San Bernardino Community College District · 1 week ago
Administrative Assistant II
San Bernardino, CA
Full-time
Onsite
Mid Level
$27.61/hr - $30.43/hr
4+ years expSan Bernardino Community College District is seeking an Administrative Assistant II to perform a full range of administrative and secretarial duties to support various departments. The role involves managing schedules, coordinating meetings, overseeing projects, and providing budgetary support while ensuring effective communication within the organization.
CommunitiesHigher EducationService Industry
Responsibilities
Assists assigned administrator in meeting reporting requirements, functional responsibilities, and research objectives; organizes functions and activities promoted by the program area
Reviews, updates, and informs the supervisor and others of essential timelines; discusses and reviews calendar of events on a regular basis with assigned administrator to ensures timely coordination of office activities and status of assigned projects; develops schedules related to department activities and services
Develops and maintains assigned calendars, schedules, and appointments; coordinates and arranges meetings
Collects, researches, compiles, analyzes, verifies, summarizes, records, and evaluates information; prepares and distributes narrative, statistical, and financial data, and provides recommendations, completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures
Oversees projects independently as assigned ensures that work is performed in a timely and accurate manner; uses independent judgment to develop and provide recommendations, suggestions, or information as appropriate
Answers phones and responds to questions and requests for information; communicates information in person, via email, or by telephone where knowledge, and interpretation of policies and procedures are necessary
Serves as liaison for assigned administrator by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District, College, Department, or program area policies and procedures, or referring callers to the administrator or others as necessary
Oversees the preparation of Board agenda items and supporting documents; ensures Board agenda items are forwarded within District timelines and legal requirements and guidelines; notifies administrator of Board requests for information or action
Assists supervisor in the preparation and administration of program budget(s), cost estimates for budget recommendations, justifications for budget items, and allocation of funds, processes, monitors and tracks expenditures, provides budget reports; resolves budget issues and problems; interacts with others regarding deposits; processes budget/expense transfers, and recommends budget revisions; assists with travel approvals and reimbursements for department staff
Recommends expenditures for equipment, materials, and supplies and assures their timely ordering, receipt, and storage; schedules maintenance and repairs as needed posts, monitors, and tracks invoices and other expenditures; processes conference and other reimbursements
Provides support for supervisor in meetings and committees as assigned; attends meetings and takes notes or records proceedings; prepares and distributes agendas, background materials, and minutes as appropriate
Prepares oral and written preliminary responses for assigned supervisor's approval; facilitates communications between assigned supervisor, administrators, students, faculty, staff, other offices, educational institutions, public agencies, and the public
Formats, types, proofreads, updates, edits, duplicates, and distributes correspondence, notices, lists, schedules, forms, memoranda, and other materials according to established procedures, policies, and standards
Processes information related to staff hiring and payroll processes for assigned area; prepares and/or completes forms, monitors signature process, and tracks approvals for hiring personnel
Establishes and maintains a variety of complex, interrelated filing systems including student confidential files; establishes and maintains files for information, records, and reports including those related to budget and cost records; maintains manuals and updated resource materials
Receives mail and identifies and refers matters to the administrator in order of priority
Performs other duties related to the primary job duties
Qualification
Required
Equivalent to the completion of high school and fifteen (15) semester units of college coursework
Four (4) years of increasingly responsible secretarial experience involving a high level of public contact, and providing secretarial support to management staff
In the absence of fifteen (15) semester units of college level coursework, equivalent to the completion of high school and five (5) years of increasingly responsible secretarial experience involving a high level of public contact and providing secretarial support to management staff is qualifying
Preferred
Experience in an administrative office in an educational environment
Experience working in a categorically funded program within a California Community College, demonstrated by a minimum of one year of direct work experience supporting state or federally funded categorical programs, with clearly described responsibilities related to program regulations, compliance requirements, and allowable expenditures as documented in the application materials
Demonstrated experience providing administrative and fiscal support, evidenced by at least one year of responsibility for budget tracking, processing purchase requisitions, coordinating travel and reimbursements, and monitoring categorical expenditures, with specific examples of these functions included in the application or resume
Proficiency in using college administrative systems (e.g., PeopleSoft, Banner, Colleague, or similar), demonstrated by regular and independent use of one or more enterprise systems for finance, human resources, student records, or institutional reporting, as described in the applicant's work history
Demonstrated cultural competence and equity-minded practice, evidenced by direct experience working with diverse student populations in an educational or public-service setting, with application materials reflecting inclusive practices, equitable service delivery, or participation in equity-focused initiatives or training
Company
San Bernardino Community College District
San Bernardino Community College District offers higher education, career training and lifelong learning.
1001-5000 employees
Funding
Current Stage
Late StageRecent News
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