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Administrative Assistant III

Job Description

Position Title

Administrative Assistant III

Special Instructions to Applicants

About the College:
Los Medanos College (LMC) serves about 10,000 students who pursue transfer preparation, career education, and skill building. Located in East Contra Costa County, Los Medanos College is the only higher education institution in one of the fastest and continually growing regions of the East Bay. Serving a highly diverse student population at multiple locations including the Pittsburg campus, Brentwood Center, and through a robust online learning environment, LMC provides our community with equitable access to educational opportunities and support services that empower students to achieve their academic and career goals in a diverse and inclusive learning environment. As a proud Hispanic Serving Institution (HSI) dedicated to equitable success for all students we seek talented individuals to join our community who operate with a growth mindset, are highly student centered, and who demonstrate a deep commitment to academic excellence, equity, and inclusion among students, staff, and faculty.

About the Position:
This Administrative Assistant III position provides direct support to the Dean of Student Success and indirect support to the departments and programs that are under the Dean’s purview. The Dean of Student Success provides leadership for a number of the college’s Student Services departments and programs including, but not limited to: Learning Communities (Honors Program, Puente Program, Transfer Academy, and Umoja Scholars Program), Outreach & Welcome Services, Student Life, and Transfer & Career Services. The office is also responsible for the primary administration of the Student Conduct process, planning the annual college Graduation (Commencement) Ceremony, and processing of the Dean’s List.

Key aspects of this position include scheduling, budget tracking and expense processing, meeting agenda and minutes preparation, office communications, event planning support, responding to inquiries to inform students, staff, and faculty of policies or to provide appropriate referrals, and cultivating a welcoming, supportive, and culturally responsive environment for the office. Significant areas of focus include administrative support of the Student Conduct process and event planning support for the Graduation Ceremony event.


NOTE: New employees will be placed at the first step which is $62,268 per year, second step $65,424 per year or third step at $68,724 per year (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $75,864 per year is reached on the salary schedule.

YEARLY: $62,268 (Step 1) – $75,864 (Step 5)

Our Vision for Social Justice

We are seeking people who recognize the critical role community colleges play in social justice, who have ability in this space, enthusiasm for this work, ideas and vision to improve our approaches, and a commitment to achieving equitable academic success for the 50,000+ students attending our five beautiful colleges and centers. Our social justice work calls for employees who have a sense of social responsibility, interest in our community and world in which we live.

The intention of social justice work is to strengthen humanity by understanding that every person deserves the benefits of fully participating in our society and institutions.

Academic researchers have illustrated that crucial social justice principles are a compilation of equality, equity, diversity, inclusion, engagement, environmental sustainability and human rights. These complex principles are challenging to operationalize in higher education; yet we are steadfast in our diligence to forge ahead to advance this vital mission.

Community colleges are uniquely positioned to lead higher education in the work of social justice. Many of our students come from historically underserved and underrepresented backgrounds, students of color, students with recent immigrant histories, students from cycles of low income if not poverty, students from indigenous communities, and students from first-generation families.

The idea of promoting social mobility through education is unconditionally and uncompromisingly embraced by community colleges. This is an exciting role, and it comes with a heavy responsibility. Simply put, we need to create environments where our students achieve greater academic success, so much so that we close our persistent equity/opportunity gaps.

If you are committed to social and racial justice and if you are interested in joining a community dedicated to solving these inequities through education, please apply.

Recruitment Type:

Open (Internal and External applicants)

Location

Los Medanos College

Posting Number

0002011

# of Openings

1

Range

56

Salary

$62,268 Step 1 - $75,864 Step 5

Position Status

Permanent

Overtime Status

Non-Exempt (eligible)

Position

Full-Time

If temporary, employment duration:

N/A

# of Hours Scheduled Per Week

40

Work Schedule By Day and Work Hours

Monday – Friday
8:30 AM – 5:00 PM
(Occasional evenings and weekends based on department activities)

Shift Differential %

N/A

# of Months

12

Non-work Periods:

N/A

EEO Job Category

Clerical/Secretarial

Employee Group

Classified

Department

L1020-Matriculation

Position Definition

To perform a variety of complex and responsible clerical and administrative duties for assigned office, department or program, including document processing, record keeping, and technical report compilation and interpretation of policies and procedures within assigned area.

