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Administrative Assistant II - Facilities & Operations
Administrative Assistant II - Facilities & Operations
Salary: $50,268.00 - $62,868.00 Annually
Job Type: Full-time, Permanent
Job Number: 2023-CLASS-AAIIMO
Closing: 4/30/2023 11:59 PM Pacific
Location: Ukiah, CA
Department: Maintenance and Operations
DESCRIPTION
Mendocino-Lake Community College District is currently accepting applications for an Administrative Assistant II for Facilities & Operations.
Facilities & Operations is seeking a self-motivated, engaged, organized team player to support the functions of all facilities, grounds, custodial, security, events and emergency operations at Mendocino College. Prior experience with campus operations is not required, but a welcome knowledge base to start this exciting career path. If you have an interest in providing administrative support while working in a dynamic student centered setting- we look forward to seeing your application!
This is a full-time, Classified position. We are seeking an equity-minded person who is committed to supporting our diverse student population and the District Mission. Please review our District Mission, Goals, and Values at the following website: MLCCD - Mission, Vision, Goals
The anticipated work schedule for this position is Monday - Friday, 7:30 a.m. - 3:30 p.m.
Successful candidate is anticipated to start on or before August 1, 2023.
We recommend downloading this job announcement as you prepare your application materials for submission. Incomplete applications will not be forwarded to the screening committee.
APPLICATION PROCEDURE
Through this online portal submit the following documents:
- Please provide a response to the following question (not to exceed 1 page):
- Tell us about one or two specific things that you have done to promote diversity, equity and/or inclusion in your current (or last) job or in your community?
- Completed online application
- Resume
- A letter of interest that succinctly addresses how your experience and professional qualifications prepare you for this position
- Copy of Transcripts (if applicable)
- Contact Information for 3 professional references (no letters please)
SALARY AND BENEFITS
Salary Range (25): The monthly salary range is $4,189 - $5,239. There are five annual step movements; initial placement will be at step 1, unless approved by the Superintendent/President. Please see the current salary schedule here: MLCCD - Salary Schedule
Benefits: With no monthly premium contribution from the employee, we offer a comprehensive benefits package that includes family medical, dental, vision, EAP benefits and employee life insurance. Additional voluntary life insurance is available for employee purchase. Benefits are effective the first of the month following hire date.
Holidays and Paid Time Off: The successful candidate will earn twelve (12) days of vacation and twelve (12) days of sick leave per year. Vacation leave increases with the length of service. There are twenty (20) paid holidays annually.
Retirement: This position is eligible for CalPERS Retirement.
REPRESENTATIVE DUTIES
The successful candidate will support student and institutional success by executing the following duties:
This full-time, 12 month per year position, under direction of the Director of Facilities Planning, Operations & Sustainability, provides administrative assistance and office support; serves as liaison between administrator and the faculty, staff, students, and public; coordinates and performs specialized technical tasks; provides budget and other recordkeeping and reporting.
GENERAL DUTIES
Assists with administrative matters; organizes office activities; maintains and monitors schedules related to office functions; independently performs a wide variety of duties which support the functions assigned to the administrator; coordinates activities/events.
Serves as liaison between the administrator and faculty, staff, students and the public; establishes and maintains positive staff and public relations; maintains confidentiality and exercises discretion.
Receives and screens visitors and telephone calls, referring to others as appropriate; takes and forwards messages.
Provides information and assistance regarding District programs, policies, procedures, rules and regulations; resolves questions and issues; interprets and applies rules and regulations as appropriate; assists students, staff, and others with the completion of forms and documents.
Coordinates and performs specialized, technical tasks for the administrator such as:
- Distance and Contract Education
- Scholarship program; works directly with donors and students; prepares scholarship announcements, other information and reports; maintains related records.
Assists in the preparation of a variety of annual program review and division budget requests; performs budget recordkeeping and monitors expenditures; prepares related reports.
Prepares, reviews, maintains and distributes a wide variety of reports, forms, applications, lists, instructional materials, requisitions, schedules, fliers, calendars, manuals, handbooks, announcements, handouts and other documents; assures that information is accurate and district policies and procedures are met.
Composes and prepares correspondence, arranges and schedules meetings and appointments; makes travel arrangements; prepares agenda items for meetings; takes and transcribes meeting notes; distributes to appropriate personnel.
