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Administrative Assistant III - Kinesiology & Athletics
Category: Other
  • Your pay will be discussed at your interview

Job code: lhw-e0-85476591

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College of Marin

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  Job posted:   Wed Mar 7, 2018
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Administrative Assistant III - Kinesiology & Athletics
***Priority Screening Date: April 3, 2018***
*All application materials must be received by the Priority Screening Date in order to be considered during the initial screening. Applications received after this date may be considered thereafter at the discretion of the college until the position is filled.*
Under the direction of the Director of Kinesiology and Athletics, perform a variety of specialized and complex clerical, and administrative duties that support the goals, objectives and operations of the Kinesiology and Athletics Department; plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for the administrator and department or division.
***Diversity Statement:***
College of Marin strives to embrace diversity in all forms; it strives to be an inclusive community that fosters an open, enlightened and productive environment and demonstrates sensitivity to and respect for a diverse population.
**To Apply: **
Essential Functions:
* Perform a variety of specialized and complex clerical and administrative duties to support the administrator of administrative and clerical details; assure smooth and efficient office operations, and proper and timely completion of projects and activities; plan, coordinate and organize office programs and activities; coordinate flow of communications and information for the administrator and department or division.
* Serve as the primary assistant to the administrator; provide public relations and communication services; initiate and receive telephone calls; take, retrieve and relay messages as needed; respond to requests, complaints and questions, representing the administrator by phone and written communication; schedule and arrange appointments, conferences, meetings, workshops, events and other activities.
* Interface with visitors, including administrators, staff, faculty, students and the public; provide assistance or direct to appropriate staff; evaluate and exercise independent judgment in resolving various issues and conflicts; refer difficult issues to the administrator; interpret and provide technical information concerning division or department operations and related processes, standards, requirements, time lines, laws, rules, regulations, policies and procedures.
* Serve as a liaison and coordinate department or division communications between the administrator and office, and other departments, outside agencies and others regarding division or department activities; provide input to the administrator concerning administrative time lines and priorities; assist the administrator with coordinating department or division personnel, projects and activities.
* Research, compile, evaluate and verify a variety of data and information; compute statistical information and summarize data for various special projects and reports; process and evaluate a variety of forms, applications and paperwork; duplicate, assemble, distribute, collect, verify and assure accuracy and completeness of various documents.
* Coordinate and attend various conferences and meetings as assigned; prepare and send out notices of meetings; compile and prepare agenda items and other required information and materials for meetings, conferences and other events; arrange facilities, services and equipment as needed; take, transcribe and distribute minutes as directed; prepare summaries of actions taken as required.
* Compile information and prepare and maintain a variety of narrative and statistical summaries, records and reports related to programs, projects, students, financial activity and assigned duties; establish and maintain filing systems; prepare mandated reports for use by administrators, Board members, or State and Federal agencies in accordance with established time lines and requirements as assigned.
* Perform a variety of clerical accounting duties in support of assigned activities as required; monitor funds for and update accounts with income and expenditures; assist in assuring expenditures to do not exceed established budget limitations as assigned; calculate, prepare, evaluate and revise accounting and budgetary data; maintain, balance and reconcile assigned accounts and budgets.
* Compose and type, independently or from oral instructions, notes or rough drafts, a variety of materials such as inter-office communications, forms, letters, memos, agendas, reports, newsletters, flyers, applications, notices, bulletins, brochures, course outlines, publications and proposals; compose and type official correspondence, website and notices as assigned.
* Develop, implement and execute special projects/surveys; prepare various forms and reports on behalf of the administrator; attend to administrative details on special matters; monitor and keep the administrator current concerning progress of office projects and activities; assure office activities comply with established time lines and requirements; process and respond to special requests.
* Input and update a variety of data in an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, and generate various computerized lists, reports and documents as required; assure accuracy of input and output data.
* Receive, sort and distribute departmental mail, e-mail, packages and materials as required; compose replies independently as assigned; contact others to request documents as needed; prepare outgoing mail and materials for distribution.
* Review, revise, edit, format and proofread a variety of complex documents and information; review, revise and update college catalogs and curriculum materials as required; receive and transcribe correspondence and reports as assigned.
