Position Number: CLA19-330
Position Number: CLA19-330
College of the Canyons
Santa Clarita Community College District
announces an employment opportunity for
Administrative Assistant V (Chancellor's Office)
A Full-Time Classified Confidential Position
Review Date: January 31, 2020
The Santa Clarita Community College District/College of the Canyons is seeking a full-time Administrative Assistant V with the Chancellor's Office on the Valencia Campus. The ideal candidate will share our college’s commitment to educating the more than 32,000 racially and socioeconomically diverse students we enroll each year. Currently, our student body is approximately 45.4% Latinx/Hispanic, 32.2% White, 6.3% Asian, 5.5% African-American, 4.5% Pacific Islander, 2% multi-ethnic, and less than 1% Native American. The college was designated a Hispanic Serving Institution in 2015, reflecting our focus on enhancing the educational attainment and economic well-being of the community we proudly serve. As one of 20 community colleges in the state selected for the California Guided Pathways Project, we are focused on enhancing equity and implementing policies and practices that help all students achieve successful academic outcomes.
Under the overall supervision of the Special Assistant to the Chancellor and daily
direction from the Lead Office Coordinator, the Administrative Assistant V performs
a wide variety of complex, specialized, and responsible administrative support functions:
- Serves as a coordinator of projects and communication within the Chancellor’s Office;
- Supports the IEPI Grant Initiative;
- Provides confidential support to the Chancellor and works directly with the Board of Trustees, administrators, staff, and the general public;
- Creates drafts of speeches, letters, presentations, memos and other written materials on behalf the Chancellor;
- Develops, recommends, coordinates, initiates, and implements techniques and practices to improve office quality and efficiencies in the Chancellor's Office;
- Undertakes special projects and plans events hosted by the Chancellor as assigned and performs other related duties as assigned.
Knowledge and Abilities:
- Office management and records maintenance practices.
- Principles and procedures of event management and project planning.
- Business writing principles needed to independently compose letters, memos speeches, reports and other written communication.
- Modern office principles, including organizational management, methods and procedures, filing systems, reception and telephone techniques.
- Interpret public agency laws and regulations.
- Learn, interpret, and apply institutional, state, and federal regulations, legal mandates, policies, rules, and guidelines to a variety of operational procedures.
- Learn new ideas, procedures, processes, and computer software quickly and independently.
- Design, develop, implement and monitor efficient, effective quality management systems.
- Create and edit letters, presentations, memos, speeches, reports and other written communication.
- Coordinate events and attend to all details.
- Coordinate multiple projects, set priorities, and meet deadlines.
- Analyze situations accurately and adopt an effective course of action.
- Prepare, review and monitor budget and expenditures.
- Understand and carry out both oral and written instructions.
- Communicate effectively and tactfully in both oral and written form.
- Work independently in absence of supervisor.
- Perform responsible clerical and administrative aide functions.
- Effectively function in a setting with tight deadlines.
- Compile and prepare accurate and comprehensive reports independently or in accordance with general instructions.
- Establish and maintain a variety of complex files and records.
- Type with speed and accuracy using word processing, spreadsheet, desktop publishing 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.
- Apply knowledge of modern office practices and equipment, including record management and filing systems, receptionist and telephone techniques, correspondence and report writing.
- Take and transcribe notes with speed and accuracy.
- Make mathematical calculations with speed and accuracy.
- Understand and carry out oral and written directions.
- Apply knowledge of basic methods and techniques of organization and planning.
- Apply knowledge of proper English usage, grammar, spelling, and punctuation.
- Establish and maintain cooperative working relationships with faculty, staff, donors, and the public.
- Interact with others using tact, patience, courtesy, and effective listening skills.
- Maintain confidentiality when dealing with sensitive and privileged material and information.
- Use common sense in dealing with office situations.
- Anticipate information needed by the Chancellor in order to respond to requests, conduct meetings and complete correspondence.
- Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, staff and the community.
Position requires sitting and viewing a computer monitor for extended periods of time plus frequent periods of standing and walking, which may include climbing staircases; dexterity of hands and fingers to operate a computer keyboard and related equipment; stooping, kneeling, crouching, crawling, twisting/turning, bending at the waist, and reaching in awkward positions; frequently exerting 10 to 20 pounds of force to lift, carry, push or pull or otherwise move objects; hearing and speaking to communicate and provide information to others; vision to read printed material and computer monitor; handling and working with various materials and objects; may be exposed to occasional contact with dissatisfied individuals; and travel from site-to-site.