Maintains records and files; establishes and maintains filing systems; orders, receives and maintains an inventory of office supplies and other materials; opens and distributes mail.
Operates a variety of office equipment including computers and related Microsoft Office software, calculator, copier, etc. and others specific to the department.
Trains and provides work direction to others as assigned; attends meetings and workshops as directed; performs other related duties as assigned.
PROGRAM DUTIES
Receives and screens vendors, referring to other as appropriate.
Using software, schedules rooms/spaces for campus and outside events
Receives and responds to emails and telephone calls regarding maintenance, custodial, grounds, security and event requests/issues
Maintains good working relationships with contractors, suppliers and regulatory agencies
Prepares and maintains information/documents regarding utility usage
Maintains Facilities Department information on the college website
Assists in the preparation of work orders
Prepares agenda items and takes meeting notes for the Facilities & Safety Committee
Serves as the initial point of contact for the Facilities Office; facilitating receiving, screening and directing contractors, vendors, students and visitors to the appropriate project, office, program, department and/or individual.
Performs a variety of administrative support duties; including tracking of budget expenses for a large number of funding sources, assists in the completion of required program reports, organizes and reviews contracts from third-party partners, facilitates the requisition process for multiple transactions, among others.
Attends/hosts regular event planning meetings and coordinate necessary stakeholder engagement to ensure the smooth operation of campus events. Ensures all insurance requirements and paperwork is in order for outside use of campus facilities
Maintains annual compliance calendars including, but no limited to: elevator permits, backflow inspections, air quality control, and ensures administrative compliance with associated regulatory agencies
Supports the Director of Facilities Planning, Operations & Sustainability in bid preparations, awards and contract tracking and verification and close outs
Supports the Director of Facilities Planning, Operations & Sustainability in construction administration ensuring contractors and vendors are paid on time necessary tracking is completed
Provides information and assistance to faculty, staff, students, and the public regarding Facility Use and Events policies, procedures, rules, regulations, documents and forms; resolves questions and issues.
Maintains computerized schedules and records; performs data entry.
Assist in the execution of campus events and activities such as: Special presentations, commencement, among others; may be required to work with faculty, staff, students, schools, colleges, universities, and community agencies in the execution of these events.
Coordinates and performs specialized tasks which support Custodial Supervisor and Maintenance Supervisor as well as the personnel in Security, Maintenance, Grounds and Emergency Operations.
Uses a variety of software and information systems for in-person and virtual/remote services, including Microsoft Office (especially Word and Excel), Event Scheduling.
May work during evening and weekend hours.
Other duties as assigned
WORKING CONDITIONS
Office environment; subject to interruptions and distractions.
Physical demands include sitting, standing, reaching, bending, walking, and light lifting.
QUALIFICATIONS
PREFERRED QUALIFICATIONS:
AA/AS Degree
Construction administration and support
KNOWLEDGE OF:
Modern office practices, procedures, and equipment
Word processing, spread sheet, and database software
Computer applications and data entry techniques
Recordkeeping techniques
Correct English usage, grammar, spelling, punctuation, vocabulary, and basic arithmetic
Interpersonal skills using tact, patience, and courtesy
Reception and telephone techniques and etiquette
Verbal and written communication skills
ABILITY TO:
Plan, schedule and provide administrative assistance, office support and specialized technical tasks
Learn, interpret, apply, and explain related district laws, policies, procedures, rules, regulations
Organize, coordinate, and oversee office activities
Accurately maintain a wide variety of complex and computerized files, records, and logs including financial and statistical data
Collect and analyze information and make recommendations
Compose and prepare correspondence and other communications
Prepare narrative, financial, and statistical reports and related materials
Provide budget recordkeeping and reports
Record and prepare meeting notes
Multi-task; plan, organize, prioritize, and schedule work
Meet schedules and timelines
Complete work with interruptions and distractions
Analyze situations accurately and take effective action
Carry out assignments without detailed instruction
Exercise initiative and independent judgment
Establish and maintain cooperative and effective working relationships with others
Deal effectively with a wide variety of personalities in situations using sound judgment
Train and provide work direction to others as assigned
Work confidentially with discretion
Follow verbal and written directions
Work independently with little direction
Communicate effectively both verbally and in writing
Occasionally work flexible hours including evenings and weekends
Operate a variety of office equipment including a computer terminal, microcomputer and wordprocessing, spreadsheet and database software, typewriter, calculator, copier, and others as applicable
PHYSICAL ABILITY TO:
Physical demands include sitting, standing, reaching, bending, walking, and light lifting.