* Maintain appointment and activity schedules and calendars; make travel and other arrangements for conferences and events; reserve facilities for meetings and other events as needed; compile information for master schedules or event calendars as assigned.
* Train and provide work direction and guidance to student assistants; provide input concerning the selection of employees as needed.
* Communicate with personnel, various outside agencies, students and the public to exchange information and resolve issues or concerns; contact others to requests and verify data, documents and information as needed; establish, maintain and develop partnerships with outside agencies in support of assigned services and activities as required.
* Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.
* Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory.
**Other Duties:**
* Perform related duties as assigned.
Requirements & Desirables:
1. An Associate's and/or Vocational School Degree with study in job related area and four (4) years of related experience, **_or_**
2. Any combination of education and training equivalent to four (4) years of college-level coursework from an accredited institution in a related field and two (2) years of responsible experience working in higher education; **_and_**
3. Demonstrated sensitivity to and an understanding of the diverse academic, socioeconomic, cultural and ethnic backgrounds, abilities and learning styles of community college students and staff.
* Ability to help facilitate operations between Kinesiology/Athletics manager and departmental faculty, staff, students, other district employees, and the public.
* Strong communication and interpersonal skills in order to help facilitate the overall operation of the department.
* Ability to assist manager and department coordinator with updates and maintenance of departmental policies, procedures, program reviews, and/or other related documents, such as updates to athletic team websites and promotional materials, as needed.
* Strong interpersonal and public relations skills for providing information and responding to office visitors, telephone inquiries, and/or via email concerning a wide range of subjects relating to Kinesiology & Athletic programs and activities requiring judgment, knowledge, and interpretation of policies, regulations, and operational procedures.
* Ability to assist with the development, maintenance, and coordination of department annual budgets, including grants and auxiliary budgets and monitors all budget activities, ensures expenditures are classified properly, and notifies managers when expenses may exceed established budgets. Makes deposits and processes budget transfers, account code changes, and other financial related items/forms.
* Ability to assist Athletic Director in ensuring student-athlete eligibility compliance and reporting requirements as per California Community College Athletic Association constitution and bylaws.
* Strong organizational skills and ability to assist in the planning and preparation of all athletic fundraisers, special events, game management or other related activities and/or functions and ability to coordinate departmental functions with other college departments.
* Ability to understand and ensure regulatory compliance of game management for each athletic event and utilize online software program to confirm required game officials to home games.
* Ability to coordinate with Purchasing Department to ensure the submittal and completion of all required district contracts and/or forms for timely processing of payments.
* Ability to coordinate intercollegiate athletics schedules, faculty/staff conferences, all departmental transportation, travel, per diem, reimbursements and any accommodations in a timely and accurate manner.
* Ability to plan, coordinate and complete complex clerical and administrative duties such as compiling all required components of the annual Department of Education Title IX report.
* Ability to enter and assist with the administration of schedules for Kinesiology courses, Adapted Physical Education, Athletics and external users that rent various facilities on two campuses.
* Knowledge of requirements for home and away Athletics events: Transportation, per diem, hosting responsibilities, entry fees, as well as securing officials and other required personnel.
***KNOWLEDGE, SKILLS & ABILITIES (Desirable Attributes & Skills)***
* Terminology, practices and procedures of assigned office
* Department or division organization, operations, policies and objectives
* Policies and objectives of assigned programs and activities
* Applicable laws, codes, regulations, policies and procedures
* Modern office practices, procedures and equipment
* Record-keeping and filing techniques
* Business letter and report writing, editing and proofreading
* Methods, procedures and terminology used in clerical accounting work
* Telephone techniques and etiquette
* College standards and requirements related to assigned department or division and activities
* Correct English usage, grammar, spelling, punctuation and vocabulary
* Interpersonal skills using tact, patience and courtesy
* Operation of a computer and assigned software
* Oral and written communication skills
* Record retrieval and storage systems
* Basic public relations techniques
* Mathematic calculations
* Perform a variety of specialized and complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical details
* Plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for the administrator
* Assure smooth and efficient office operations
* Interpret, apply and explain laws, codes, rules, regulations, policies and procedures
* Perform a variety of clerical accounting duties in support of assigned activities
* Type or input data at an acceptable rate of speed
* Understand and resolve issues, complaints or problems
* Answer telephones and greet the public courteously
* Complete work with many interruptions
* Compile and prepare comprehensive reports concerning a broad spectrum of subject matter
* Compose effective correspondence independently
* Maintain a variety of records, logs and files
* Utilize a computer to input data, maintain automated records and generate computerized reports
* Establish and maintain cooperative and effective working relationships with others
* Meet schedules and time lines
* Work independently with little direction
* Communicate effectively both orally and in writing
* Determine appropriate action within clearly defined guidelines
* Add, subtract, multiply and divide with speed and accuracy
Prior to employment, the selected candidate will be required to complete the following:
1. In accordance with Federal Law all employees must provide proof of eligibility to work in the United States.
2. Criminal Justice/Fingerprint Clearance.
3. California Education Code, Section 87408.6 requires persons employed by a community college in an academic or classified position to submit to a TB risk assessment developed by CDPH and CTCA and, if risk factors are present, an examination to determine that he or she is free of infectious TB; initially upon hire and every four years thereafter.
4. DISASTER SERVICE WORKERS: All Marin Community College District (MCCD) employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the MCCD requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. For more information, please see the MCCD Emergency Operations Plan.
5. Candidates applying for positions with the Marin Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
The following documents must be attached to your application in order to render it complete. Use the Attachment Type indicated in parentheses when making your attachments.
1. Cover Letter _(cover letter)_
2. Resume _(resume)_
3. Transcript conferring Associate's degree or showingwhatever coursework you have completed and are using as the basisfor your application as described in Requirement #2, above._(transcript)_
*NOTE: Unofficial transcripts are acceptable for application purposes, as long as they confer the degree.*
Supplemental & Salary Information:
* Dexterity of hands and fingers to operate a computer keyboard
* Hearing and speaking to exchange information in person and on the telephone
* Sitting and/or standing for extended periods of time
* Seeing to read a variety of materials
* Bending at the waist, kneeling or crouching to file materials
* Reaching overhead, above the shoulders and horizontally
* Generally the job requires 70% sitting, 15% walking and 15% standing
* Office environment
* Constant interruptions
**Campus:** Kentfield
**Full-time Equivalent:** 1.0 Full-time
**Months per Year:** 12
**Work Days/Hours:**
Monday - Friday
9:00am to 5:00pm (half-hour lunch)
7.5 Hours per Day
37.5 Hours per Week
*NOTE: The College is closed on Fridays during the summer period, when the work schedule maychange to Monday through Thursday according to departmental needs.*
Employees in classifications represented by the **California School Employees' Association (CSEA)** Chapter 196 and are required to comply fully with the CSEA/Marin Community College District (MCCD) Collective Bargaining Agreement, including payment of union dues or charitable contributions. General information regarding rights and responsibilities under the Agreement can be found in the Collective Bargaining Agreements section of our Human Resources site. _CSEAemployees are also members of the CaliforniaPublic Employees Retirement System (CalPERS), to which the member contributes 6.5% of his/her reportable compensation on a monthly basis._
**FLSA Status:** Non-exempt
**Salary Grade**: CSEA 120
**Salary Range:**$4,836.00 - $5,330.00 per month (Step 1 to 3). Normal entering step is Step 1.
Please refer to the CSEA Salary Schedule on our Human Resources website for detailed information.
Applications must include the documents listed in the Required Documents section to be rendered complete; incomplete applications will not be accepted. Screening will begin after the priority screening date. Applicants selected to interview will be contacted to schedule an interview appointment with the screening committee; however, applicants will be notified of their status, either way, following the screening. Candidates forwarded by the committee following the first interview may be invited for a second interview. Regrettably, College of Marin is not able to offer reimbursement for travel to interviews at this time.
*Job Title:* Administrative Assistant III - Kinesiology & Athletics
*Closing Date/Time:* Continuous
*Salary:* See Position Description
*Job Type:* Full-time
*Location:* Kentfield & Indian Valley (Novato) Campuses, California

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