Salary placement will be on Range 16 of Classified Confidential Salary Schedule T ($6,158.00 - $9,242.00 per month). Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($6,158.00/$6,533.00.00/$6,901.00 per month) of this 9-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.
Probationary period for new Confidential employees is one year. 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.
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.
- 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 support for the Chancellor, providing expertise on a wide and complex variety of administrative and clerical details.
- Attends to special administrative matters assigned by the Chancellor, including matters and/or information that may be of a privileged or sensitive nature.
- Serves as a liaison between the Chancellor and individuals, including Governing Board members, administrators, academic and classified staff, students, legislators, representatives of community agencies, and the general public.
- Relays messages, answers questions, responds to requests, resolves complaints and problems, and refers to District policies and procedures.
- Supports the Chancellor’s involvement in the IEPI Grant Initiative, ensuring timely response to IEPI request letters while maintaining records and support materials for IEPI.
- Responds to questions and requests, in person or on the telephone, from students, faculty, staff, members of the community, college donors and media. Either answers questions, refers to appropriate staff members, or makes appointments with the Chancellor.
- Develops variety of written communications (i.e. formal letters, speeches, memos, newspaper columns, fact sheets, talking points) and presentations, on behalf of the Chancellor for on- and off-campus recipients. Conducts research, gathers and analyzes data from campus and outside sources, composing initial drafts for review by the Chancellor, and copy editing as needed.
- Assists with the planning and preparation of a variety of special and annual events hosted by the Chancellor including but not limited to: Opening Day, Employee Services Awards Luncheons and various other receptions and/or meetings throughout the year.
- Handles special projects as assigned by the Lead Office Coordinator or the Special Assistant to the Chancellor.
- Prepares complex reports and presentations, as well as drafts for speeches, and opening comments, as assigned by the Lead Office Coordinator or the Special Assistant to the Chancellor.
- Works closely with the Lead Office Coordinator and office staff to develop and maintain office protocol and procedures, providing a swift response time for routine office procedures while maintaining the standard of excellence expected of the Chancellor’s Office. Assists with the monitoring and enhancement of the operating environment to ensure optimal performance. Communicates independent decisions within scope of authority.
- Supports the Chancellor’s involvement and leadership roles within the District or with external organizations at the local, state, and national levels by gathering information, compiling data, and assisting with research and preparation of required reports and presentations for the Chancellor's review and approval.
- Assists in the preparation of regular and special reports for State and County offices, administrators and public agencies, gathering required information, compiling statistics and narrative data, and writing reports.
- Maintains various records and prepares reports of office operations, personnel, and equipment as instructed, overseeing the flow, storage and imaging of department documents and media.
- Performs data entry and recordkeeping related to relevant department functions, including information that may be of a privileged or sensitive nature. Performs other computer-input tasks relative to the operation of the department.
- Assists with office bookkeeping, financial and budget activities; ensures expenditures are classified properly, processed and filed accordingly; makes deposits, processes budget transfers, salary account code changes, and other financially related items, and monitors inventory (i.e. orders supplies, materials, and equipment).
- Performs routine office tasks including managing the Chancellor’s calendar, scheduling appointments, transmitting phone messages, accurately transcribing notes from dictation, tracking office inventory, and maintaining a variety of confidential records and files.
- Receives, sorts, reads, routes, and responds to Chancellor's mail as directed, in a timely manner.
- Assists with making travel arrangements for the Chancellor to attend conferences, workshops and other business related travel and follows up by processing travel advances, requests reimbursements and other travel related documents in a timely and accurate manner.
- Attends meetings, prepares agendas, takes and transcribes notes into summary minute form for various meetings of college groups.
- Works with other departments and external agencies in order to coordinate specific activities, special events, meetings and assures the completion of such activities.
- Assists with the monitoring, training, and work direction of short-term employees and/or college assistants, as directed.
- Receives visitors for the Office of the Chancellor and the Board of Trustees. Screens visitors, schedules appointments, and provides accurate pertinent information where judgment, common knowledge, and interpretation of rules, regulations, laws and policies are necessary.
- May assist the Administrative Coordinator to the Board of Trustees in the performance of the duties of that position, as needed.
- Attends professional meetings/conferences to enhance professional development and increase the operational effectiveness of the office.
- Performs other related duties as assigned.
Five (5) years of experience providing executive-level administrative support, or similar experience, preferably in an educational environment.; and
Associate degree from an accredited college or university. Two (2) additional years of related experience in addition to that identified above may be substituted for each year (30 semester units) of the educational requirement.
- Additional college level education.
