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Admin Assistant V (Student Services)
Home > Administration > Human Resources > Jobs at COC > Job Announcements > Classified > Admin Assistant V (Student Services)
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Admin Assistant V (Student Services)

Home > Administration > Human Resources > Jobs at COC > Job Announcements > Classified > Admin Assistant V (Student Services)

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Position Number: CLA20-362

College of the Canyons
Santa Clarita Community College District

announces an employment opportunity for

Administrative Assistant V (Student Services)

A Full-Time Classified Confidential Position

Review Date: May 25, 2021

This position is a high priority for our District for the 2021-2022 year and is contingent upon continue available district, grant and state funding.

The Santa Clarita Community College District/College of the Canyons is seeking a full-time Administrative Assistant V (Student Services) in the Student Services division.   

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. 

The College and the District

College of the Canyons is part of the Santa Clarita Community College District and is designated as a Hispanic Serving Institution (HSI), enrolling approximately 32,000 students each academic year. College of the Canyons has a diverse student population that reflects our focus on enhancing the educational attainment and economic well-being of the community we proudly serve. Detailed information about our student population, including data related to student success, can be found on the College of Canyons Office of Institutional Research, Planning and Institutional Effectiveness (IRPIE) website. Additionally, College of the Canyons, was recently honored as a 2021 Bellwether College Consortium award winner, was honored in 2018 and 2019 with the Champion of Higher Education award, was ranked #1 in Los Angeles County during 2019 as the best two-year college for adult learners, and is rated #1 in Los Angeles County for completion rates by college-prepared students. It is distinguished as one of the top transfer institutions in Los Angeles County. 

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. 

"BIG PICTURE" RESPONSIBILITY:

Under the direction of the Assistant Superintendent/Vice President, Student Services performs a full range of complex administrative, secretarial and clerical functions in support of the Assistant Superintendent/Vice President.  Plans, coordinates and implements on-going operations and activities to assure the efficient and effective operations of the Student Services departments, including but not limited to, Athletics, Campus Safety, Academic Accommodation Center, Enrollment Services, EOPS/CARE/CalWORKs, National Science Foundation/CREATE Program, and Special Programs.  Performs other related duties as assigned.

Canyons Hall

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. 

  1. Serves as confidential aide and administrative support to the Assistant Superintendent/Vice President, Student Services.
  2. 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.
  3. Serves as the coordinator, for the administrator, for the Canyons Promise program. In the absence of the administrator makes decisions, when appropriate, on matters that require immediate attention. Collaborates with various entities on campus to ensure the program functions within the regulations, including, but not limited to, the Student Business Office, Counseling office, Bookstore, and the Foundation.
  4. Performs routine administrative tasks to maintain calendars, schedules and appointments, transcribing, picking up and distributing incoming and outgoing mail, reviewing and screening incoming correspondence and communications and refers matters to the administrator in order of priority.
  5. Responds to inquiries from office visitors and/or telephone callers; communicates information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary. Prepares required documentation for conference and travel requirements.
  6. 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; updates resource materials and maintains departmental procedure manuals, such as the Emergency Preparedness Plan.
  7. 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.
  8. 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.
  9. 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 review forms and reports for completeness and conformance with established regulations and procedures.
  10. Assists in the development, projections, 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; interacts with others regarding deposits; processes budget/expense transfers; recommends budget revisions. This includes general fund, categorical, and grant funding.
  11. Prepares and monitors purchase requisitions; 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.
  12. Provides support to the Student Grievance process and standing committee meetings such as, Student Conduct; attends meetings, takes notes or records proceedings; prepares and distributes agendas, background materials, and minutes as appropriate.  When required, forms an ad hoc committee to implement new services or programs.  Serves as the initial contact for intake to students and victims involved in violations of campus policy; acts as the Hearing Coordinator for the Student Conduct Committee.
  13. Assures that Board agenda items and supporting documents are developed, prepared, and forwarded within District timelines and legal requirements and guidelines; assures the administrator receives timely notification of Board requests for information or action; assures that the Board receives information and notification of action taken as requested.
  14. Processes information related to hiring/payroll processes for assigned area; completes forms, monitors signature process, and tracks approvals for hiring personnel; prepares payroll forms for assigned staff and student assistants within established timelines.
  15. Prepares, assembles, and maintains confidential employee grievance, mediation and collective bargaining data and materials and assists in collective bargaining issues in support of the Assistant Superintendent/Vice President, Student Services in relation to negotiations for each team in which she\he\they serve.
  16. Processes all communication to and from the administrator and the negotiation teams; performs background research using the Online Collective Bargaining database; creates and sends surveys to other districts and prepare reports based on the responses, online research and district policy and practice.
  17. May attend negotiation sessions, may record and distribute minutes for each negotiation session; prepares closed session materials and open session board items (i.e. re-openers, sunshining action items and contract ratifications) in relation to labor negotiations; prepares article revisions, tentative agreements, MOUs; and prepares final updated version of collective bargaining agreement for ratification by the union and approval by the Board of Trustees.
  18. Assists the administrator with the diversity, equity, and inclusion plans, including the Student Equity and Achievement plan, Call to Action, and other various reports, plans, and objectives.
  19. Ensures proper and timely reproduction and distribution of collective bargaining agreement to the campus community; retains, organizes and maintains the confidentiality of all materials related to the negotiation process; and tracks all time accrued for mandated cost reporting.
  20. Performs other related duties as assigned.

