Administrative Assistant, Senior


Posting Number: 0001749


Location: Los Medanos College


Salary: $4,848.00 – $5,907.00 (see special instructions for step placement)


Position Definition:


Under direction of a manager, using considerable to significant skills for this series, provide responsible paraprofessional administrative and technical clerical support to assigned large department or program area; and perform other related duties as assigned. May exercise functional supervision over assigned lower level clerical support personnel, contractors or student workers.


Distinguishing Characteristics:




Examples of Duties/Essential Functions:


Duties/essential functions may include, but not be limited to, the following: Provide complex workflow and office coordination of assigned large department or program area; coordinate complex logistical support for assigned large department/programs such as setting up meetings, reserving rooms, delivery of materials, etc.; coordinate the development and distribution of department or program materials, brochures and other written material; maintain and update web pages for assigned department or programs; provide technical and complex administrative support to assigned department or programs and various committees, prepare agendas, maintain records, prepare minutes, schedule facilities, etc.; answer complex questions and disseminate information on assigned department or programs to the public, other colleges, etc.; assist in the implementation of department or program area goals, objectives, strategies and work plans; establish schedules and methods for monitoring administrative activities; implement department/program, college and District policies and procedures; assist in the evaluation of operations and activities of assigned responsibilities including recommending improvements and modifications; prepare various complex reports on operations and activities; participate in budget preparation and administration including preparing cost estimates for budget recommendations; monitor and control expenditures; prepare purchase requisitions, order supplies and materials, and maintain files and records; ensure that records pertaining to assigned department or programs are properly maintained; may prepare and/or coordinate reports, presentations, statistical reports, and other complex documents; proofread for accuracy, correct form, content and proper English usage; attend meetings and represent assigned department or program area when required; may maintain databases for assigned department or programs; investigate complaints and recommend corrective actions as necessary to resolve complaints; may travel to other sites and meetings; build and maintain positive working relationships with co-workers, other District employees and the public using principles of good customer service; performs other related duties as assigned.


Minimum Qualifications:




Equivalent to the completion of an AA/AS degree from an accredited college with major course work in business, organizational development, public administration, finance or a related field. Experience: Equivalent to at least five (5) years of progressively responsible full-time clerical and/or administrative work experience in office administration, including at least two years performing technical administrative support functions. License/Certification: A valid Class C California Driver’s License.


Knowledge Of:


Methods, techniques and procedures used in the planning, development and delivery of an administrative program; principles and practices for implementing and directing administrative activities, program budget development and monitoring; pertinent District, department, program, local, state and federal laws, rules, regulations, policies and procedures; English usage, spelling, grammar and punctuation; modern office practices and procedures and equipment such as computers and printers; typical modern office computer software programs such as word processing, spreadsheets, presentation programs and databases; report and presentation writing; principles and practices of record keeping, assigning and reviewing the work of others, administrative organization and management; business mathematics and simple statistics.


Skill To:




Ability To:


Independently perform assigned administrative duties with speed and accuracy, communicate effectively both orally and in writing in an office environment; organize, implement and direct administrative activities; learn and understand all aspects of the assigned programs; learn, accurately interpret and explain pertinent District, department, program, local, state and federal laws, rules, regulations, policies and procedures; analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem-solve operational and technical issues; assist in the development and monitoring of an assigned department or program budget; develop and recommend policies and procedures related to assigned operations; develop and recommend goals and objectives in support of assigned department or program mission; effectively operate modern office equipment including computers and related software; ability to demonstrate advanced keyboarding skills; compile complex information, maintain department or program-wide records, and prepare a variety of reports; analyze situations quickly and objectively and determine proper course of action; plan, organize and schedule priorities in the department or program office; establish and maintain effective working relationships with those contacted in the course of work.


Desirable Qualifications:


• Strong ability to appropriately take initiative, anticipate department and supervisor needs, and to work independently with minimal direction.

• Strong written and verbal communication skills including political acumen in maintaining communications and professional relationships on behalf of the department

• Excellent organization skills and high attention to detail

• Ability to simultaneously complete multiple projects/assignments with changing parameters and deadlines

• Experience with preparing and maintaining confidential records

• Strong technological skills including ability to navigate multiple modalities (e.g. in-person, online, phone, video conferencing, remote), integrated software applications/systems (e.g., Microsoft Office Suite,Zoom, Tableau, Canvas) and work-related databases (e.g., Colleague, SARS, Starfish, and Symplicity).


Special Instructions:


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 a colleague for this position who operates with a growth mindset, is highly student centered, and who demonstrates a deep commitment to academic excellence, equity, and inclusion among students, staff, and faculty.


The Office of the Vice President of Student Services provides executive leadership, supervision and management of the college’s Student Services division with primarily student-facing programs and services including but not limited to: Admissions and Records, Athletics, Counseling, Disability Support Programs and Services, Financial Aid, Learning Communities, Outreach, Placement, Student Life, Transfer and Career Services, and Veterans. The primary functions of the office include divisional and institutional strategic planning, assessment, and budget development; collaborative leadership, support, and oversight for various college-wide and system-wide programs, initiatives, and services that involve interdisciplinary engagement of faculty, staff and students; administration and enforcement of policies and processes pertaining to student services, student conduct, disciplinary adjudication, and compliance (e.g. FERPA, ADA, Title IX, CCCAA); and, cultivation of community relations and partnerships in efforts to move the needle on student retention, persistence, and completion.


Reporting to the Vice President of Student Services, and working closely with other administrators, staff, faculty, students, and community members, this Administrative Assistant, Senior position is involved in planning, coordinating, and facilitating programs, activities, and services offered by the departments within the Student Services division. This position works to engage, establish, and maintain welcoming, culturally responsive, and cooperative working relationships with students, employees, and the community through a variety of e-tools in multiple modalities (e.g., in-person, online, phone, video conference). Areas of focus for this position include compilation, organization, maintenance, research, and/or analysis of complex budgets, plans, schedules, reports and confidential student records; extensive knowledge and understanding of the interpretation and compliant implementation of district, state and federal policies and procedures; preparation of agendas, minutes, and correspondence; and the ability to demonstrate dedicated commitment to student-centered outcomes that embody equity, inclusion, diversity, access, and/or social justice in daily work responsibilities.


Note: New employees will be placed at the first step which is $4,848.00 per month, second step $5,093.00 per month or third step at $5,351.00 per month (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 $5,907.00 per month is reached on the salary schedule.


Job Close Date: 11/28/2022


Open Until Filled: No


To apply, visit https://apptrkr.com/3586021


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