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Inside Higher Ed · 4 weeks ago

Administrative Assistant II, Financial Aid

Rancho Cucamonga, CA

Full-time

Onsite

New Grad, Entry Level

$5,196/mo - $5,196/mo

Inside Higher Ed is seeking an Administrative Assistant II for Chaffey College's Financial Aid department. The role involves providing a broad range of secretarial, administrative, and technical assistance functions, including document preparation, budget monitoring, and serving as a liaison between the supervisor and various groups.

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Responsibilities

Compiles information, prepare and process complex documents such as class schedules, college catalog, master dictionary, curriculum guides, and procedure manuals according to established guidelines

Assist in the development and preparation of reports, board items, budgets, and grant proposals; verify information and calculations; collect data and provides research assistance for various studies and reports; assist in the monitoring of budget expenditures, research variances and discrepancies, and recommend changes to budget accounts; prepare and process purchase orders and requisitions

Prepare, process, or verify personnel documents; assist in the notification and processing of evaluations; and prepare and secure employee timesheets and leave statements

May function as office coordinator for a college service area; coordinate work of clerical staff in various component programs; assess hourly staff skill levels and provide or arrange training as needed; coordinates accounting systems of component programs

Serve as liaison between supervisor, program, or division, and various groups such as other college staff, students, or community groups

Provide technical assistance to other staff in areas such as budget preparation, recordkeeping, editing, computer, and software usages

Attend meetings on behalf of supervisor as assigned

Monitor progress of assigned projects; maintain complex recordkeeping systems and schedules; assist instructional staff in developing and coordinating class schedules

Coordinate specific activities and events of assigned office and arrange for ancillary services. Such activities may include student government elections, program registration, classes, seminars, conferences, and fund-raising events

Maintain updated knowledge and records of regulations and requirements applicable to assigned office; monitors transactions, programs, and services to ensure compliance

Organize office systems; recommend policies, procedures, and program activities

Maintain calendars, schedule appointments, arrange meetings, make travel arrangements

Type, edit, and format a variety of instructional and administrative materials; compose correspondence from general instructions; may take and transcribe dictation and prepare minutes of meetings

Use a variety of office equipment including word processor, computer terminal, printer, calculator, and copy machines

Sort and distribute mail; answer phones; screen and route calls and visitors; provide information to staff, students, and the public regarding programs and functions of assigned office

Maintain a variety of logs, files, and records including files of a supervisory and/or sensitive nature; control the release of sensitive information to authorized personnel

May maintain and audit financial records related to assigned office, monitor budgets, and collect and account for money, disburse checks, and assist in budget preparation

Provides technical assistance in requisition processing and scheduling classes

Performs related duties as assigned

Qualification

Office coordinationBudget preparationRecordkeepingTechnical assistanceTyping 60 WPMRegulationsJudgmentSensitivity to diversityEffective communicationOrganizational skillsInitiative

Required

Demonstrated evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds in a community college environment

Any combination of education, training, and experience that provides the required knowledge, skills, and abilities. An example of this would be completion of high school with responsible secretarial or administrative support experience involving extensive public contact and interfacing with various levels of management

Knowledge of proper English usage, grammar, vocabulary, punctuation, and spelling; and ability to prepare business correspondence

Knowledge of arithmetic; ability to analyze documentation for accuracy, completeness, and compliance with required procedures and regulations

Ability to type 60 net words per minute; take and transcribe meeting notes; and operate computer systems used in assigned office. Must possess ability to understand various software packages and adapt to changes in technology

Ability to learn, apply, and communicate complex policies, procedures, and regulations relevant to assigned office

Ability to organize and coordinate office procedures, coordinate the work of others, and prioritize workload; ability to perform complex secretarial and technical tasks within defined deadlines

Ability to maintain accurate and orderly records and files

Ability to use initiative and judgment in working independently while recognizing matters that should be referred to supervisor

Ability to follow written and oral directions

Ability to communicate effectively orally and in writing, and to establish and maintain cooperative working relationships with staff, administrators, faculty, students, and others contacted in the course of performing assigned duties