Job Description

Job Title:Limited Term Senior Administrative Assistant VP, Student Services

Req:C2024-043Location:Compton College

DivisionStudent Services

Position Type:Classified Staff

Salary Min/Max:$4205.62 - $5917.78 per mo.

Posting Close Date:04/10/2024

 

Job Description:

 

DEFINITION

Under general direction, performs a variety of routine to complex office administrative, secretarial, and clerical duties in support of an assigned Vice President, Student Services and related management, professional, and supervisor staff, including planning, organizing, and overseeing the operations and functions of the assigned office; coordinates assigned programs, projects, and services with other District departments, divisions, and outside agencies; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs other duties as required.

 

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from an assigned Vice President, Student Services and/or assigned management staff. Exercises no

supervision of staff. May exercise technical and functional direction over and provide training to lower- level staff or student workers.

 

CLASS CHARACTERISTICS

This is the advanced journey-level class in the office support and administrative assistant series.

Incumbents perform a wide variety of specialized technical and administrative support work for an assigned Vice President, Student Services and related management, professional, and supervisory staff. Responsibilities include performing specialized and technical office support duties for the assigned department to ensure efficient service provision. Responsibilities require the frequent use of tact, discretion, and independent judgment as well as knowledge of departmental and District activities. The work requires the interpretation and application of policies, procedures, and regulations and involves frequent contact with the public, as well as performing various research, programmatic, and budgetary support functions. This class is distinguished from the Administrative Assistant to the President in that the latter is the highest-level in the administrative assistant series and performs varied and complex administrative support duties within the office of the President.

 

EXAMPLES OF ESSENTIAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

 

Plans, organizes, and carries out administrative assignments and special projects related to the assigned department, including assisting with budget preparation, planning, and implementation; recommends organizational or procedural changes affecting support activities; recommends improvements in work flow, procedures, and use of equipment and forms.

Relieves the Vice President, Student Services of a variety of administrative details; independently responds to routine letters and general correspondence; composes, proofs, edits, and prepares letters, memoranda, and reports

pertaining to standard policies.

Assists in the preparation and monitoring of departmental payroll, including preparing timecards for management approval and disbursing paychecks.

Collects and compiles department-related materials for review and analysis; provides recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operations.

Assists in a variety of department and program operations; coordinates, oversees, monitors, and

participates in special projects, assignments, and activities as assigned; maintains control files on matters in progress and expedites their completion; serves on committees as assigned.

Prepares monthly Board agenda items.

Takes minutes and meetings as required.

Performs a wide variety of routine to complex administrative and clerical duties to support departmental/divisional operations, including filing, preparing records and monthly reports, purchase

orders, requests for proposals, contracts, and ordering and maintaining office and related supplies.

Screens calls, visitors, and mail; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries, complaints, and requests for information from the public; directs callers to appropriate District staff; represents the District to all callers and visitors in a professional and customer friendly manner.

Organizes and maintains various administrative, reference, imaging, and follow-up files in accordance with the records retention policy.

May serve as secretary to a board, commission, or special task force; provides a variety of

administrative and coordinative support to the assigned body, including coordinating and scheduling meetings, appointments, and speaking engagements; reserving meeting rooms; maintaining reports;

compiling and distributing agenda packets; attending meetings; developing, formatting, and

distributing minutes; and following up on decisions as required.

Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.

Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining

completeness of applications, records, and files.

Types, originates, formats, proofreads, and distributes a wide variety of reports, correspondence, and memoranda from rough drafts, verbal instructions, or transcription machine recordings; checks drafts

for punctuation, spelling, and grammar; makes or suggests corrections to drafts.

Gathers, assembles, updates, and distributes a variety of department specific information, forms, records, and data as requested; prepares and maintains a variety of databases and reports.

Coordinates travel arrangements and accommodations for department personnel and submits all

related paperwork.

May coordinate community outreach and event details, under the direction of assigned management staff.

 

 

Required Qualifications:

Education and Experience:

Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to the completion of the twelfth (12th) grade and four (4) years of responsible administrative support experience involving a high level of public contact and customer service. Additional college- level coursework and/or technical training in office administrative support is highly desirable.

Have sensitivity to and understanding of multi-cultural, diverse environments and college students from diverse academic, socioeconomic, cultural, and ethnic backgrounds.

