Location: Valencia,CA, USA
Administrative Assistant V (Student Services)
Salary
$7,566.00 Monthly
Location
Santa Clarita, CA
Job Type
Classified Confidential
Job Number
202400022
Division
Student Services
Department
Student Services
Opening Date
11/01/2024
Closing Date
12/2/2024 11:59 PM Pacific
* Description
* Benefits
* Questions
Description
Two weeks prior to the deadline to submit applications, the diversity of current applicants will be assessed. Upon review, if the pool does not include sufficient diversity at that time, the application window may be extended.
The Santa Clarita Community College District/College of the Canyons is seeking a full-time Administrative Assistant V (Student Services) in the Student Services division.
Salary placement will be on Range 16 of Classified Confidential Salary Schedule T. Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($7,566.00 / $8,027.00 / $8,479.00 per month) of this 11-step salary range. Step advancement is yearly up to step 7, with advancement to step 8 after two years at step 7. Employee must spend at least two years at Step 8 before moving to Step 9, at least two years at Step 9 before moving to Step 10, and at least two years at Step 10 before moving to Step 11.
Probationary period for new Classified Confidential employees is six months. Work year is 12 calendar months. The normal workweek for this position is 40 hours. Paid holiday, discretionary, and sick time are provided. Fifteen vacation days accrue during the first year of employment. A regular work schedule will be assigned, with the ability to occasionally work a flexible schedule as needed with supervisor approval.
Who We Are
The Santa Clarita Community District is committed to achieving educational equity for all students. As presented in our District Strategic Plan, which focuses on Access, Engagement, and Success, Equity, inclusion, and diversity are not goals in themselves, but ideologies embedded in all actions and planning across all departments and functions of our college and its two campuses. These areas of focus demonstrate a resolve to focus on student success and confirm that we are at the forefront of change with integrated planning efforts that both evolve and anticipate the needs of our students. We provide students with a rich and dynamic learning experience that embraces differences - fostering healthy inclusion through inquiry, shared dialogue and reflection to ensure that we promote a sense of community, collegiality and cooperation. When you join our team at the Santa Clarita Community College District, you can expect to be part of an inclusive, creative, flexible, innovative and equity-focused community that engages students, each other, and the community in scholarly inquiry, creative partnerships, and the application of knowledge and success.
Who We Want
We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate must be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students and community partners who share our commitment to closing equity gaps. The Santa Clarita Community College District seeks leaders possessing a strong grounding in academic and student services programs and a thorough understanding of the primary mission of the community college. We seek employees that value mentorship and working in a collegial, collaborative environment, who are conscientious risk takers and transformational leaders guided by a commitment to helping all students achieve their educational goals.
Position Description:
Under the direction of the Assistant Superintendent/Vice President, Student Services performs a full range of complex administrative and clerical functions for the Assistant Superintendent/Vice President. Plans, coordinates, and implements ongoing operations and activities to ensure the efficient and effective operations of the Student Services departments, including but not limited to Student Conduct, Admissions and Records, Financial Aid, Academic Accommodations Center, Empowerment Programs, Student Business Office, Campus Life and Student Engagement, the Basic Needs Center, Counseling, Welcome Center, Onboarding, Canyons Promise, Noncredit Enrollment Services, Student Employment, International Services and Programs, National Science Foundation/CREATE Program, Veterans Resource Center, and other Special Programs. Performs other related duties as assigned.
Example of Duties
Essential Duties:
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.
* Serves as confidential aide and administrative support to the Assistant Superintendent/Vice President, Student Services.
* Serves as liaison between the administrator and the Board of Trustees, President, Vice Presidents, administrative staff, faculty, classified staff, students, representatives of community agencies, and the general public. In the absence of the administrator makes decisions, when appropriate, on matters that require immediate attention.
* Performs tasks including but not limited to maintaining calendars, schedules and appointments, transcribing, picking up and distributing incoming and outgoing mail, reviewing and screening incoming correspondence and communications and refers matters to the administrator in order of priority.
* Responds to inquiries from office visitors and/or telephone callers; communicates information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary. Prepares required documentation for conference and travel requirements.
* Composes, independently or in accordance with general instructions, correspondence concerning a wide range of subjects; reviews, types, duplicates and distributes outgoing correspondence and other materials for consistency with policies, regulations, operational procedures, formatting, grammatical construction and punctuation. Develops, organizes and maintains a variety of complex filing systems; updates resource materials and maintains departmental procedure manuals, such as the Emergency Preparedness Plan.
