Administrative Assistant - Title V Grant and Grant Office
Salary: See Position Description
Deadline: 6/3/2020 11:59 PM Pacific
Full job description and OFFICIAL application available ONLY at:http://188.8.131.52/counter.php?id=181450
Are you interested in creating an amazing educational environment for students who are part of an equity driven community? Staff at Cabrillo College support quality programs and services to students that promote their diverse and evolving needs as they progress toward their individual educational goals. Come join us in our vision to improve the world, one student at a time!
This full-time Administrative Assistant provides varied and complex office administrative assistance to the Title V Transfer Pathways Grant Director and to the Grants Development Director.
The ideal candidate will share Cabrillo's commitment to educating its racially and socioeconomically diverse student population. Cabrillo College serves approximately 11,400 students per term, of which 44% are LatinX, 5% multi-ethnic, 2.75% Asian, 1.25% African-American, 1% Filipino, 0.25% American Indian or Alaskan Native, and 0.18% Pacific Islander as of Fall 2019. In 2006, Cabrillo College was designated a Hispanic-Serving Institution, reflecting the great responsibility that the College has to the educational attainment and economic well-being of the surrounding community.
As a classified staff member at Cabrillo College, you will join a vibrant community of professionals and educators working together to provide a positive educational environment where our students experience diverse academic and cultural perspectives.
Examples of Duties
• Provides administrative support to an administrative Director or department head; acts as liaison in coordinating calendar and matters between the manager's office and other departments, divisions, students and other constituents; represents the department over the phone, in person and online; provides information and assistance regarding various District programs, schedules, procedures and requirements and handles issues that may require sensitivity and use of tact and independent judgment; researches requests or complaints and refers matters to appropriate staff and/or takes or recommends actions to resolve issues.
• Using standard office software, composes and/or types memoranda, correspondence, reports, agreements, contracts, presentations, spreadsheets, forms and other documents, often of a highly technical and sensitive nature; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, contracts, reports and documents routed for signature are accurate and complete; drafts materials for submission to the Governing Board and committees.
• Creates and maintains tracking systems, spreadsheets and small databases; independently performs research for staff on specific student/department issues and programs; ensures programs and services meet funding guidelines and data tracking requirements, and generates performance reports for District and grant compliance; e.g. assists in the development of supporting materials and documentation for grant proposals and applications.
• Prepares or reviews, submits and tracks requests for payments and purchase orders in accordance with District policies and procedures and funding source requirements; monitors department funding sources and budget usage and prepares requests for budget transfers; responds to requests for additional information from financial support staff; assists with ordering equipment and materials; coordinates full- and part-time staff and faculty payroll administrative processes at the department level.
• Maintains and coordinates a variety of administrator and/or department calendars; makes meeting arrangements including preparing and posting agendas and notices and planning meeting logistics e.g. large-scale professional development events and training; prepares and distributes agendas and supporting documents to appropriate parties; takes and transcribes meeting minutes; prepares and distributes follow-up documentation; may provide administrative support for a committee.
• Coordinates administrative processes for department hiring for faculty, staff, student employees and independent contractor positions including submitting and tracking requisitions, assisting selection committee with materials, and scheduling and preparing contracts/hiring paperwork; tracks time off and other personnel actions.
• Organizes, maintains and updates specialized and technical files, documents and records; creates and maintains electronic and physical filing systems.
• May provide day-to-day lead work guidance and direction to other staff and student aides; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
• Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.
• Tracks, maintains and oversees renewal of a variety of program, facilities, equipment and software contracts and licenses.
• Maintains and updates department web pages, social media and online calendar.
• Represents the District and/or department on a variety of internal and external committees; liaisons with community agencies, business/industry, local government, local high schools, other colleges and academic institutions.
• Provides backup for associated support staff.
• Performs related duties as assigned.
EDUCATION AND EXPERIENCE
A combination of education, experience and training equivalent to:
• Graduation from an associate degree program, AND
• At least two years of journey-level administrative support experience preferably in an academic setting; OR
• An equivalent combination of education, training and experience.
• Additional experience as listed in the qualifications may be substituted for the education on a year-for-year basis up to two years.
• Experience with federal, state grant administration.
• Knowledge of Uniform Grant Guidance and Education Department General Administrative Regulations.
• Modern office practices, procedures and equipment including advanced knowledge of computers and applicable software programs.
• General principles, practices and techniques used in customer service, public relations and community outreach.
• Department goals, objectives, policies, procedures and practices applicable to area of assignment.
• District rules, policies and procedures applicable to department operations.
• Basic research methods and analysis techniques.
• District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
• District payroll and general accounting systems operations, practices and procedures applicable to assignment.
• District policies, procedures and rules regarding budgeting, purchasing and expense reporting.
• Basic grants administration methods and practices.
• Applicable federal, state and local laws, rules and regulations.
• Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
• Safety policies and work practices applicable to the work being performed.
• Basic principles and practices of employee work guidance and direction.
• Applicable Administrative Procedures, Human Resources procedures and collective bargaining agreements.
Skills and Abilities to:
• Communicate information accurately and effectively; understand requests for information or assistance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation.
• Compose clear, concise and comprehensive correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.
• Track and report statistical information utilizing complex spreadsheets and databases.
• Perform mathematical calculations; assist in monitoring departmental budgets.
• Assess work problems, evaluate alternatives and recommend or adopt effective courses of action in accordance with established policies and procedures.
• Set priorities and exercise sound judgment within areas of responsibility.
• Understand, interpret, explain and apply applicable laws, codes, regulations, policies and procedures.
• Communicate effectively, both orally and in writing.
• Understand and follow written and oral instructions.
• Operate a computer and use standard business software.
• Establish and maintain effective working relationships.
• Uphold the District's mission, values and objectives including equity and Guided Pathways.
• Support an inclusive work environment that fosters diversity, respect and engagement.
Additional Information $3,647 to $4,021 per month; maximum initial salary step placement on the classified salary schedule (Download PDF reader) is step 3. Full-time assignment, 12 months per year. Monday through Friday, 8:00 a.m. – 5:00 p.m. with evenings and weekends as required. Position scheduled to begin as soon as possible, pending continued funding and Governing Board ratification. Salary is subject to proration based on beginning date of assignment.
Internal Number: 95786
About Cabrillo College
Cabrillo College empowers students to be effective communicators, critical thinkers, and responsible world citizens. With a commitment to quality and equity, we connect all learners to pathways that propel them from where they are to where they aspire to be, including: academic, personal, and career growth.