MIRACOSTA COLLEGE

CLASS TITLE: ADMINISTRATIVE ASSISTANT - BAS

BASIC FUNCTION:Under the direction of the Vice President, Business and Administrative Services, perform highly responsible, complex, and confidential administrative support work, exercising independent judgment in relieving the Vice President of administrative detail; interpret and explain procedures; implement processes to ensure the proper functioning and information flow of the division office; process administrative matters not requiring the immediate attention of the Vice President. Serve as confidential secretary to the Vice President, Business and Administrative Services.

DISTINGUISHING CHARACTERISTICS:Incumbent in this position monitors the accessibility of information to the public as necessary in order to preserve confidentiality; coordinates meetings; facilitates Business and Administrative Services Division program review; provides support for strategic planning processes; assists with Governing Board docket items, contract/agreement projects; updates office manuals; and supports the Vice President, Business and Administrative Services in the areas for which the Vice President is responsible.

REPRESENTATIVE DUTIES:1. Organize, perform, and complete complex administrative support duties for the Vice President

relieving the administrator of a variety of clerical, technical and administrative duties; serve frequently as liaison between the Vice President and the public, staff, and other District or campus officials. (E)

2. Respond to inquiries and requests from faculty and students on a wide variety of program and academic issues requiring the application and interpretation of District/department policies, procedures and program requirements. Research and resolve complaints and problems involving students, faculty and the public. (E)

3. Assist the Vice President in developing schedules related to division activities and services; assemble information; verify accuracy; input or supervise the input of information into the computer. Organize and coordinate the flow of activities through the office in relation to priorities, schedules and deadlines. Update and maintain a variety of confidential files, resource materials, and records related to specific area of assignment. (E)

4. Perform a variety of duties to assist the Vice President in meeting reporting requirements, functional responsibilities and research objectives.

5. Maintain a variety of calendars for the Vice President; coordinate committee and other meetings; review, update and inform the Vice President and others of timelines to assure that timelines are met; prepare and distribute a variety of correspondence, memoranda, flyers, reports, forms, and other materials, including those of a confidential nature; attend meetings and prepare and distribute minutes. (E)

6. Independently research, compile, and analyze data for a variety of internal and external reports; order and maintain office supplies; make travel arrangements and prepare

MIRACOSTA COMMUNITY COLLEGE DISTRICT (E) = Essential job function 6/22/10

Administrative Assistant - BAS 2

reimbursement requests; prepare special reports, grants, and contracts as necessary; gather and prepare budgeting and expenditure data; research and verify information and data and provide advice as appropriate.

7. Compose correspondence independently; communicate information in person or by telephone where judgment, common knowledge and interpretation of policies and regulations are necessary.

8. Remain current concerning problems, situations, and conditions of special interest to the Vice President; exercise independent judgment concerning matters requiring the Vice President's attention to assure timely action.

9. Perform duties related to special projects and services of the division as assigned.

10. Screen and route incoming correspondence and telephone calls, and take action as appropriate. (E)

11. Train and provide work direction to clerical assistants and student workers as necessary.

12. Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:KNOWLEDGE OF:Rules, regulations, laws and policies governing the assigned college division.Office procedures and equipment, including complex and varied filing systems, letter and report writing.District standard software such as word processing, presentation, and scheduling software.District organization, operations, policies and objectives.Interpersonal skills using tact, patience and courtesy.Applicable sections of State Education Code and other applicable laws.Oral and written communication skills.Correct English usage, grammar, spelling, punctuation and vocabulary.Telephone techniques and etiquette.Recordkeeping techniques.Basic math.

ABILITY TO:Maintain confidentiality in matters pertaining to the Vice President, the Division, and the District.Analyze and resolve difficult and sensitive situations.Interpret and apply with good judgment college and division policies, laws, rules and regulations.Exercise good judgment in recognizing scope of authority and exercising care in administrative detail.Reason logically drawing valid conclusions and make appropriate procedural recommendations.Compile information and compose correspondence and reports independently.Type at least 60 words net per minute from clear copy.Meet schedules and timelines.Work independently with discretion.Perform advanced-level functions with district standard software including complex formatting of

documents, and maintain currency.Understand and follow oral and written directions.Make arithmetic calculations quickly and accurately.

MIRACOSTA COMMUNITY COLLEGE DISTRICT(E) = Essential job function 6/22/10

Administrative Assistant - BAS 3

Establish and maintain efficient filing systems and office organization.Establish and maintain cooperative and effective working relationships with others.Communicate effectively both orally and in writing.Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic

and disability issues.

EDUCATION AND EXPERIENCE:Education and experience equivalent to an Associate in Arts degree and two years directly related work experience, including advanced-level computer applications.

LICENSES AND OTHER REQUIREMENTS:Not applicable.

WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:Not applicable.

CONTACTS:Superintendent/President, administrators, management staff, instructors, coworkers, students, consultants, vendors, and the general public.

PHYSICAL EFFORT:Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light lifting and carrying of objects weighing 25 pounds or less; ability to work at computer for extended periods of time, including repetitive use of computer keyboard, mouse or other control devices; ability to travel to a variety of locations on and off campus as needed to conduct district business.

EMOTIONAL EFFORT:Ability to develop and maintain effective working relationships involving appropriate interactions and communications in person, by telephone, e-mail or correspondence with students, staff, faculty and others from diverse backgrounds on a regular, on-going basis. Ability to work effectively under pressure on a variety of tasks concurrently, while meeting establishes deadlines and changing priorities.

WORKING CONDITIONS:Primarily busy executive office environment; subject to frequent contacts and interruptions by individuals in person or by phone; may be required to work at any district location or authorized facility during day and/or evenings hours including occasional weekends on an as-needed basis.

MIRACOSTA COMMUNITY COLLEGE DISTRICT(E) = Essential job function 6/22/10