* Utilizes various computer applications and software packages; enters, updates, corrects and extracts information; maintains and generates reports, graphs and charts from database or network system.
* Assists with the planning and organization of the administrative office support functions; assists administrator in meeting reporting requirements, functional responsibilities, and research objectives; coordinates, oversees, and evaluates the flow of office work and assures that work is performed in a timely and accurate manner; reviews, updates, and informs supervisor of essential timelines; discusses and reviews calendar of events on a regular basis with assigned administrator to assure timely coordination of office activities and status of assigned projects; develops schedules related to department activities and services.
* Collects, researches, compiles, analyzes, verifies, summarizes, records and evaluates information; prepares and distributes narrative, statistical and financial data, recommendations and alternatives as requested; completes reports; verifies and review forms and reports for completeness and conformance with established regulations and procedures.
* Assists in the development, projections, and monitoring of the department budget(s); assists in preparing cost estimates for budget recommendations; assists in submitting justifications for budget items; allocates funds to proper budget codes; monitors and tracks expenditures in a timely manner; provides regular budget reports to administrator for control of expenditures; assists in resolving budget issues and problems; interacts with others regarding deposits; reconciles monthly credit card statements, processes budget/expense transfers; recommends budget revisions. This includes general fund, categorical, and grant funding.
* Prepares and monitors purchase requisitions; recommends expenditures for office equipment, materials, and supplies and assures their timely ordering, receipt, and storage; assures proper functioning of office equipment; monitors, and tracks invoices and other expenditures; and creates, monitors, renews vendor contracts. Review invoices prior to submission for payment processing.
* Provides support to the Student Grievance and Student Conduct process and standing committee meetings such as, Student Conduct Committee and Grade Review Hearings; attends meetings, takes notes or records proceedings; prepares and distributes agendas, background materials, and minutes as appropriate. When required, forms an ad hoc committee to implement new services or programs. Serves as the initial contact for intake to students and victims involved in violations of campus policy; acts as the Hearing Coordinator for the Student Conduct Committee.
* Manages the workflow, processing, and intake forms for the Student Conduct database. Acts as the database administrator for all student-related activity. Responds to faculty, staff, students, and community members for items related to student conduct. Pulls reports, validates activities, and ensures all reporting for student conduct is done in a timely manner.
* Assures that Board agenda items and supporting documents are developed, prepared, and forwarded within District timelines and legal requirements and guidelines; assures the administrator receives timely notification of Board requests for information or action; assures that the Board receives information and notification of action taken as requested.
* Processes information related to hiring/payroll processes for assigned area; completes forms, monitors signature process, and tracks approvals for hiring personnel; prepares payroll forms for assigned staff and student assistants within established timelines.
* Prepares, assembles, and maintains confidential employee grievance, mediation and collective bargaining data and materials and assists in collective bargaining issues in support of the Assistant Superintendent/Vice President, Student Services in relation to negotiations for each team in which shehe hey serve.
* Processes all communication to and from the administrator and the negotiation teams; performs background research using the Online Collective Bargaining database; creates and sends surveys to other districts and prepares reports based on the responses, online research and district policy and practice.
* May attend negotiation sessions, may record and distribute minutes for each negotiation session; prepares closed session materials and open session board items (i.e. re-openers, sunshining action items and contract ratifications) in relation to labor negotiations; prepares article revisions, tentative agreements, MOUs; and prepares final updated version of collective bargaining agreement for ratification by the union and approval by the Board of Trustees.
* Assists the administrator with the diversity, equity, and inclusion plans, including the Student Equity and Achievement plan, Call to Action, and other various reports, plans, and objectives.
* Ensures proper and timely reproduction and distribution of collective bargaining agreement to the campus community; retains, organizes and maintains the confidentiality of all materials related to the negotiation process; and tracks all time accrued for mandated cost reporting.
* Performs other related duties as assigned.
Demonstrated Knowledge and Abilities:
Position requires ability to:
* Demonstrate knowledge of and implementation of diversity, equity, inclusion, and antiracism efforts in an educational setting.
* Demonstrate experience with guided pathways framework.
* Demonstrate successful experience linking student services to the community.
* Demonstrate the ability to manage databases, be detail-oriented, and accurately perform work.
* Type with speed and accuracy using word processing, spreadsheet and other business-related software.
