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Cabrillo College
  • Position Number: 1443154
  • Location: Aptos, CA
  • Position Type: Human Resources


Administrative Assistant - Human Resources

Cabrillo College

Closing Date/Time: 5/9/2019 11:59 PM Pacific

Salary: See Position Description

Job Type: Full-time

Location:

Department: Human Resources

Employment Opportunity

This full-time (100%), confidential-designated Administrative Assistant position in Human Resources provides varied and complex office administrative assistance to the Director of Human Resources and Labor Relations and associated staff.

In addition, an Administrative Assistant position eligibility pool may be established in order to fill other part-time, full-time, or substitute assignments as needs arise.

The ideal candidate will share Cabrillo's commitment to educating its racially and socioeconomically diverse student population. Cabrillo College serves approximately 11,400 students per term, of which 45.13% are LatinX, 5.26% multi-ethnic, 2.64% Asian, 1.25% African-American, 0.79% Filipino, 0.30% American Indian or Alaskan Native, and 0.18% Pacific Islander as of Fall 2018. At Cabrillo, 56.66% of students are students of color and 54.91% are economically disadvantaged. In 2006, Cabrillo College was designated a Hispanic-Serving Institution, reflecting the great responsibility that the College has to the educational attainment and economic well-being of the surrounding community.

Cabrillo College has a tradition of collegial governance, and staff possess a long history of participatory governance in all levels of decision-making at the college. Cabrillo provides an excellent opportunity to learn, collaborate, create, and make a difference in the lives of its students and community.

Examples of Duties

  • Serves as the liaison between an administrator and students, staff, faculty, community organizations, governmental agencies and others by providing information and assistance regarding various College programs, schedules, procedures and requirements and resolving administrative problems
  • Receives and screens visitors and telephone calls
  • Screens requests and schedules appointments with students, staff, faculty, and others
  • Receives complaints and concerns from faculty, staff, and students and responds appropriately in accordance with College policy
  • Performs a variety of administrative support duties such as coordinating the details of programs such as planning, receiving and directing requests for building maintenance
  • Monitors departmental budget allocations and expenditures, maintains accounting records and prepares financial reports which include grant budget purchase requisitions, initiating journal entries and budget transfers, year end activities, and balancing and reconciling budgets
  • Schedules, arranges, attends meetings, and prepares minutes; including confidential negotiation sessions
  • Researches and compiles a variety of informational materials from sources both inside and outside the office, including material for submission to the Governing Board; serves as custodian of record
  • Drafts, edits, and prepares agenda items for the Governing Board; maintains and updates collective bargaining agreements
  • Assists in the selection of support staff or student assistants
  • Coordinates the work of temporary staff on a project or day-to day basis
  • Opens and sorts mail, compiles pertinent back-up materials and prepares responses
  • Administers, tracks, and coordinates fingerprinting and receipt of Department of Justice/criminal history reports concerning applicants, temporary employees, volunteers, and student employees
  • Operates standard office equipment and various software to produce correspondence and reports such as email, word processing, spreadsheet, and databases
  • Maintains the administrator's schedule
  • Reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage
  • Prepares and/or reviews for accuracy timecards and other personnel documents
  • Organizes and maintains various files which may involve confidential information; purges files as appropriate
  • Sets priorities, and meets critical deadlines
  • Makes travel and lodging reservations
  • Performs related duties as required or assigned


Minimum Qualifications

Education and Experience:

Equivalent to graduation from high school AND three (3) years of experience performing complex office administrative support.

