Administrative Assistant To The Dean / Associate Vice President (Flex)

MiraCosta College

One regular, full-time position, 40 hours per week, 12 months per year on the Oceanside Campus. The normal work schedule will be Monday through Friday, 8:00 am 4:30 pm. Remote work for up to two days may be available after the successful completion of the six-month probationary period at the discretion of the supervisor and depending on department needs. Mondays are expected to be on-campus days. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

The first-level interviews with the screening and interview committee will be conducted via Zoom. The second-level interviews may be in-person or via Zoom.

Salary: Starting at $79,322 per year (range 24, step 1), with annual salary step increases up to step 5.

Benefits: MiraCosta College offers an array of benefits to eligible employees.

The district pays 100% of the cost of medical, dental and vision insurance for eligible employees and dependents

$100,000 life insurance policy

Up to $250 of benefit credits per month to help pay for a variety of voluntary benefit options, such as supplemental life insurance, disability coverage, and health care/dependent care flexible spending account (FSA)

Vacation, sick leave, and up to 18 paid holidays

State pension system retirement benefits (CalPERS)

Free and confidential employee assistance program

Wellness Program

Participation in the District's Early Retirement Program

Professional Development Opportunities

Tuition fee reimbursement

Position Term in Months: 12

Application Procedure: In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by 11:59 PM on the closing date:

1. Application on which you list all relevant experience.

2. A current resume or curriculum vitae summarizing your educational background and experience.

3. A cover letter addressed to the "Screening and Interview Committee" specifically describing how your experience aligns with the Essential Duties, Other Duties, and Desirable Qualifications.

4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated in this job posting.

The screening and interview committee will review application materials for up to three to four weeks following the closing/first screening date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; 4) fingerprint clearance; and 5) approval by the Board of Trustees.

Retired STRS members are not eligible for this position.

Basic Function: Under general supervision, perform difficult, responsible and confidential administrative and operational support duties for an assigned AVP or dean including faculty support; assist the dean/AVP with projects and maintain records and draft reports; track program processes and information; and perform complex budget analysis and grant administration duties.

Distinguishing Characteristics:

Essential Duties & Responsibilities:

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. Provide administrative, logistical and technical support to an assigned dean/AVP; using standard office software, compose and/or type memoranda, correspondence, reports, department schedules, instructional materials, spreadsheets, forms and other documents; screen meeting requests and maintain the dean/AVP's calendar; draft, proofread and/or edit a variety of materials; ensure materials, reports and documents for signature are accurate and complete; take, transcribe and distribute meeting minutes.

2. Act as liaison in coordinating matters between the AVP or dean and the Vice President's office, other administrators, faculty, staff and representatives of outside agencies; respond to requests for information and direction on behalf of the assigned dean/AVP; follow up on various assignments to ensure that needed action is taken; perform routine to difficult public relations duties over the phone and in person; respond independently to correspondence and email inquiries regarding a variety of department matters; relieve the dean/AVP of a variety of administrative details including tracking submission of office hours forms, syllabi, late-add petitions and scheduling rooms and class finals; coordinate travel requests and logistics including making reservations and processing reimbursements.

3. Monitor budget expenditures for grants and fixed, departmental and holding accounts; track and process expenditures, encumbrances, reimbursements, stipends and payments; create budget expenditure forecasts; determine grant expense eligibility; track multiple funding sources; run aggregated budget reports through spreadsheets and financial systems and calculate budgets for all departments and programs under the assigned dean/AVP; research and correct discrepancies; process budgetary adjustments and transfers when warranted.

4. Coordinate personnel processes including full-time and associate faculty onboarding and Employee Change Requests; collect and audit documentation supporting staff time logs and ensure conformance to work-hour restrictions; compute and categorize pay according to departmental/program billing accounts; ensure accurate usage of funding codes and calculates departmental/program billing; prepare timecards; provide confidential and efficient recordkeeping; assist the Payroll department with resolution of payroll issues.

5. Create, develop, maintain and update specialized and custom forms, databases, logs, files, records and reports to support technical work processes in areas of responsibility; design, develop and maintain spreadsheets and databases requiring data interpretation and manipulation; track and maintain federal, state, grantor and district required data and student outcomes and prepare for submission or reporting.

6. Make meeting arrangements; assist with the development and coordination of departmental special events; assist with setup and cleanup for various meetings and events; contact vendors for food orders, materials, supplies and audio visual equipment; handle other meeting and event logistics including soliciting volunteers and coordinating student workers.

7. Coordinate equipment replacement process; coordinate with multiple departments to spend allocated funds; submit purchasing requisitions; monitor and track purchases and budget; determine grant eligibility.

8. Other duties as assigned. (Perform the Academic Division Assistant duties during summer months as well as provide assistance throughout the academic year.)

As assigned to the Academic Senate:

9. Reports to the Vice President of Instructional Services. Provide administrative support to the Academic Senate President, Professional Development Program Coordinator, Sabbatical Leave Committee Chair and Salary Advancement Committee Chair; keep the minutes and the records of the Academic Senate and associated committees in accordance with the Brown Act; maintain, update and distribute a variety of handbooks, forms and web pages.

As assigned to a Learning Center:

10. Provides administrative and logistical support to the assigned Learning Center. Contributes to and implements daily and longer-term operational plans for the assigned Learning Center including high levels of interaction with students and hourly staff.

Other Duties:

1. Provide backup to other department staff as needed.

2. Contact police or custodial staff as needed.

3. Provide lead-level work direction to other clerical staff and student workers as assigned.

4. Order supplies and equipment.

5. May act as recording secretary for committees including posting agendas and minutes.

6. Update and maintain department specific website and social media accounts.

7. Perform related duties as assigned.

Knowledge Of:

1. Advanced principles, practices, concepts and techniques used in customer service, public relations and community outreach.

2. Office administration and management practices and procedures.

3. The district's student recordkeeping and general accounting systems, practices and procedures for processing student information and interpreting input and output data.

4. District practices and procedures for budgeting, purchasing and maintaining public records.

5. Payroll procedures and operations.

6. Bookkeeping and elementary accounting practices and procedures.

7. Provisions of the Brown Act.

8. Operations, services and activities of a community college district.

9. Common student needs, issues and concerns applicable to area of assignment.

10. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.