* Work effectively and demonstrate currency of knowledge with computers and other forms of advanced technology utilized in providing high quality services.
* Understand and carry out oral and written directions.
* Establish and maintain cooperative working relationships.
* Assume responsibility and initiative to conduct routine office functions.
* Compose correspondence independently. Apply knowledge of proper English usage, grammar, spelling and punctuation.
* Establish and maintain comprehensive and accurate files and records, and prepare concise and complete reports.
* Learn and interpret policies, rules, regulations and operational procedures including current State and Federal regulations pertaining to the department.
* Organize and prioritize work in anticipation of needs and deadlines. Handle diverse tasks quickly and accurately.
* Apply knowledge of modern office practices and equipment, including record management and filing systems, receptionist and telephone techniques, correspondence and report writing.
* Apply knowledge of basic methods and techniques of organization and planning.
* Take and transcribe notes with speed and accuracy.
* Maintain confidentiality when dealing with sensitive and privileged material and information.
* Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, staffing and the community.
Qualifications and Minimum Requirements
Minimum Requirements:
Experience:
Five years of general office support in a position such as administrative assistant, executive assistant, office manager, office coordinator, etc. including one year of recent experience providing administrative support to a top management position. Experience working in an educational institution is desirable.
Education:
Education equivalent to an Associate's degree (60 semester units) is required. Two additional years of related experience in addition to that identified above may be substituted for one year (30 units) of the education requirement.
Physical Characteristics:
Position is a stationary position and requires use of a computer for extended periods of time plus frequent periods of movement from one area to another, which may include traversing to different floors of a building; operating a computer and related equipment; communicating and providing information to others; working with various materials and objects; frequently exert 10 to 20 pounds of force to move objects; may be exposed to occasional contact with dissatisfied individuals; and travel from site-to-site. In the event of an emergency, employees will be relied upon to serve as emergency workers.
Further Details
District Classified Employee Benefits:
Full-time employees are provided with a diversified program that includes medical, dental and vision insurance including dependent coverage, disability and life insurance as well as Section 125 options. These benefits commence on the first of the month following date of hire. Professional development opportunities are provided to all employees. Educational incentive is available to eligible Classified Represented and Confidential employees.
RETIREMENT: Classified employees contribute to the Public Employees' Retirement System (PERS), a defined benefit retirement plan through the State of California.
Conditions of Employment:
Successful completion of background fingerprint clearance, pre-employment physical examination (disabilities not related to the physical job will not affect the application process) and TB screening.
Proof of eligibility to work in the United States and signing of loyalty oath per government codes 3100-3109.
Meeting applicable eligibility requirements under CalPERS or CalSTRS if you are a current or former member.
Board of Trustees approval.
Official, sealed transcripts are required upon offer of employment.
Equal Employment Opportunity:
Santa Clarita Community College District is an Equal Opportunity Employer.
The Santa Clarita Community College District is committed to employing qualified employees who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide consideration for all qualified candidates. The District does not unlawfully discriminate in providing educational or employment opportunities to any person on the basis of race, color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, and any other status protected by state or federal law or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.
Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Human Resources office directly at (661) ###-####.
About The District:
Access. Engagement. Success.
College of the Canyons serves more than 37,000 students on two campuses in the Santa Clarita Valley, about 30 miles north of downtown Los Angeles. Better known locally as COC, the college excels at both transfer and career preparation, sending thousands of graduates each year to California's top public and private four-year universities, and into high-wage careers in Southern California's fastest-growing industries.
The college has earned numerous regional, state, and national awards for its innovative and collaborative efforts to increase student access, engagement, and success. It was the only California community college to receive the 2024 Carnegie Community Engagement Classification from the American Council on Education and Carnegie Foundation for the Advancement of Teaching. The college is also recognized for its high degree of Hispanic student enrollment and degree achievement, having been named one of the top colleges in the nation for those achievements by The Hispanic Outlook in Higher Education Magazine.
The college takes seriously its mission to foster diversity, equity, and inclusion. With a 48-percent Hispanic student population, it is a federally designated Hispanic-Serving Institution (HSI), as well as an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI).
College of the Canyons is:
* Guided by an elected five-member Board of Trustees composed of former faculty members and students committed to prudent fiscal management and thoughtful policy development.
* Supported by an active Foundation that generates more than $1 million of revenue and awards more than $300,000 in student scholarships each year.
