Hourly Rate or Monthly Salary: starting at $5,483 per month (range 24, step 1)
Working Hours: POSITION AVAILABLE: One regular, full-time position, 40 hours per week, 12 months per year on the San Elijo campus. The work schedule will be Monday through Friday, 8:00 am - 4:30 pm. The person selected for this position will be subject to assignment to any district facility during any hours of operation.
Special Instructions to Applicants:
Apply and submit application materials through MiraCosta College's online application system at https://jobs.miracosta.edu. Once you are in the system, we strongly advise you to read the information on 'How to Apply' and the FAQs (Frequently Asked Questions) before starting the application process.
In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by 11:59 PM on the closing date:
1. Application for classified employment on which you list all relevant experience.
2. A cover letter addressed to the 'Screening and Interview Committee' specifically describing how your experience aligns with the essential duties and desirable qualifications.
3. A current resume or curriculum vitae summarizing your educational background and experience.
4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated in this job posting. Unofficial or legible photocopies are acceptable. If a degree(s) was earned, the transcripts must state that the degree was awarded. Any degree/coursework used to satisfy the minimum qualifications must be from a post-secondary institution accredited by an accreditation agency recognized by either the U.S. Department of Education or the Council on Postsecondary Accreditation. If your degree(s) is from a college or university outside of the United States, you must submit a detailed evaluation from a professional evaluation agency. To view a list of agencies approved by the California Commission on Teacher Credentialing, go to http://www.ctc.ca.gov/credentials/leaflets/cl635.pdf. Transcripts or translations in English still require the evaluation to show the U.S. equivalence of your degree.
NOTE: When you 'APPLY FOR THIS POSTING,' you will eventually be asked to answer the Supplemental Question(s) listed below. Your answers will appear at the bottom of the application form.
- MiraCosta College is an Equal Opportunity Employer with a commitment to diversity. Describe your own commitment to diversity and how you will meet the minimum qualifications of 'sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic background of community college students.'
The screening and interview committee will review application materials for up to four (4) weeks following the closing date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.
Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; and 4) fingerprint clearance.
Individuals with qualified disabilities who need accommodation with any aspect of the application and/or interview process should contact Human Resources at 760.795.6854 at least five (5) days prior to the closing date.
Retired STRS members are not eligible for these positions.
Basic Function and Other Details: BASIC FUNCTION:
Under general supervision, perform difficult, responsible and confidential administrative and operational support duties for the assigned administrator and School including faculty support; assist the assigned administrator with projects and maintain records and draft reports; track tenure, faculty review and program processes and information; and perform complex budget analysis and grant administration duties.
ESSENTIAL DUTIES & RESPONSIBILITIES:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
1. Provide administrative, logistical and technical support to an assigned administrator; using standard office software, compose and/or type memoranda, correspondence, reports, department schedules, instructional materials, spreadsheets, forms and other documents; screen meeting requests and maintain the Dean's calendar; draft, proofread and/or edit a variety of materials; ensure materials, reports and documents for signature are accurate and complete; take, transcribe and distribute meeting minutes.
2. Act as liaison in coordinating matters between the Dean and the Vice President's office, other deans and administrators, faculty, staff and representatives of outside agencies; respond to requests for information and direction on behalf of the assigned Dean; follow up on various assignments to ensure that needed action is taken; perform routine to difficult public relations duties over the phone and in person; respond independently to correspondence and email inquiries regarding a variety of department matters; relieve the Dean of a variety of administrative details including tracking submission of office hours forms, syllabi, late-add petitions and scheduling rooms and class finals; coordinate travel requests and logistics including making reservations and processing reimbursements.
3. Monitor budget expenditures for grants and fixed, departmental and holding accounts; track and process expenditures, encumbrances, reimbursements, stipends and payments; create budget expenditure forecasts; determine grant expense eligibility; track multiple funding sources; run aggregated budget reports through spreadsheets and financial systems and calculate budgets for all departments and programs under the assigned administrator; research and correct discrepancies; process budgetary adjustments and transfers when warranted.
4. Coordinate logistics related to tenured faculty evaluation; create and maintain sensitive and confidential tracking spreadsheets and personnel files; coordinate timelines; coordinate the distribution and collection of student surveys, scan completed surveys and generate results reports; coordinate Peer Review Committee and faculty member evaluation signatures and send to Human Resources.
5. Coordinate personnel processes including full-time and associate faculty on-boarding and Employee Change Requests; collect and audit documentation supporting staff time logs and ensure conformance to work-hour restrictions; compute and categorize pay according to departmental/program billing accounts; ensure accurate usage of funding codes and calculates departmental/ program billing; prepare time cards; provide confidential and efficient record-keeping; assist the Payroll department with resolution of payroll issues.
6. Create, develop, maintain and update specialized and custom forms, databases, logs, files, records and reports to support technical work processes in areas of responsibility; design, develop and maintain spreadsheets and databases requiring data interpretation and manipulation; track and maintain federal, state, grantor and district required data and student outcomes and prepare for submission or reporting.
