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Administrative Assistant II (IRPIE)
Home > Administration > Human Resources > Jobs at COC > Job Announcements > Classified > Administrative Assistant II (IRPIE)
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Administrative Assistant II (IRPIE)

Home > Administration > Human Resources > Jobs at COC > Job Announcements > Classified > Administrative Assistant II (IRPIE)

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Position Number: CLA20-343

College of the Canyons
Santa Clarita Community College District

announces an employment opportunity for

Administrative Assistant II (IRPIE)

A Full-Time Classified Represented Position

Review Date: May 26, 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 II (Institutional Research, Planning, and Institutional Effectiveness) in the Institutional Research, Planning and Institutional Effectiveness (IRPIE) office, a part of the Institutional Development 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 direction of the Associate Vice President, Institutional Research, Planning, & Institutional Effectiveness (IRPIE), this Administrative Assistant performs a wide variety of complex, specialized, and responsible clerical and office administrative functions for the IRPIE office, including assistance with Student Equity/categorical fund management. This position relieves the Associate Vice President of a substantial amount of administrative and clerical detail and provides support to the IRPIE office and all activities associated with the Institutional Effectiveness & Inclusive Excellence (IE)2 committee and “Canyons Completes.” 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 administrative aide and clerical support to the Associate Vice President, IRPIE.
  2. Assists with the planning, management, organization, and oversight of Canyons Completes-related work and activities associated with the Institutional Effectiveness & Inclusive Excellence (IE)2 committee and Guided Pathways. Serves as a resource to IRPIE staff and provides support for all IRPIE inquiries.
  3. Distributes, prepares and reviews correspondence independently or in accordance with general instructions concerning a wide range of subjects requiring a thorough knowledge of IRPIE activities, reports, district policies, regulations and operational procedures.
  4. Performs routine administrative/clerical tasks such as answering and redirecting inquiries, maintaining office and shared campus calendar, scheduling appointments, arranging meetings, transcribing meeting minutes, picking-up and distributing mail, processing/tracking purchase requisitions, ordering, receiving and storing supplies and materials, creating/tracking work orders and reports, maintaining files and records, answering electronic and phone inquiries, coordinating event setup and planning for IRPIE-related activities, and supporting the Canyons Completes framework.
  5. Serves as a point person for IRPIE inquiries and helps to direct requests for IRPIE reports and other assistance according to office protocols. Provides a welcoming tone and a sense of “quality customer service” to all inquirers.
  6. Assists in development, design, and maintenance of records for the Canyons Completes framework and the work of the Institution Effectiveness & Inclusive Excellence (IE)2 Assists with the preparation of presentation materials and reports and handles facilities and logistic details as requested.
  7. Effectively interfaces in difficult situations, assesses problems, and suggests potential solutions for any issues in the IRPIE office.
  8. Assists with the development, maintenance, and monitoring of Student Equity and Achievement (SEA) and other categorical budgets, including the control of expenditures of funds.
  9. Works with Business Services to ensure the processing of contracts, purchase orders, and other fiscal related documents. Works with Human Resources and Payroll to monitor IRPIE staffing and payments, and ensures that timesheets are completed correctly and submitted to payroll in a timely manner.
  10. Monitors budgets, including purchasing, utilizing the District’s online software processes. Prepares and monitors purchase requisitions and professional services agreements.
  11. Schedules and organizes IRPIE events, which could include event logistics such as promotion, event arrangements, and set-up. Assists with planning, organization, and execution of IRPIE functions. Plans follow-up activities to ensure event timelines are met, under direction of the Associate Vice President. Maintains a current log of the office’s deadlines and completion dates.
  12. Assists in the creation of reports, visualizations, flyers, brochures, and other documents to promote IRPIE activities.
  13. Assists in updating and maintaining IRPIE and related sections of the District’s website.
  14. Submits work orders for facilities - maintenance, custodial, and telephone, as well as work orders for computer support and MIS.
  15. Interprets and implements policies, regulations, and operational procedures to faculty, staff, students, and the public.
  16. Performs data input as directed, including the development of resource manuals and files. Performs other computer-input tasks related to the operation of the department.
  17. Assists with the coordination of departmental functions with other departments such as campus meetings, special events, and other activities.
  18. Participates on college and community committees, as directed.
  19. Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

Experience:

Equivalent to two (2) years of full-time equivalent experience as an administrative assistant or in a comparable position involving working with the public and complex, responsible clerical tasks. Requires working knowledge of MS Office Suite (including Word, Excel, PowerPoint and Outlook), as well as business organization, financial record keeping, and other related skill areas. 