* Recognized as a statewide leader in the development and implementation of OER/ZTC (open educational resources/zero textbook costs) materials, saving students millions of dollars in textbook costs.
* Resourceful, as evidenced by the $16 million in grant revenue generated in the past year.
* Highly regarded in the community, whose residents voted to approve more than $400 million of bond funds in three separate elections since 2001.
* Focused on making higher education more affordable, as evidenced by the Canyons Promise program that provides the first two years of study free for new, full-time students.
The best measure of our success is the achievement of our students. Their accomplishments include:
* Transferring to the top University of California campuses, including Berkeley, Los Angeles, and San Diego.
* Earning national and state academic awards, including Jack Kent Cooke Scholarships, Coca-Cola Leaders of Promise Scholars, and Phi Theta Kappa All California Academic Team honors.
* Winning 39 state championships while competing in 17 intercollegiate sports.
* Designing research projects carried aboard NASA spacecraft.
* Garnering numerous awards in Model UN, Forensics (Communications), and Future Business Leaders of America competitions.
* Achieving a 21 percent median wage increase after completing career education courses.
Those who are selected for positions at College of the Canyons will join a team of accomplished administrators, esteemed educators, and dedicated staff members who are innovative and focused on enhancing people's lives by continually expanding educational access, engagement, and success.
Ready. Set. Grow.
College of the Canyons is poised to continue growing in its ability to expand access to higher education, to enhance student engagement, and to bolster the ongoing success of our students and wider community.
Currently, we are:
* Building an off-site Advanced Technology Center to provide hands-on training in advanced manufacturing, robotics, and welding.
* Renovating the Student Center to create a more welcoming gathering space for students.
* Enhancing the services we offer to students at our Canyon Country campus with the addition of 110,000 square feet of classrooms, labs, and support spaces in the new Takeda Science Center and adjoining Student Services & Learning Resources Center.
* Offering 275 associate degree and certificate programs (and always developing more), including new Allied Health training programs in Occupational Therapy, Physical Therapy, Pharmacy Technology, and Diagnostic Medical Sonography.
* Creating a safe space for students to share their voices and engage in dialog and connection in our new Intercultural Center.
* Hosting world-class entertainers in the Santa Clarita Performing Arts Center at the Valencia campus.
* Offering a wide variety of bachelor's, master's, and doctoral degrees from partner universities at the Dr. Dianne G. Van Hook University Center.
* Bolstering the economic development of our region by raising $2.5 million in external funding to provide customized workforce training for more than 5,100 local employees.
By always working to create new opportunities, focusing on innovation, and embracing dynamic partnerships, we create ongoing success that benefits everyone we serve.
Are You Ready to Join Us?
College of the Canyons is looking for faculty, staff, and administrators who are leaders, innovators, and creators focused on putting the needs of students first. Specifically, we seek those who share our commitment to:
* Teaching and Learning - College of the Canyons values high performance in teaching and learning.
* Respect for All People - We expect students and employees to demonstrate honesty, integrity, social responsibility, and ethical behavior that fosters a college climate characterized by civility, collegiality, and acceptance.
* Partnership with Community - We advance the educational, intellectual, artistic, civic, cultural, and economic aspirations of our surrounding community by actively partnering with more than 100 community schools, colleges, universities, businesses, and government and social agencies.
* Excellence - We set the highest standards for ourselves and support the professional development of faculty, staff, and administrators.
* Creativity and Innovation - We encourage members of the college community to be entrepreneurial, forward-thinking, creative, persistent, spontaneous, and willing to explore new ideas that strengthen our ability to enhance student access, engagement, and success.
Location. Location. Location.
The single college within the Santa Clarita Community College District, College of the Canyons is located in Santa Clarita, the third most populous city in Los Angeles County, and serves a 367-square-mile area in the northern part of the county. The college's two campuses are just a short drive from downtown Los Angeles.
With mild weather and convenient freeway access, the Santa Clarita Valley offers residents and visitors convenient year-round access to what makes Southern California a popular destination. Theme parks, Pacific Ocean beaches, and mountains are nearby, along with the dining, cultural, and sports attractions of Los Angeles, Beverly Hills, Hollywood, and other iconic destinations.
Our service area is a hub of advanced manufacturing, biotechnology, and film production. By redefining the traditional role of community colleges, we have become the training provider of choice for local companies, which count on us to deliver high-quality, cutting-edge training.