- Experience in customer service/working with the public
- Extensive use of computer applications: Microsoft Office Suite software (Access, Word, Excel, Outlook, and PowerPoint and any other pertinent presentation applications) and administrative software (Datatel, Banner, PeopleSoft, etc.).
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. Various additional benefit options are available to retired employees.
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) 362-3427.
About the District:
Innovative. Collaborative. Entrepreneurial. These characteristics not only define College of the Canyons, they are embodied by the faculty, staff and administrators who make this college unique among the 115 California Community Colleges.
Established in 1969, College of the Canyons is among the fastest-growing colleges in California and the nation. It is widely recognized as a model community college for enhancing student access, success and equity. Its completion rates rank among the highest in the state. The college has established a well-deserved reputation for bolstering economic development and offering innovative career technical education responsive to industry needs.
Guided by visionary leadership, the college serves a 367-square-mile area of northern Los Angeles County that includes the dynamic, growing Santa Clarita Valley. A steady influx of new residents and businesses creates a spirit of possibilities that inspires the college to be flexible, creative and attuned to the community’s evolving needs. The growing diversity of the community is mirrored by the college, which qualifies as a Latino-serving institution.
The college’s influence in the community is best illustrated by the dozens of collaborative partnerships it has forged with local school districts, government entities and service organizations. Examples include the Performing Arts Center’s K-12 Arts Education Outreach initiative, which allows thousands of children to experience the arts each year, and Academy of the Canyons, an early/middle college high school at the Valencia campus that is ranked among the top 10 percent of high schools in the nation.
With campuses in Valencia and Canyon Country, the college offers 92 associate degree programs, including 23 associate degree for transfer (AD-T) options, as well as 71 certificate programs. Classes are offered during traditional fall and spring semesters, as well as shorter, intensive summer and winter sessions. Additional educational opportunities exist at the University Center, whose four-year colleges and universities offer approximately 30 bachelor’s, master’s, and doctoral degree programs, as well certificate and credential programs.
Because of the college’s commitment to meeting the needs of the community, local voters have approved two bond measures valued at more than $240 million since 2001. The college also secures substantial funds from the state and millions of dollars in grants each year that allow new, cutting-edge programs to be developed and facilities built to accommodate them.
Given its commitment to growth and innovation, College of the Canyons sets a new standard for what a college can achieve. It is a vital cultural, educational and economic force in the region. Join us to discover unexpected possibilities, the freedom to innovate and an opportunity to shape the future.
Application and Selection Process:
Applicants are encouraged to complete their applications online. Please visit our website at http://www.canyons.edu/administration/humanresources. If you require assistance, please call the Human Resources office at (661)362-3427 or for the hearing impaired TTY/TDD Line at (661) 362-5178. 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 form.
- Current 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. Copies of diplomas are not acceptable in lieu of college transcripts. You can submit unofficial copies of transcripts for application purposes. 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.
- Supplemental Questionnaire. Please answer the following questions as part of your application packet.
- Do you possess education equivalent to an Associate’s degree or higher from an accredited college or university? (yes/no) If yes, please provide a legible copy of your college/university transcript in your application packet. Copies of diplomas are not acceptable in lieu of college transcripts.
- Please describe your prior experience providing administrative support at the executive level. Which executive(s) did you support? Please include employer names(s), position title(s), dates of employment, full-time or part-time status (hours per week), your roles and responsibilities. Please provide your total years of full-time equivalent experience in this field.
- Please describe your experience working with an administrative information management software (such as Datatel, Banner, PeopleSoft, etc.). Please provide examples of how you have this software in the workplace.
- Please describe your experience planning, coordinating, and facilitating events.
- Please describe your experience performing research and gathering information for use in a variety of executive documents including reports and presentations for both internal and external audiences.
- Please describe your experiences composing and editing executive level communications (i.e. speeches, memos, correspondence, newspaper columns, talking points, etc.).
- Why do you want to work in this staff position at College of the Canyons?
- Letters of reference are optional.
- 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.
Applicants are encouraged to apply online. If you need assistance with the application process, contact:
Human Resources Office
TTY/TDD (661) 362-5178
Or visit our website at http://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 lieu of the official application form.
The College is expecting to conduct initial interviews during the week of March 2, 2020 and conduct final interviews between the weeks of March 2, 2020 and March 9, 2020. This is an estimated timeline, and is subject to change.
Positions are offered contingent on funding. We reserve the right to withdraw, extend the filing date, reopen, or delay filling this position. Recruitment may continue until the position is filled. This recruitment may be used for future vacancies.
College of the Canyons
26455 Rockwell Canyon Road, Santa Clarita, CA 91355
Redefining Community College since 1969