 

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a

computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in

work areas and walking between work areas may be required. Finger dexterity is needed to access, enter,

and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

 

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or

public and private representatives in interpreting and enforcing departmental policies and procedures.

 

WORKING CONDITIONS

May be required to be on-call and to work various shifts or emergencies on evenings, weekends, and holidays.

 

PRE-EMPLOYMENT REQUIREMENTS/CLEARANCES

Criminal Justice Fingerprints.

Tuberculosis screening.

District pre-placement drug testing at District expense.

 

WHAT WE OFFER

100% employee medical premium coverage and a contribution toward dependent coverage

Voluntary (Medical/Dependent Day Care) Flexible Spending Account

$50,000 life insurance benefit

Deferred Compensation Program (403(b)/457 plans)

Retirement Pension Plan (CalSTRS/CalPERS)

Abundant Professional Growth & Development Opportunities

22 paid holidays + Paid vacation

Cumulative sick leave

Hybrid Work Schedule: 4 days in office/1 day remote (may vary by Department/Position)

Summer schedule (exceptions apply)

Receive Longevity Pay for years of continuous service:

Employee Assistance Program

Environment that fosters diversity and inclusion

Progressive and innovative culture

 

APPLICATION PROCEDURE:

Applicants must submit the following documents by the closing date:

1. Online application: Compton Community College District - Administration - Human Resources

2. Cover letter. (Letter of introduction highlighting your education and experience.)

3. Resume.

 

Pertinent transcripts (only in pdf format) as stated in the job qualifications. (Unofficial computer-generated academic records/transcripts must include the name of the institution and degrees awarded to be acceptable.) Multiple page transcripts must be loaded as ONE pdf document.

Foreign Transcripts: Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. For information on transcript evaluation services, please visit: http://www.ctc.ca.gov/credentials/leaflets/cl635.pdf.

 

*Please Note: Documents uploaded for a previous position cannot be reused for other positions. You must submit the required documents for each position you apply for by the closing date. Failure to do so will result in an incomplete application. Applications with an incomplete status will not receive consideration. You may check the status of your application online.

ALL APPLICATIONS MATERIALS MUST BE

SUBMITTED ONLINE AT:

Compton Community College District - Administration - Human Resources

 

REASONABLE ACCOMMODATIONS:

Any individual with a disability, who requires reasonable accommodation, may request assistance by contacting the Human Resources Office at (310) 900-1600 extension 2400, or completing form PC1105, a minimum of five (5) working days prior to closing date for this position.

 

ICT AND INSTRUCTIONAL MATERIALS ACCESSIBILITY STANDARD STATEMENT:

CCCD is committed to ensuring equal access to instructional materials and information and Communications technology (ICT) for all, particularly for individuals with disabilities, in a timely manner. In accordance with California Government Code 7405, Government Code §11135, Government Code §11546.7, and best practices, CCCD will comply with the accessibility requirements of Section 508 of the Federal Rehabilitation Act of 1973.

 

SELECTION PROCEDURE

Applications will be screened to determine which applicants meet the minimum qualifications as stated in the job announcement.

Applicants who meet the basic qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to the college at their own expense. During the campus visit, each applicant will be tested and/or interviewed.

The Human Resources Office will rate responses to the questions or interview questions.

Based upon this rating, a small number will be invited to the campus a second time for an interview.

 

MISSION STATEMENT:

Compton College is a welcoming and inclusive community where diverse students are supported to pursue and attain student success. Compton College provides solutions to challenges, utilizes the latest techniques for preparing the workforce and provides clear pathways for completion of programs of study, transition to a university, and securing living-wage employment.

 

THE COMPTON COMMUNITY COLLEGE DISTRICT IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER.

Compton Community College District is an Equal Opportunity/Affirmative Action employer and does not discriminate in employment on the basis of sex, sexual orientation, race, color, religious creed, marital status, denial of Family & Medical Care Leave, national origin (including language limitations), ancestry, medical condition (cancer/genetic characteristics), age (40 and above), disability (mental and physical) including HIV and AIDS, denial of pregnancy disability leave or reasonable accommodation, or other protected classes, or obligations to the National Guard or Reserve Forces of the United States. For specific details on this policy, please contact Jennifer Burchett, EEO Compliance Officer, at (310) 900-1600, extension 2400.

 

EMAIL COMMUNICATION

Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.

 

IMPORTANT NOTICE

To be included in the initial screening, application materials must be received no later than 3:00 p.m. on the closing date.

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