7. Make meeting arrangements; assist with the development and coordination of departmental special events; assist with setup and cleanup for various meetings and events; contact vendors for food orders, materials, supplies and audio visual equipment; handle other meeting and event logistics including soliciting volunteers and coordinating student workers.
8. Coordinate equipment replacement process; coordinate with multiple departments to spend allocated funds; submit purchasing requisitions; monitor and track purchases and budget; determine grant eligibility.
9. Other duties as assigned. (Perform the Academic Division Assistant duties during summer months as well as provide assistance throughout the academic year.)
1. Provide backup to other department staff as needed.
2. Contact police or custodial staff as needed.
3. Provide lead-level work direction to other clerical staff and student workers as assigned.
4. Order supplies and equipment.
5. May act as recording secretary for committees including posting agendas and minutes.
6. Update and maintain department specific website and social media accounts.
7. Perform related duties as assigned.
Type of Benefits: COMPENSATION: Based on the 2018-2019 classified salary schedule, the starting salary for this position will be $5,483 per month (range 24, step 1), plus a full benefit package which includes employer-paid medical, dental, and vision plans for employee and dependents; $100,000 employee life insurance; other optional coverages; and membership in the California Public Employees' Retirement System (CalPERS).
EDUCATION & EXPERIENCE:
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:
Graduation from an associate degree program and at least three years of progressively responsible administrative support experience, at least one of which was supporting a department head or higher; or an equivalent combination of training and experience. A bachelor's degree is preferred.
IMPORTANT: For work experience, one 'year' is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.
Desirable Qualifications: DESIRABLE QUALIFICATIONS: 1. Experience with the educational environment in general and a college administrative office in particular 2. Experience with budgets and budget tracking practices 3. Experience with effective methods of gathering and presenting data 4. Experience in organizing and planning events, conferences, and large scale activities 5. Expertise in advanced-level computer applications related to instructional functions such as PeopleSoft 6. Demonstrated ability to effectively manage competing priorities 7. Demonstrated ability to deliver exceptional customer service 8. Demonstrated ability to identify, design, and implement efficient systems for operational practices
Licenses and Other Requirements:LICENSES AND OTHER REQUIREMENTS: A valid California driver's license and the ability to maintain insurability under the district's vehicle insurance program. WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES: Lead-level work direction to lower-level staff, student employees and temporary staff. CONTACTS: District administrators, faculty, staff, students and the general public.
Closing Date: 2/19/2019
First Screening Date:
Human Resources Contact Information: firstname.lastname@example.org or 760.795.6854
About MiraCosta College The MiraCosta Community College District is one of California's 114 public community colleges. The district includes the communities of Oceanside, Carlsbad, Encinitas, Cardiff, Olivenhain, Leucadia, Solana Beach, Rancho Santa Fe, Del Mar, Carmel Valley, and parts of Camp Pendleton.
MiraCosta offers undergraduate degrees, university-transfer courses, career-and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities, as well as a Bachelor of Science degree in Biomanufacturing.
The district operates two campus sites and two centers, and offers a robust online education program. The Oceanside Campus, serving approximately 10,500 students, is located on a panoramic 121-acre hilltop site with views of the ocean and mountains. The San Elijo Campus is located in Cardiff, 17 miles south of Oceanside, and attracts more than 3,000 students. The Community Learning Center in downtown Oceanside hosts about 2,500 students in the college's noncredit programs including English as a Second Language, the Adult High School Diploma Program, and other tuition-free, noncredit classes. The Technology Career Institute (TCI) in Carlsbad is part of the colleges Career Education Department. It offers our local community members the opportunity to enhance their lives and their careers with low-cost, hassle-free classes, workshops, and programs, as well as certificate programs to train skilled workers in industries such as high-tech manufacturing, maritime technology, and emerging technologies. The Small Business Development Center (SBDC) located at the TCI provides resources, workshops, and leadership programs for small businesses and serves all of North San Diego and Imperial Counties. The Veterans Business Outreach Center (VBOC), also located at the TCI, provides entrepreneurial development services such as business training, counseling, and mentoring, as well as referrals for eligible veterans and military spouses owning or considering starting a small business enterprise in Santa Barbara, Ventura, Los Angeles, Orange, Riverside, San Bernardino, San Diego and Imperial Counties.
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The MiraCosta Community College District is located in San Diego County along the Southern California coast, between Orange County to the north and the metropolitan area of San Diego to the south. The district is approximately 35 miles north of San Diego and 90 miles south of Los Angeles. The District includes the cities of Oceanside, Carlsbad, Encinitas, Rancho Santa Fe, Solana Beach, Del Mar, the unincorporated areas of La Costa, Olivehain, and portions of Carmel Valley and Camp Pendleton Marine Base.