Distinguishing Characteristics

Administrative Assistant I This classification performs less complex clerical, program, or instructional support assignments while learning District policies and procedures.

Administrative Assistant II – This classification is distinguished from the Administrative Assistant I by the performance of a variety of activities involved in the preparation of reports, scheduling and a broad range of complex administrative tasks.

Administrative Assistant III
This classification performs more complex administrative tasks and interpretation of policies and procedures with minimal supervision. Typically reports to a College Dean or other high-level manager.

Administrative Assistant, Senior – This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.

Examples of Duties/Essential Functions

Acts as a liaison between campus employees and the public to coordinate activities; answers phones and screen calls; schedules appointments; provides general departmental information, documents, and forms. 
Assists or gives guidance and general information to staff, students and the public in navigating departmental processes. 
Assists in planning and scheduling department activities; researches and provides direction on questions pertaining to policies and procedures. 
Performs routine personnel, budget, and payroll functions for assigned department; develops and initiates a variety of files and records such as payroll, budget and attendance. 
Examines and verifies fiscal records and expenditures; maintains budget records; reconciles budget accounts to ensure accuracy; receives purchasing invoices; arranges for payment of appropriate purchases. 
Receives, classifies, reconciles, interprets, consolidates, and/or summarizes documents and information. 
Maintains department/office records and fiscal information for control purposes, such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports. 
Researches and prepares reports and analyses within prescribed guidelines, including statistical reports, drawing data from a variety of both internal and external sources. 
Prepares and proofreads a wide variety of documents such as course proposals, confidential memoranda, exams, class outlines, reports, schedules, and letters; organizes and maintains internal records and filing systems. 
Operates a variety of office equipment, including photocopier, calculator, and computer. 
May notify students of and post canceled classes. 
Dispatches service requisitions; determines and assigns priorities of requests. 
May serve as Secretary to a committee; prepares agendas; schedules facilities; records and prepares minutes. 
Performs related duties as assigned.

Minimum Qualification-Education/Experience

EXPERIENCE AND TRAINING
Three (3) years of experience performing broad and varied complex clerical and administrative duties.

EDUCATION/LICENSE OR CERTIFICATE
Possession of a high school diploma / GED or the equivalent with some college coursework.

Minimum Qualification-Knowledge Of

Modern office procedures, practices and technology/equipment. 
Modern software applications (Microsoft Office Suite, etc.). 
English usage, grammar, spelling, punctuation and vocabulary.

Minimum Qualification-Skill To

Keyboard with accuracy. 
Perform responsible clerical work with accuracy and speed. 
Meet multiple established timelines and deadlines without immediate supervision. 
Learn and interpret District or college rules, laws, and policies, and apply them using good judgment in a variety of procedural situations. 
Communicate effectively, both orally and in writing. 
Make mathematical calculations quickly and accurately. 
Serve students, staff and colleagues in a helpful, empathetic, professional manner. 
Establish and maintain cooperative work relationships with those contacted in the performance of required duties. 
Apply general rules, policies and procedures of the departmental/office to which assigned. 
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Minimum Qualification-Ability To

N/A

Desirable Qualifications

  • Experience working in an administrative role within a community college or higher education institution.
  • Strong ability to appropriately take initiative, anticipate department and supervisor needs, and to work independently with minimal direction.
  • Excellent organizational skills, high attention to detail, and the ability to manage multiple tasks simultaneously in a fast-paced environment
  • Strong written and verbal communication skills including political acumen in maintaining communications and professional relationships on behalf of the department
  • Proficient in higher education administrative software such as student information systems (e.g., Colleague, Banner, PeopleSoft), office software (e.g., Microsoft Office Suite, Adobe, Zoom), education-specific platforms (e.g., Canvas, SARS, Starfish), databases (e.g., Tableau), and Project Management Systems (e.g., Asana, Trello, Basecamp).

Job Open Date:

04/12/2024

Job Close Date:

05/17/2024

Open Until Filled

No

Foreign Degree and Credit Statement:

In accordance with the Human Resources Procedure 3050.05, all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services (NACES) agency www.naces.org prior to the implementation of the equivalency process. You must upload your evaluation with your application when you apply for this position to be considered. We cannot accept foreign degree evaluations after the closing date. The candidate bears all responsibility and costs associated with obtaining the evaluation.

