a part of the online applicant profile, separate from the application.
• Supplemental Questionnaire. Please answer the following questions as part of your application packet.

1. Do you possess the equivalent to an Associate’s degree (60 verifiable semester units) or higher from an accredited college or university? If yes, please provide a legible copy of your college/university transcript(s) in your online application packet. Copies of diplomas are not acceptable in lieu of college transcripts. If not, and you are using additional years of relevant work experience in lieu of semester units, please clearly indicate how you meet the minimum educational requirement through this additional work experience.
2. Please describe your experience providing administrative, secretarial, or clerical support. Please provide your total years of full-time equivalent experience in this field. Include employer name(s), position title(s), dates of employment, full-time or part-time status (including number of hours per week), your roles and responsibilities. Please provide your total years of full-time equivalent experience in this field.
3. Please describe your experience working with an administrative database (such as Banner, Colleague, Datatel, or PeopleSoft) or a proprietary system.
4. Describe your proficiency with computer applications and software, such as the Microsoft Office suite, graphic design programs, updating websites and creating social media content in a professional/workplace environment.
5. Please describe your customer service experience, and the roles you have played in serving the public.
6. How has your background and experiences prepared you to be effective in an environment that values diversity?
7. Why do you want to work in this position at College of the Canyons?

• Letters of reference are optional.

Please note:

• Skills evaluation of candidates for interview may be required.
• Travel and relocation expenses are the responsibility of the applicant.
• Hiring committees review all complete, qualified application packets. Possession of the minimum qualifications does not guarantee an interview.
• “Experience” generally refers to relevant paid experience. In some instances, unpaid experience may be counted as experience towards meeting the minimum qualifications or requirements for the position only if it entailed responsibilities substantially similar to those of relevant paid positions in the field. It is the applicant’s responsibility to provide sufficient information and details to the Human Resources office at the time of submission of their application packet. Details should include the organization, contact name and contact information, start and end dates, hours per week, and a list of relevant unpaid/volunteer duties or responsibilities performed. Not all unpaid experience may qualify. Upon offer of employment, an applicant will be required to obtain written verification(s) of any relevant unpaid/volunteer experience.
• Current COC employees who are applying for this position: Please be aware that materials from your personnel file are not included as part of the application file; therefore, please provide the same requested application materials as any other applicant.
• Please be aware that, should you be considered as a finalist for this position, reference checks will include current supervisor(s).
• Applicants are encouraged to apply online. If you need assistance with the application process, contact:

Human Resources Office(661) 362-3427TTY/TDD (661) 362-5178 or visit our website atwww.canyons.edu/administration/humanresources
It is the applicant’s responsibility to ensure that all application materials are fully and correctly submitted. All materials submitted are for this position only and become the property of the District. Materials will not be returned, copied or considered for other openings. Resumes may not be submitted in lieu of the official application form.
The College is expecting to conduct initial interviews between the weeks of June 10, 2024, and June 17, 2024, and conduct final interviews between the weeks of June 17, 2024, and June 24, 2024. This is an estimated timeline and is subject to change.
** Interviews may be conducted in-person or remotely via Zoom.

** This is an on-campus position. **

Positions are offered contingent on funding. We reserve the right to withdraw, extend the filing date, reopen, or delay filling this position. Recruitment may continue until the position is filled. This recruitment may be used for future vacancies.

This recruitment may be used for future vacancies, including positions on either the Valencia or the Canyon Country Campus.