Education: 

Education equivalent to an Associate’s degree (60 semester units) is required. Two (2) years of direct experience in addition to that identified above may be substituted for each one year (30 semester units) of college coursework.

DESIRABLE QUALIFICATIONS:

  • Additional college level education.
  • Extensive use of computer applications: Microsoft Office Suite software (Access, Word, Excel, Outlook, and PowerPoint) and administrative software (Datatel, Informer, Banner, PeopleSoft, etc.).
  • Previous experience working as an Administrative Assistant in an educational setting.
  • Previous experience working as an Administrative Assistant for a Student Services department.
  • Experience in project management and office leadership.

DEMONSTRATED KNOWLEDGE AND ABILITIES:

Position requires knowledge of: 

  • Policies, procedures, functions and organization of the IRPIE office.
  • State and federal laws, codes and regulations related to admissions, registration, matriculation and records maintenance.
  • Modern automated record-keeping systems.
  • Computer software applications including spreadsheet, database, and word      processing programs.
  • Oral and written communication skills.
  • Correct English usage, grammar, spelling, punctuation and vocabulary.
  • Community college organization, operations, policies and objectives.
  • Interpersonal skills using tact, patience and courtesy.
  • Policies and objectives of assigned programs and activities.
  • Budget preparation and control.

  Position requires ability to:

  • Organize and prioritize work in anticipation of needs and deadlines; handle diverse tasks quickly and accurately; learn routine operational processes/responsibilities of the office and be able to perform them with accuracy.
  • Learn, interpret, and apply legal mandates, policies, rules, regulations, and guidelines and operational procedure.
  • Apply knowledge of modern office practices and equipment including record management and filing systems, receptionist and telephone techniques, correspondence and report writing.
  • Establish and maintain comprehensive and accurate files and records, prepare concise and complete reports as required.
  • Work effectively and demonstrate currency of knowledge with computers and other forms of advanced technology utilized in providing high quality services.
  • Type with speed and accuracy using word processing, spreadsheet, database, e-mail, scheduling, and other business-related software. Make arithmetical calculations in like manner.
  • Communicate effectively, verbally and in writing, exhibiting working knowledge of English usage, grammar, punctuation and spelling, and consistently proofreading work.
  • Understand and carry out written and verbal instructions.
  • Take and transcribe notes with speed and accuracy.
  • Work independently assuming responsibility and taking initiative to conduct routine functions and operations of the office using professional judgment based on established guidelines and procedures.
  • Work in an environment with many interruptions; adapt to changing student and procedural requirements using interpersonal skills with tact, patience, courtesy and diplomacy; provide services in a positive and friendly manner, both in person and on the telephone; be flexible.
  • Follow District policies and procedures and use discretion in dealing with college information, maintaining confidentiality when dealing with sensitive and privileged material and information.
  • Work cooperatively and in unison with the Student Services team including faculty, staff and students, as well as with other departmental staff and the public connected in the performance of duties.
  • Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students, staff, and the community.

SALARY PLACEMENT

Salary placement will be on Range 25 of Classified Represented Salary Schedule B ($4,262.00 - $7,230.00 per month). Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($4,262.00 / $4,521.00 / $4,789.00 per month) of this 20-step salary range. 

Probationary period for new Classified 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. Ten 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 with supervisor approval.

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 is a stationary position and requires use of a computer for extended periods of time plus frequent periods of movement from one area to another, which may include traversing to different floors of a building; operating a computer and related equipment; communicating and providing information to others; working with various materials and objects; frequently exert 10 to 20 pounds of force to move objects; may be exposed to occasional contact with dissatisfied individuals; and travel from site-to-site. In the event of an emergency, employees will be relied upon to serve as emergency workers.

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 semester units, please clearly indicate how you meet the minimum educational requirement through this additional work experience.
  2. Please describe your experience as an administrative assistant or in a comparable position involving working with the public and complex, responsible clerical tasks. Please describe how your work supported your manager or department. 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 assisting in event planning and event logistics.
  5. Please describe your methods for organizing multiple projects and daily work.
  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 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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