Victor Valley College · 9 hours ago
Administrative Assistant- Humanities
Victorville, CA
Full-time
Onsite
Mid Level
$65K/yr - $83K/yr
3+ years expVictor Valley College is seeking an Administrative Assistant for their Humanities, Arts & Social Sciences department. This full-time position provides administrative and secretarial support, including composing documents, managing budgets, and coordinating meetings and events.
Higher Education
No H1B
Responsibilities
Provides administrative and secretarial support for assigned management and department staff; organizes and coordinates daily activities of an assigned office to ensure efficient and effective office operations; acts as a liaison between management and other staff or the public, coordinating resolutions to issues or problems which may arise
Composes, types, edits, and proofreads a variety of documents, including forms, memos, reports, organization charts, program plans, and correspondence for department staff; checks draft documents for grammar or vocabulary; makes or suggests corrections to drafts
Provides information to the public, students, faculty, staff and others on department and District policies and procedures; responds to inquiries, questions and complaints; resolves issues and/or refers to others where necessary
Assists in compiling the department budget, by gathering data related to expenditures and projected charges; monitors budget expenditures and revenues; initiates department purchases for office supplies and other items; processes department requisitions and appropriation transfers; and assists in processing contracts
Performs purchasing related duties, such as reviewing procurement documents; orders and tracks purchases; reviews vendor and invoice information; assists with bid requests and price quotes and prepares requisitions for purchase orders; prints and reviews invoices for accuracy; and follows up with vendors
Coordinates activities with respect to rentals for District facilities by academic and non-academic organizations or individuals; provides potential clients with information on rental terms, conditions and rates; generates estimates and contracts for management approval; oversees the facilities reservation systems and trains others on its use; collects and files indemnification and insurance forms; oversees the set up and removal of tables, chairs, audio-visual and other equipment for scheduled events; ensures facilities and equipment are maintained and in optimal working condition
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
Processes and prepares a variety of documents, materials, and records including timekeeping documents, programmatic or departmental hire documents, payroll records, personnel files, and instructor and workshop evaluations; monitors payroll records for programmatic and grant compliance; and reviews attendance reports submitted by faculty
Plans and coordinates departmental events, functions, meetings, and employee training sessions
Provides assistance to department staff in various research and department-related projects; participates in implementing department or campus-wide policies and procedures
Designs and implements file, index, tracking, and record keeping systems, researches records for report generation or compilation
Works productively and cooperatively with others by demonstrating respect, patience and equitable treatment of all internal and external customers
Observes and complies with District and mandated safety rules, regulations, and protocols
Performs other related duties as assigned
Qualification
Required
Equivalent to completion of the twelfth (12th) grade, supplemented by specialized coursework in business administration, or a closely related field
Three (3) years of increasingly responsible administrative and secretarial support experience
Knowledge of operations and services of the department or functional area to which the position is assigned
Knowledge of business and office administrative practices and procedures
Knowledge of District purchasing policies and procedures
Knowledge of methods and techniques of developing a diverse range of documents and forms
Knowledge of methods and techniques of compiling and generating reports
Knowledge of business letter writing and the standard format for reports and correspondence
Knowledge of District payroll processes and pay transaction calculations for assigned tasks
Knowledge of District policies, procedures and documentation requirements for campus facility rentals by external clients
Knowledge of methods and techniques of generating rental estimates and contracts for management approval
Knowledge of business mathematics
Knowledge of methods and techniques of monitoring budget expenditures
Knowledge of record keeping principles and procedures
Knowledge of applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility
Knowledge of District and mandated safety rules, regulations, and protocols
Knowledge of techniques of providing a high level of customer service by effectively interacting with students, staff, faculty, representatives of outside organizations, and members of the public, including individuals of diverse academic, socio-economic, ethnic, religious and cultural backgrounds, physical ability, and sexual orientation
Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar
Knowledge of modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed
Ability to provide varied and responsible office administrative work requiring the use of tact and discretion
Ability to interpret and apply administrative and departmental policies and procedures
Ability to respond to and effectively prioritize multiple phone calls and other requests for service
Ability to compose correspondence and reports independently or from brief instructions
Ability to make accurate mathematical computations
Ability to review and evaluate payroll transactions in assigned task areas
Ability to monitor and track budget expenditures
Ability to enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work
Ability to establish and maintain a variety of filing, record-keeping, and tracking systems
Ability to maintain confidential files and records
Ability to understand and carry out oral and written directions
Ability to independently organize work, set priorities, meet critical deadlines, and follow-up on assignments
Ability to use tact, initiative, prudence, and independent judgment within general policy, and procedural guidelines
Ability to effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks
Ability to communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax
Ability to demonstrate sensitivity to, and understanding of, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds of community college students
Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work
Benefits
District paid medical, dental and vision insurance for the employee and dependents.
District paid $50,000 life insurance policy for the employee.
Participation in CalPERS, 20 paid holidays, 12 paid sick days and 12 paid vacation days (annual accrual increases per years of service up to a max of 22 days per year).
Company
Victor Valley College
Victor Valley College is the largest publicly funded institution in the Victor Valley which is located 90 miles Northeast of Los Angeles.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Joseph Estephan
Associate Professor
Company data provided by crunchbase