Administrative Assistant IV (Workforce and Economic Advancement)

Administrative Assistant IV (Workforce and Economic Advancement) Location Santa Clarita, CA :

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 IV (Workforce and Economic Advancement) in the Workforce and Economic Advancement division. Salary placement will be on Range 35 of Classified Salary Schedule B. Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($6,230.00 / $6,597.00 / $6,979.00 per month) of this 20-step salary range . Probationary period for new Classified Represented 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. Ten 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, Workforce and Economic Advancement (WEA) performs a full range of complex, specialized and responsible administrative and support functions in support of the Vice President. Plans, coordinates and implements on-going operational support duties, to assure the efficient and effective operations of the Workforce and Economic Advancement division. Performs a wide variety of complex, specialized and responsible administrative and clerical functions, many of which are of a confidential nature, as directed by administrator, assisting in the organization and coordination of the staff activities of the division. 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.

• Supports the operational and administrative functions of the WEA division and programs. Also provides support for other Administrators and department staff in the division as directed by the Vice President.
• Serves as confidential aide to the Vice President and provides administrative support to maintain calendars, schedules and appointments, transcribing, picking up and distributing incoming and outgoing mail, reviewing and screening incoming correspondence and communications and referring matters to the administrator in order of priority.
• Serves as liaison between the administrator and the Board of Trustees, Chancellor, Assistant Superintendents, Vice Presidents, administrative staff, academic and 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.
• Serves as the first point of contact for the division and responds to inquiries from email, social media, internal and external office visitors, and telephone callers; communicates information in person, by telephone, or online, where judgment, knowledge, and interpretation of policies and procedures are necessary. Effectively interfaces in difficult situations, assessing problems and suggesting potential solutions to prevent problems from escalating beyond the office.
• Assists with scheduling, programming, and updating digital media maintained by the division, including web pages and marketing materials.
• Assists as needed in the production and distribution of WEA marketing and communications materials to include brochures, fliers, electronic presentations, and informational promotional material for division events and activities. Assists with proof reading, soliciting printing and mailing quotes, and coordinating with outside vendors to ensure projects are completed, and distributed within assigned deadlines.
• Maintains computerized databases and mailing lists to include but not limited to current/previous contracts, business and industry contacts, and state/federal agency point of contacts. Prepares mass mailings and email campaigns as needed.
• Develops and maintains complex spreadsheets necessary for tracking division statistics. Assists in compiling and preparing comprehensive reports and presentations as needed.
• Prepares, coordinates, and tracks all required forms and related documentation for travel for the Vice President and other division staff as directed by the administrator. Makes all travel arrangements as needed.
• 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.
• 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 reviews forms and reports for completeness and conformance with established regulations and procedures.
• Assists in the development 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; processes purchase requisitions and budget/expense transfers; recommends budget revisions.
• Prepares and monitors purchase requisitions and maintains budget and other records using District systems and software for the division. 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; Reviews invoices prior to submission for payment processing; and prepares, executes, tracks and electronically files all contracts, including draft proposals and final signed documents.
• Assists the Vice President with creation and editing of Board agenda items, including the creation, compilation and/or editing of supporting documents. As directed, obtains signatures for contracts, professional service agreements and other documents.
• Assists in the preparation of grant proposals following specific requirements as to format, required sections, forms and budget formats as specified in each unique Request for Application.
• Provides work direction, monitors work schedules, and assists with training for college assistants and short-term employees; completes forms, monitors signature process, and tracks approvals for hiring personnel; prepares payroll forms for assigned staff and student assistants within established timelines, and reconciles college assistant and short-term employees costs to allocated budget.
• Schedules and takes minutes for meetings/committees chaired by Vice President.
• Assists in planning, coordinating and organizing meetings for the WEA division.
• Trains short-term temporary staff as needed and ensures staff members are trained on college and division policies and procedures, database management, basic use of office equipment and another clerical functions in support of the division.
• Assumes responsibility for special projects assigned by the Vice President
• Performs other related duties as assigned.

Demonstrated Knowledge and Abilities: Position requires ability to:

• 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. Utilize with a high level of skill a variety of computer software, including Microsoft Office Suite, including Word, EXCEL, Outlook, and PowerPoint. Learn and use District MIS software and website content management system.
• Monitor commonly used social media platforms and make updates to district accounts
• Learn and apply emerging technologies to perform duties in an efficient, organized and timely manner.
• Provide excellent customer service.
• Understand and carry out oral and written directions.
• Establish and maintain cooperative working relationships.
• Assume responsibility and initiative to conduct routine office functions.
• Compose independently or in accordance with general instructions, correspondence concerning a wide range of subjects requiring thorough knowledge of policies, regulations and operational procedures.
• 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 : Four (4) years of full-time equivalent experience in a general office support 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 (within the last five years). Experience working in workforce education and/or 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) 362-3427. 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 community members 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:

• 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 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)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 .
• 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 an 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 no, 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 prior experience providing administrative office support in a position such as administrative assistant, executive assistant, office manager, office coordinator, etc. including experience providing administrative support to top management position(s). Which position(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 providing clerical/administrative support in the workplace, and how your work supported your manager or department.
• Briefly describe your experience preparing financial and/or budget reports, as well your experience using electronic purchasing systems.
• Describe your proficiency with computer applications and software, such as the Microsoft Office suite, graphic design programs, updating websites and creating social media content in a professional/workplace environment.
• Please describe your ability to work successfully and thrive in a multicultural, diverse environment.
• Why do you want to work in this position at College of the Canyons?

• 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) 362-3427 TTY/TDD (661) 362-5178 or visit our website at 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]]><