ADDITIONAL INFORMATION
IMPORTANT NOTES REGARDING APPLICATION PROCEDURE
All application materials must be received by 11:59 pm on the closing date indicated above
Only completed applications with the above required documents will be reviewed by the committee
Application materials not required (including reference letters) for this position will not be reviewed
Remove personally identifiable information such as personal photos, social security number, birth date, age, and gender from your application materials.
Expenses related to the recruitment process are the responsibility of the applicant
Incomplete application packets will not be accepted
Interviews are by invitation only
The college does not reimburse applicants for related travel expenses
SELECTION PROCEDURE
A search committee will review and invite applicants for an interview. Meeting the posted requirements does not guarantee an interview. A written performance exercise and/or presentation may be a part of the interview, and finalists may be invited to return for a second interview. All notifications will be via email, and by accessing your application profile.
CONDITIONS OF EMPLOYMENT(Prior to beginning employment)
- In accordance with Federal Law all employees must provide proof of eligibility to work in the United States;
- Must be fingerprinted through DOJ and FBI and have background clearance; and Must take a TB test (once hired and every four years thereafter).
- Within 6 months of employment, must complete required District trainings such as Sexual Harassment Prevention.
The Mendocino-Lake Community College District is committed to employing qualified administrators, faculty, and staff members who are dedicated to student success and to recruiting and hiring persons from diverse backgrounds. Diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for all students including first generation students, underrepresented students, and students of color. The District strives to employ and retain faculty, staff and administrative personnel who promote a positive learning environment and are well prepared to serve our increasingly diverse student population.
Mendocino College takes active steps to ensure equal employment opportunity and to create a diverse work and academic environment that is welcoming and inclusive for all.
Mendocino-Lake Community College District is an Equal Opportunity Employer
EEO STATEMENT
Mendocino College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. Mendocino College does not discriminate on the basis of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, genetic conditions, pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy or childbirth), military or veteran status. Mendocino College also prohibits harassment on any of these bases, including sexual harassment, as well as sexual assault, domestic violence, dating violence, and stalking.
ACCOMMODATIONS
Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources no later than 72 hours prior to the closing date. Human Resources can be contacted at (707) 468-3065 or via email at HRRecruiting@mendocino.edu.
ABOUT OUR COLLEGE
Established in 1973, Mendocino College, a Hispanic Serving Institution, is a vibrant and inclusive academic community, rich in culture, creativity, diversity, and technology. A fully accredited two- year community college, the District serves more than 6,500 students across four locations in the greater parts of Lake and Mendocino Counties. Complete with a friendly small-campus academic setting and a respectfully collaborative work environment, Mendocino College prepares students for a future of innovation and success.
The beautifully landscaped main campus is located in Ukiah, California. With views of oak- covered hills, sprawling vineyards, and distant mountains, the 127-acre campus is equipped with a state-of-the-art Library/Learning Center, high-tech Nursing Facility, and Student Center. The college operates three fully equipped centers in Fort Bragg, Lakeport, and Willits, conveniently providing our valued students with quality instruction, academic support and administrative services in neighboring communities.
With a comprehensive curriculum and engaging instruction, Mendocino College provides a wide variety of degree, certificate, transfer, occupational, and basic skills programs. Mendocino College students learn in a nurturing and supportive environment enhanced by small-sized classes, personalized academic advising, and several hundred dedicated faculty and staff.
ABOUT OUR COMMUNITIES
Mendocino and Lake Counties include some of California's most picturesque landscape. Because of the geographic location, climate, and natural beauty, Mendocino and Lake Counties attract many visitors. Agriculture, timber, and tourism industries form the economic base of the area with some light manufacturing. Mendocino and Lake Counties have a long and colorful history as a premium grape-growing region within the state's famous North Coast wine country. A relaxed and friendly lifestyle is characteristic of our communities. Recreational opportunities abound for water skiing, swimming, fishing, boating, sailing, camping, hiking, tennis, and golf.
Check out the local visitor guides to find out more: https://www.visitmendocino.com/ & https://www.lakecounty.com/
Mendocino College welcomes applications from all qualified candidates who demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of our community college students.
To apply, visit https://www.schooljobs.com/careers/mendocinoedu/jobs/3965861/administrative-assistant-ii-facilities-operations
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