Administrative Assistant (Temporary Assignment)

Salary: $27.18 Hourly

Job Type: Classified

Job Number: Provisional-088

Location: Moorpark College (Moorpark CA), CA

Department: MC – President

Closing: Continuous

Description

This recruitment is being conducted to fill a temporary assignment and not being conducted to establish an eligibility list from which regular appointments will be made, as such this recruitment may close at any time. Employees hired in this capacity are considered at will and do not accrue property interest in the assignment and are not eligible for benefits.

There is currently one temporary position located at Moorpark College. This pool will remain open until the temporary vacancy has been filled.

This Administrative Assistant position will report to the Director of Institutional Advancement and Community Relations at Moorpark College. Besides the basic administrative duties, further information on what will be required in this temporary position is listed below.

This position has a 75% focus on event planning, management and follow up. The events are planned around college programs, business, and community relations. They are not parties. The process is serious and requires the development of strong working relationships with multiple campus departments, and the ability to work with cumbersome internal processes. Outreach requires comfort with phone calls and follow up (donors/community leaders/elected officials/alumni). There are meetings of every type (in person/ zoom/ phone) every day. All day. There is a comprehensive data base to track all this activity, which must be updated as things are taking place. This job requires consistent attention to detail. Currently, we are hosting two or more in person events per month and 4 or more meetings per month that take place either before 8 a.m., after 5 p.m. (M-F) and/or on weekends. The person in this position must be able to attend these functions and manage their calendar to keep overtime to a minimum.

Daily tasks include the following:

Negotiating with caterers and other event vendors

Developing and forwarding emails and event related messages

Following up on requests from other departments and external partners

Following up regarding marketing efforts

Chrome river

Banner/ budget

PO’s

Correspondence

Organizing tours

Calendar invites – ensuring that appropriate faculty/staff are included

ADA compliance for all campus wide correspondence

Interfacing with Director’s calendar

Organizing a myriad of meetings

Develop mailing lists for a variety of events and event follow up

Managing the data base and data base input

This pool may also be used to fill temporary vacancies at the District Administrative Center, Oxnard College, and Ventura College.

WHAT YOU’LL DO:

Under the general supervision of an assigned supervisor, perform a wide variety of administrative support and clerical duties to relieve an administrator of a variety of administrative details.

Representative Duties

Serve as liaison between assigned office and the general public, staff, and outside groups and agencies; provide general and specialized information and assistance that requires the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures as appropriate; refer callers and/or complaints to appropriate staff for assistance as needed and/or takes or recommends actions to resolve the complaint. E

Coordinate committee and staff meetings; take, transcribe, and distribute meeting minutes; prepare and assemble agenda materials. E

Collect and compile statistical and financial data and other information for inclusion into special and periodic reports; prepare routine administrative reports. E

Compose a variety of documents and forms including reports, correspondence, memoranda, meeting agendas, legal documents, and other specialized materials from rough draft, dictation, modified standard formats, and brief verbal instructions. E

Develop and revise charts, graphs, flowcharts, worksheets, booklets, reports, informational materials, and forms using word processing software; post documents and information as appropriate. E

Manage the calendar of an administrator; keep the administrator informed of appointments, priorities, and deadlines through multiple channels and in a timely and efficient manner. E

Design and produce newsletters, brochures, technical handouts, and other specialized documents using desktop publishing software and other computer applications. E

Proofread, verify, and review a variety of materials and reports for accuracy, and completeness; ensure materials are accurate and complete. E

Coordinate travel arrangements; type itineraries, request travel advances, compile expense reports, and process conference reimbursement and other requests. E

Receive, open, and distribute correspondence and email; identify and refer matters as appropriate. E

Assist in assembling and preparing the annual department budget and contracts; monitor expenditures against budget; prepare purchase requisitions and requests for payment. E

Monitor inventories of supplies and materials; prepare purchase requisitions and requests for payment. E

Maintain calendar of activities, meetings, and various events for assigned staff; coordinate activities and meetings with multiple departments, the public, and outside agencies. E

Monitor and update the district website to ensure data and information presented is up-to-date and easy to comprehend. E

Provide training, work direction, and guidance to others as assigned. E

Work collaboratively and professionally with faculty, staff, students, and stakeholders from diverse academic, socioeconomic, cultural, disability, gender identity, and ethnic communities. E

Demonstrate cultural humility, sensitivity, and equity-mindedness in working with individuals from diverse communities; model inclusive behaviors; and achieve equity in assignment-related outcomes. E

Perform related duties as assigned.

E = Essential duties

Minimum Qualifications

Any combination equivalent to:

Education: An associate degree, preferably with coursework in office technologies, business communication, or English.

Experience: Three years of clerical or administrative support experience.

To apply, please visit https://www.schooljobs.com/careers/vcccd/jobs/5284247/administrative-assistant-temporary-assignment

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