 

MINIMUM QUALIFICATIONS:

Experience:

Five years of general office support in a 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 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.

DEMONSTRATED KNOWLEDGE AND ABILITIES:

Position requires ability to:

  • Demonstrate knowledge of and implementation of diversity, equity, inclusion, and antiracism efforts in an educational setting.
  • Demonstrate experience with guided pathways framework.
  • Demonstrate successful experience linking student services to the community.
  • 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.
  • Understand and carry out oral and written directions.
  • Establish and maintain cooperative working relationships.
  • Assume responsibility and initiative to conduct routine office functions.
  • Compose correspondence independently.  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.

SALARY PLACEMENT

Salary placement will be on Range 16 of Classified Confidential Salary Schedule T ($6,158.00 - $9,242.00 per month). Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($6,158.00 /$6,533.00.00 /$6,901.00 per month) of this 9-step salary range. Step advancement is yearly up to step 7, with advancement to step 8 after two years at step 7. Employee must spend at least two years at Step 8 before moving to Step 9.  

Probationary period for new Confidential employees is one year. Work year is 12 calendar months. The normal workweek for this position is 40 hours. Paid holiday, discretionary, and sick time are provided. Fifteen 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.

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.

PHYSICAL DEMANDS

Position requires sitting and viewing a computer monitor for extended periods of time plus frequent periods of standing and walking, which may include climbing staircases; frequently exerting 10 to 20 pounds of force to lift, carry, push, pull or otherwise move objects; reaching, bending, stooping, kneeling and crawling; handling and working with various materials and objects; dexterity of hands and fingers to operate a computer keyboard and related equipment; hearing and speaking to communicate and provide information to others; vision to read printed material and computer monitor; may be exposed to occasional contact with dissatisfied or abusive individuals; and travel from site-to-site.

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.
  • Position is contingent upon funding and is subject to change.

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. 

Students

ABOUT THE DISTRICT

Innovative. Collaborative. Entrepreneurial. These characteristics not only define College of the Canyons, they are embodied by the faculty, staff and administrators who make this college unique among the 116 California Community Colleges.

Established in 1969, College of the Canyons is among the fastest-growing colleges in California and the nation. It is widely recognized as a model community college for enhancing student access, success and equity. Its completion rates rank among the highest in the state. The college has established a well-deserved reputation for bolstering economic development and offering innovative career technical education responsive to industry needs.

Guided by visionary leadership, the college serves a 367-square-mile area of northern Los Angeles County that includes the dynamic, growing Santa Clarita Valley. A steady influx of new residents and businesses creates a spirit of possibilities that inspires the college to be flexible, creative and attuned to the community’s evolving needs. The growing diversity of the community is mirrored by the college, which qualifies as a Latino-serving institution.

The college’s influence in the community is best illustrated by the dozens of collaborative partnerships it has forged with local school districts, government entities and service organizations. Examples include the Performing Arts Center’s K-12 Arts Education Outreach initiative, which allows thousands of children to experience the arts each year, and Academy of the Canyons, an early/middle college high school at the Valencia campus that is ranked among the top 10 percent of high schools in the nation.

With campuses in Valencia and Canyon Country, the college offers 92 associate degree programs, including 23 associate degree for transfer (AD-T) options, as well as 71 certificate programs. Classes are offered during traditional fall and spring semesters, as well as shorter, intensive summer and winter sessions. Additional educational opportunities exist at the University Center, whose four-year colleges and universities offer approximately 30 bachelor’s, master’s and doctoral degree programs, as well certificate and credential programs.

Because of the college’s commitment to meeting the needs of the community, local voters have approved two bond measures valued at more than $240 million since 2001. The college also secures substantial funds from the state and millions of dollars in grants each year that allow new, cutting-edge programs to be developed and facilities built to accommodate them.

Given its commitment to growth and innovation, College of the Canyons sets a new standard for what a college can achieve. It is a vital cultural, educational and economic force in the region. Join us to discover unexpected possibilities, the freedom to innovate and an opportunity to shape the future.

APPLICATION AND SELECTION PROCESS:

Applicants are encouraged to complete their applications online at https://www.canyons.edu/administration/humanresources/. 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.
  1. Do you possess education equivalent to an Associate 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 not, 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.
  2. Please describe your experience as an 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). Include employer name(s), position title(s), dates of employment, full-time or part-time status (including number of hours per week), your roles and responsibilities. Please provide your total years of full-time equivalent experience in this field.
  3. Please describe your experience working with an administrative database (such as Banner, Colleague, Datatel, or PeopleSoft) or a proprietary system.
  4. Please describe any experience you may have working in an educational institution.
  5. Please describe your experience planning and organizing meetings and other office support functions.
  6. Please describe the types of financial and/or budget reports you have prepared in the past, including how the information was compiled and what the reports were used for.
  7. How has your background and experiences prepared you to be effective in an environment that values diversity?
  8. Why do you want to work at College of the Canyons in this Confidential staff position?
  • 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.
  • 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

https://www.canyons.edu/administration/humanresources/

 

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 College is expecting to conduct initial interviews between the weeks of June 21, 2021 and June 28, 2021 and conduct final interviews between the weeks of June 28, 2021 and July 5, 2021. This is an estimated timeline, and is subject to change.

Position is offered contingent on funding. We reserve the right to withdraw, extend the filing date, reopen, or delay filling this position. Recruitment may continue until the position is filled. This recruitment may be used for future vacancies.

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