About Us

About the District

The mission of the Contra Costa Community College District is to transform lives by providing outstanding learning opportunities that nurture and empower all students to achieve their educational goals. The dedicated faculty, classified professionals and administrators in the District are committed to core values and action that promote excellence in learning and equitable student success. The District is committed to hiring and developing a diverse staff that understands that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive role models for all students; and creates an inclusive and supportive educational work environment for its students, employees, and the community it serves.



Located in Contra Costa County, in the beautiful and diverse San Francisco East Bay area, the District serves the 1 million residents of the County through education, business partnerships and service in the community. The District first opened its doors in 1949 and is the second oldest and eighth largest multi-college community college district in California. The District consists of three colleges and two centers; Contra Costa College in San Pablo; Diablo Valley College in Pleasant Hill; Los Medanos College in Pittsburg; and the centers in Brentwood and San Ramon. The District Office located in downtown Martinez, supports the mission and functions of the colleges.



As evidenced by the rich diversity in Contra Costa County, the District enrolls a highly diverse student population. Serving over 41,364 students a year, in 2021-2022 fiscal year the demographic make-up of the students was 9% Black/African American; 21% Asian/Pacific Islander; 34% Hispanic/Latino; 25% White/Caucasian; and 11% Other.



The District actively encourages a diverse pool of applicants to serve the dynamic student population and work collaboratively with existing colleagues that are equally dynamic and diverse.



Contra Costa College

Contra Costa College is a dynamic, comprehensive community college with a diverse student population. The institution has served the communities of West Contra Costa County for more than 69 years. Most of the 10,500-plus students who attend the college come from local communities, but many also come from neighboring communities and from countries throughout the world. The college offers certificates and degree programs in 70 areas. It prepares students for immediate employment and for transfer to four-year colleges and universities. Faculty and staff are proud to be affiliated with an institution that has a tradition of excellence and a reputation for educating students to live and work in a diverse global environment.



Diablo Valley College

DVC is committed to increasing student success. The college has distinguished itself as one of the nation’s most successful community colleges by offering incomparable transfer opportunities and exceptional career-technical programs. In both Pleasant Hill and San Ramon, a diverse student body engages with high-quality instruction and support services designed for excellence and equity in student learning. DVC’s career-technical programs keep pace with emerging technologies and skill requirements, while unparalleled transfer programs prepare students to be successful in four-year colleges and universities. DVC continuously ranks among the top transfer pathways to UC Berkeley.



Los Medanos College

Los Medanos College, opened in 1974, is the newest campus of the Contra Costa Community College District. The college prepares students to excel and succeed economically, socially and intellectually in an innovative, engaging and supportive learning environment. LMC provides quality programs and state-of-the-art facilities to serve the needs of a rapidly-growing and changing East County while enhancing the quality of life of the diverse communities it serves. Los Medanos College is known for its transferable general education program and career technical programs strongly connected with local business and industry. The college serves approximately 10,000 students.

Employee Benefits:

Insurance: The District offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents. Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.



Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.



Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.



Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).



Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.



Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union. If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $2.50. (All confidential, supervisory and management positions are exempt from union membership)



For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:

Classified Employees Local 1 Contract (Article 20-Benefits):
https://www.4cd.edu/hr/localonecontract/2019-2022%20Local%201%20Contract.pdf



Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):
https://www.4cd.edu/gb/policies-procedures/manuals/MSC_08.pdf

POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)

All job offers of employment are conditional upon the applicant’s satisfactory results of the Post Offer Pre-Placement Evaluation Program. This involves a physical strength test to demonstrate a minimum level of strength to perform the essential duties of the job. There is no charge for this service. Please do not make an appointment for testing until you have received notification from the Human Resources Department after a job offer is extended. The positions we currently evaluate are: Building Maintenance Worker, Custodian I and II, Lead Custodian, Cook, Food Services Assistant, Food Services Supervisor, Food Services Supply Clerk, Food Services Coordinator, Grounds Worker/ Gardener I and II, Senior/ Lead Grounds Worker/Gardener, Lead Maintenance Mechanic, Senior Equipment Maintenance Worker. If you are not hired in a listed classification, you may disregard this notification.

ADA Accommodations:

In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to slever@4cd.edu. For administrative purposes, requests must be made at the time of application.

COVID-19 Information

N/A

Quicklink

https://www.4cdcareers.net/postings/10426

Diversity Statement

It is the District’s policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.

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