MIRACOSTA COLLEGE
CLASS TITLE:
ADMINISTRATIVE ASSISTANT – Instructional Services
BASIC FUNCTION:
Under the direction of the Vice President, Instructional Services, perform highly responsible, complex,
and confidential administrative support work, exercise 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, Instructional 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 Instructional 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, Instructional
Services in the areas for which the Vice President is responsible. Incumbent also supports the
Professional Growth and Evaluation Committee in coordinating the fulltime faculty evaluation process.
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
reimbursement requests; prepare special reports, grants, and contracts as necessary; gather
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
6/22/10
ADMINISTRATIVE ASSISTANT – Instructional Services
2
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.
Establish and maintain efficient filing systems and office organization.
Establish and maintain cooperative and effective working relationships with others.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
6/22/10
ADMINISTRATIVE ASSISTANT – Instructional Services
3
Communicate effectively both orally and in writing.
Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic
and disability issues.
EDUCATION AND EXPERIENCE:
Any combination equivalent to an Associate in Arts degree including courses in secretarial science 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