APPLICATION AND SELECTION PROCESS:
Applicants are encouraged to complete their applications online. Please visit our website at If you require assistance, please call the Human Resources office at (661) ###-#### or for the hearing-impaired TTY/TDD Line at (661) ###-####. Applicants may check the status of their application online and may expect to be notified within approximately 4 - 5 weeks following the Review Date as to the status of their application.
All application materials must be uploaded online or received in the Human Resources office by the end of the day on the Review Date in order to assure consideration for this position. Postmark is not acceptable for this purpose. Separate application materials must be submitted for each position applied for. Materials submitted become property of the District and will not be returned, copied, or considered for other openings. The Human Resources office is located in the University Center, Suite #360 at 26455 Rockwell Canyon Road, Santa Clarita, CA, 91355.
Your application is not complete until the following required materials have been uploaded online or received by the Human Resources office:
* Online District CLASSIFIED Application.
* Detailed resume, which includes month/year dates of employment and descriptions of responsibilities at each employer.
* Letter of interest (cover letter). In your letter, please address your qualifications and experience as they pertain to the job duties and the abilities section of this announcement.
* Copies of complete and legible college transcripts clearly indicating all college units earned and any degree awarded. You can submit unofficial copies of transcripts for application purposes. Copies of diplomas are not acceptable in lieu of college transcripts. Official, sealed transcripts are required upon offer of employment. Please see our website for the requirements for evaluation of transcripts from foreign colleges or universities.
* Confidential Recruitment Source Information (voluntary survey). This is voluntary and is a part of the online applicant profile, separate from the application.
* Supplemental Questionnaire. Please answer the following questions as part of your application packet.
* Do you possess education equivalent to an Associate's degree (60 semester units) or higher from an accredited institution? If yes, list your degree(s) and please provide a legible copy of your college/university transcript(s) in your online application packet. Copies of diplomas are not acceptable in lieu of college transcripts. If not, and you are using additional years of work experience in lieu of 30 semester units of education, please clearly indicate how you meet the minimum educational requirement through this additional work experience.
* Please describe your experience as an administrative assistant, executive assistant, office manager, office coordinator, etc. including one year of recent experience providing administrative support to a top management position (within the last five years). Include employer names(s), position title(s), dates of employment, full-time or part-time status (including number of hours per week), your roles and responsibilities. Please provide your total years of full-time equivalent experience in this field.
* How tech-savvy are you? Describe your experience with technology related to updating websites, social media platforms, student databases, and office software packages in a professional/workplace environment.
* Please describe any experience you may have working in an educational institution and include in your answer your customer service experience, and the roles you played in serving the public.
* Please describe your experience planning and organizing meetings and other office support functions.
* Please describe the types of financial and/or budget reports you have prepared in the past, including how the information was compiled and what the reports were used for.
* Please describe your ability to work successfully and thrive in a multicultural, diverse environment.
* Why do you want to work at College of the Canyons in this Confidential staff position?
* Letters of reference are optional.
Please note:
* Skills evaluation of candidates for interview may be required.
* Travel and relocation expenses are the responsibility of the applicant.
* Hiring committees review all complete, qualified application packets. Possession of the minimum qualifications does not guarantee an interview.
* Experience generally refers to relevant paid experience. In some instances, unpaid experience may be counted as experience towards meeting the minimum qualifications or requirements for the position only if it entailed responsibilities substantially similar to those of relevant paid positions in the field. It is the applicant's responsibility to provide sufficient information and details to the Human Resources office at the time of submission of their application packet. Details should include the organization, contact name and contact information, start and end dates, hours per week, and a list of relevant unpaid/volunteer duties or responsibilities performed. Not all unpaid experience may qualify. Upon offer of employment, an applicant will be required to obtain written verification(s) of any relevant unpaid/volunteer experience.
* Current COC employees who are applying for this position: Please be aware that materials from your personnel file are not included as part of the application file; therefore, please provide the same requested application materials as any other applicant.
* Please be aware that, should you be considered as a finalist for this position, reference checks will include current supervisor(s).
* Applicants are encouraged to apply online. If you need assistance with the application process, contact:
Human Resources Office
(661) ###-####
TTY/TDD (661) ###-#### or visit our website at
www.canyons.edu/administration/humanresources
It is the applicant's responsibility to ensure that all application materials are fully and correctly submitted. All materials submitted are for this position only and become the property of the District. Materials will not be returned, copied or considered for other openings. Resumes may not be submitted in