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Mt. San Antonio College · 2 months ago

Administrative Specialist III (Library, Learning Resources, & Distance Learning)

Walnut, CA

Full-time

Onsite

Mid, Senior Level

5+ years exp

Mt. San Antonio College is committed to providing quality education and services to support students in achieving their educational goals. The Administrative Specialist III role involves performing a variety of intermediate administrative support duties, assisting with budgets, coordinating meetings, and providing training to less experienced staff.

Higher Education

Growth Opportunities

Responsibilities

Performs journey level duties of a supportive and sensitive nature; represents the department at meetings as assigned; coordinates multiple calendars, schedules meetings, makes travel arrangements, and handles sensitive materials; acts as a liaison between the department head and other staff or the public, assists resolving issues, problems, and complaints as appropriate

Assists with the preparation of the department budget, including gathering and analyzing data related to expenditures and projected charges; monitors budget expenditures and revenues; initiates department purchases for office supplies and other items as assigned; authorizes payment of invoices; processes department requisitions and appropriation transfers; assists in the development of contracts; develops special statistical reports regarding budgetary information

Assists with program or department budget tracking and reconciliation systems; resolves discrepancies; processes department requisitions and appropriation transfers; follows up with vendors; prints and reviews invoices for accuracy

Performs other financial and accounting related duties, including reconciling purchasing orders, tracking vendor and invoice information, assisting with bid requests, price quotes, purchase and expenditure requests, and purchase orders

Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff; acts as meeting secretary including preparing agendas and informational packets, setting up meeting and training rooms, and taking and transcribing minutes for assigned boards and commissions; prepares complex departmental agenda items and packets for Board of Trustee meetings

Assists with planning and coordinating of departmental or campus-wide events, functions, meetings, and various other periodic committee, and employee training sessions

Assists assigned department projects, processes, and/or programs as assigned by managerial personnel; provides assistance to department staff in various research and department-related projects; participates in developing and implementing department or campus-wide policies and procedures

Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, statistical and analytical reports, organization charts, program plans, and correspondence for department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer terminal; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections to drafts

Processes and prepares a variety of documents, materials, and records according to established procedures and practices, such as departmental documents, payroll records and monitoring payroll and expenditures for grant compliance. Calculates, inputs, and tracks faculty loads and lecture hour equivalency; ensures accuracy of the departments class schedules; submits faculty attendance reports monthly

Provides information to the public to ensure an understanding of department and College policies and procedures; listens to questions and responds to staff inquiries and complaints, and explains procedures requiring a significant level of independent judgment, discretion, and interpretation; refers to the appropriate department source; resolves problems of a complex nature when appropriate

Designs and implements complex file, index, tracking, and record keeping systems; researches and/or gathers records, data, and written information regarding departmental programs and processes to prepare complex reports and provide follow-up information to customer and staff inquiries

May provide support to or serve in assisting the department head or President in the Executive Assistants absence

Promotes an environment of belonging as it relates to diversity, equity, inclusion, social justice, anti-racism, and accessibility

Provides quality customer service when interacting with the public, vendors, students, and College staff, including individuals from minoritized groups

Supports and abides by federal, state, local policies, and Board Policies and Administrative Procedures

Participates on committees, task forces, and special assignments, including, but not limited to Screening and Selection Committees and mandated trainings as required

Prepares and delivers oral presentations related to assigned areas as required

Performs other related or lower classification duties as assigned

Qualification

Office administrationBudget preparationData analysisCustomer serviceTechnical directionDocument preparationRecord keepingMeeting coordinationCommunication skillsProblem-solvingTeam collaborationTime management

Required

Principles and practices of supporting a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment

Practices and methods of general office administration, including the use of standard office equipment

Principles and practices of providing technical and functional direction and training to assigned staff

Computer applications related to the work, including word processing, database, and spreadsheet applications

Applicable federal, state, and local laws, codes, regulations, and policies, technical processes, and procedures related to the department to which assigned

Principles and procedures of financial record keeping and reporting, basic accounts payable, and purchasing. Including business arithmetic, financial, and statistical techniques

Principles and practices of data collection and report preparation

Business letter writing and the standard format for reports and correspondence

Record keeping principles and procedures

Modern office practices, methods, and computer equipment

Alphabetical and numerical filing methods

Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and College staff, including individuals of various ages, disabilities, socio-economic, and ethnic groups

Advocate for and communicate the Colleges vision and commitment to creating a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment

Participate in addressing gaps in diversity, equity, inclusion, social justice, anti-racism, and accessibility in the recruitment and retention of staff

Participate in providing resources and support towards the goal of a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment

Maintain confidentiality and be discreet in handling and processing confidential information and data

Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, policies, and timelines, as well as complex administrative and departmental policies and procedures

Perform responsible administrative support work with accuracy, speed, and general supervision

Provide varied and responsible office administrative work requiring the use of tact and discretion

Plan, schedule, assign, and oversee activities of assigned personnel

Inspect the work of others and maintain established quality control standards

Train others in proper and safe work procedures

Identify and implement effective course of action to complete assigned work

Understand the organization and operation of the College and of outside agencies as necessary to assume assigned responsibilities

Compose correspondence and reports independently or from brief instructions

Understand and carry out complex oral and written directions

Research, analyze, and summarize data and prepare accurate and logical written reports

Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work

Establish and maintain a variety of filing, record-keeping, and tracking systems

Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines

Operate modern office equipment, including computer equipment and specialized software applications programs

Use English effectively to communicate in person, over the telephone, and in writing

Understand scope of authority in making independent decisions

Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner

Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures

Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work

Equivalent to the completion of the twelfth (12th) grade supplemented by college-level coursework

Five (5) years of varied administrative support experience preferably involving interaction with the public

Two (2) years of experience equivalent to Administrative Specialist II

Preferred

An Associates degree from a regionally accredited college is preferred

Experience working with policies and procedures relating to diversity, equity, inclusion, social justice, anti-racism, and accessibility preferably in a minority serving institution such as Hispanic Serving Institution (HSI) and Asian American and Native American Pacific Islander-Serving Institution (AANAPISI)

Experience with participation in programs relating to diversity, equity, inclusion, social justice, anti-racism, and accessibility preferably in a minority serving institution such as Hispanic Serving Institution (HSI) and Asian American and Native American Pacific Islander-Serving Institution (AANAPISI)