Desirable:

  • Two (2) years of college-level coursework in business or a related field to Human Resources
  • Experience in an educational setting
  • Bilingual/Biliterate in English/Spanish
Knowledge of:
  • Standard office administrative practices and procedures, including filing, and business letter writing
  • Organization and function of an educational institution
  • The terminology and basic principles and concepts of Human Resources and Labor Relations
  • Applicable federal, and state laws, college policies and procedures
  • The operation of standard office equipment, including a computer and various software
  • Correct English usage, including spelling, grammar, punctuation, and vocabulary
  • Recordkeeping and filing principles and practices
  • Basic budgetary principles and standard business mathematics
Ability to:
  • Apply and explain relevant laws, regulations, policies, and procedures
  • Provide varied office administrative assistance to staff
  • Set priorities, meet critical deadlines and follow up on assignments with minimum direction
  • Research, compile and summarize a variety of information
  • Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students and the community
  • Coordinate the work of temporary staff and provide guidance in work procedures
  • Establish and maintain detailed and accurate records and files
  • Operate standard office equipment to produce correspondence, reports, and other written materials using various software
  • Use initiative and judgment within established guidelines
  • Maintain confidentiality of information
  • Maintain the schedule for the administrator
  • Understand and follow oral and written directions
  • Establish and maintain effective working relationships


Additional Information

Salary: *$3,973 to $4,380 per month to start; seven-step schedule to $5,324 per month. Bilingual/Biliterate desired. Full-time (100%) confidential-designated assignment, 12 months per year; Monday through Friday 8:00 a.m. - 5:00 p.m. Confidential-designated employees are required to join the Public Employees' Retirement System (PERS) and as such must contribute up to 7% of their monthly salary to PERS on a pre-tax basis. Position scheduled to begin as soon as possible, pending Governing Board ratification. Salary is subject to proration based on beginning date of assignment.

* Cabrillo College reserves the right at its discretion to hire classified and confidential-designated employees at a higher starting step placement, up to step three, in acknowledgment of an individual's previous job-related work experience. Please note: It is the applicants responsibility to ensure their application materials include the work-related experience they wish to be considered for a higher step placement. The Human Resources department will make their determination based on the information in the application materials received.

Cabrillo College currently provides a generous benefit stipend for employees plus dependents that employees apply towards benefit selections for medical, dental, life, and short-term/long-term disability insurance. Depending on health plan selections, in many cases full-time employee net out-of-pocket for benefit premiums may be $0 or otherwise relatively low. (Employees who work partial contracts will receive a pro rata stipend based on the percentage of assignment.)

Application Process:

EACH APPLICANT MUST SUBMIT:

  1. Completed online Cabrillo College Application
  2. Job-related resume
APPLICANTS ARE ENCOURAGED TO SUBMIT:
  • Documentation such as college transcripts in response to this position's desirable qualifications two (2) years of college-level coursework in business or a related field to Human Resources
**If any of the above materials are not submitted with your application packet, your materials will be deemed incomplete and will not be forwarded to the committee for screening.

Please notify the Human Resources Department if you require any special accommodation(s) in meeting these requirements.

Please Note: To ensure an accurate evaluation of your application materials, please submit information regarding your education, experience, knowledge, and abilities as they relate to the minimum qualifications. When filling out the online application, it is important that you fill out all sections completely. Do not leave blank spaces/sections or note "see resume". When adding attachments, please redact ALL of the following items which appear on any attachment before you submit it: personal photos, social security number, birthplace, birth date, age, and gender.

Selection Procedure: Applications will be reviewed by a search committee, which will determine the applicants to invite for interviews based on appraisal of qualifications as documented by application materials submitted. Meeting the posted requirements does not guarantee an invitation for an interview. Performance exam(s) may be administered

Candidates selected for employment with Cabrillo College must agree to be fingerprinted, provide current tuberculosis screening results, provide proof of eligibility for employment in the United States and present a valid Social Security card upon hire.

Application Deadline: Application and attached required materials must be successfully submitted by 11:59 p.m. on: Thursday, May 9, 2019.

Cabrillo College seeks applications from all qualified individuals. It is the continuing goal of Cabrillo College to hire and retain staff that reflect the rich diversity and cultural heritage of the college district and its student body.

Cabrillo College currently provides a benefit stipend contribution for medical, dental, life and long-term disability insurance for employees and eligible dependents.

Please note: Employee who work part-time contracts will receive a pro rata benefit stipend based on the percentage of assignment.

Confidential employees are required to join the California Public Employee's Retirement System (CalPERS) and as such contribute up to 7% of their monthly salary to CalPERS on a pre-tax basis.



To apply, please visit: https://www.schooljobs.com/careers/cabrilloedu





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