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Administrative Secretary - Research, Planning and Institutional Effectiveness
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Position Number: 1210186
Location: Oceanside, CA
Position Type: Development and Fund Raising

Administrative Secretary - Research, Planning and Institutional Effectiveness

MiraCosta College

To view the full job posting and apply for this position, go to: https://jobs.miracosta.edu

Discipline or Department: Any

Position Type: Staff/Classified

Hourly Rate or Monthly Salary: Starting $5,236.25 per month

Working Hours: One regular, full-time, grant funded position, 40 hours per week, 12 months per year on the Oceanside campus. This position is currently funded through June 2022. Continued employment in this position is contingent upon availability of funding and satisfactory performance in accordance with district standards. The work schedule will be Monday through Friday, 8:00 am - 5:00 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:
If you have not previously passed the MiraCosta College Secretarial In-Basket Test, you are expected to be present on Friday, May 18, 2018, 2:30 - 4:00 p.m. to take the test. The test will not be given at any other time. Failure to take the test at the appointed time and place will eliminate you from the applicant pool. The test will be held in rooms 3608 and 3609 on the Oceanside campus at One Barnard Drive, Oceanside, CA, 92056. The test will begin promptly at 2:30 p.m. No one arriving after 2:30 p.m. will be admitted. Please call 760.795.6854 if you have any questions.
NOTE: A visitor parking permit is required and can be obtained at the Parking Office, Bldg. 1100.

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 you meet the desirable qualifications and the representative duties.

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 above. 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 postsecondary 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 anywhere outside of the United States, you must submit a detailed evaluation from a professional evaluation agency. A partial list of agencies can be found at 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.

5. Keyboarding test results for 60 net words per minute. Self-administered online test results are acceptable. Official certificates are not required. Copy of results (certificate or screen shot) from administering site must clearly state your name, net words per minute and name of the source used for the keyboarding/typing test. Please review this document after you have attached it to your application. 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."

- Have you previously taken the Secretarial In-Basket Test at MiraCosta College?

- If you have previously taken the Secretarial In-Basket Test at MiraCosta College, please list the approximate date that you took the test. If you have not previously taken the test, please enter N/A.

- I understand that if I have not previously taken and passed the Secretarial In-Basket Test at MiraCosta College, I am expected to take the test on Friday, May 18, 2018, 2:30 - 4:00 p.m., in Rooms 3608 and 3609 on the Oceanside campus at One Barnard Drive, Oceanside, CA 92056. No other notice will be given.

The screening and interview committee will review application materials for up to three to four 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 days prior to the closing date.

Retired STRS members are not eligible for these position.

Basic Function and Other Details:
Under the direction of the Dean of Research, Planning, and Institutional Effectiveness perform a wide variety of specialized, technical and responsible secretarial and administrative assistance duties.

Representative Duties:
1. Organize and manage the day-to-day activities of assigned department(s) and/or program(s) to ensure efficient and effective District program and office operations; coordinate communications; assist administrator(s) with administrative matters; and resolve conflicts.

2. Perform a variety of duties and assignments which require the use of independent judgment; interpret and apply a wide range of policies and procedures in support of functions delegated to assigned administrator(s). (E)

3. Create, prepare and maintain correspondence and information independently or from oral/written instructions. Such correspondence and information may include a variety of materials (i.e., reports, surveys, forms, charts, budget sheets, memoranda, flyers, brochures and web pages), including documents of a confidential nature. (E)

4. When applicable, assist administrator(s) in the development of class schedules and the contractual confirmation of full-time and associate faculty.

5. Coordinate and assist with activities and special events in support of administrators, staff, students, the public and other District officials; research, obtain and provide information to assist with the implementation of projects, activities and special events.

6. Generate and track faculty/staff personnel requisitions; answer questions regarding pay of stipends, extra hours, etc.

7. Initiate and answer telephone calls; screen and direct calls and visitors to appropriate personnel; schedule and confirm appointments. Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations. (E)

8. Maintain a variety of files and records, including some that are confidential in nature. Compile difficult and complex statistical and narrative reports from a variety of sources; prepare, duplicate and collate materials; review, check, correct and compile a variety information; verify data for accuracy, completeness and compliance with established procedures. (E)

9. Maintain current budget information for assigned administrator(s), grant and special projects; monitor budget expenditures; assist in budget preparations; process purchase requisitions, open purchase orders, standing orders and invoice payments. (E)

10. Schedule meetings and appointments for assigned administrator(s); prepare agenda items for meetings; maintain records, attend meetings, take notes and prepare minutes for distribution to appropriate personnel as needed. (E)

11. Receive, open and route mail; order, issue and maintain department supplies and forms. Order and disburse a variety of materials to other departments, faculty, students and the community.

12. May provide training and work direction to student assistants, hourly personnel and others as assigned.

13. Perform related duties as assigned.

Type of Benefits:
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).

Minimum Qualifications:
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

1. Associate of Arts degree or the equivalent.
(To view MiraCosta College's equivalency guidelines for classified positions go to http://www.miracosta.edu/administrative/hr/downloads/Equivalency_Guidelines_for_Classifie d_Positions.pdf.)

2. Two (2) years of related work experience.
(IMPORTANT: For work experience, one "year" is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours)

3. Passing score on the MiraCosta College Secretarial In-Basket Test (see details regarding the test location and time in the "Application Procedure" section).

4. Ability to type/keyboard 60 net words per minute.

Desirable Qualifications:
1. Previous experience working with enterprise resource planning (ERP) systems (such as Peoplesoft or Banner), spreadsheet applications, and web-based software. 2. Previous experience in creating and maintaining webpages.

Licenses and Other Requirements:

Closing Date: 5-16-2018

First Screening Date:

Human Resources Contact Information:
jobs@miracosta.edu 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.