ADMINISTRATIVE ASSISTANT I

ADMINISTRATIVE ASSISTANT I

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Position Information

Posting Number S763

This position is open to Open to All Applicants Job Title ADMINISTRATIVE ASSISTANT I Department Registrar Position Type Non-Exempt Employment Status Full-Time-Staff Salary $14.53 - $22.52 Open Date 05/08/2023 Close Date 06/07/2023 Open Until Filled No

Position Summary Information

Job Description Summary

The purpose of this position is to provide clerical or direct support to the Office of the Registrar; communicate with internal and external entities, assist in the hiring process of full-time and part-time employees; assist in budget preparation; participate in the purchase of instructional materials, office supplies, software, audio visual materials, and furniture and equipment; Other duties may include maintaining records of professional development and/or travel; coordinating meetings and conferences; and assisting with ceremonies and receptions.

Minimum Qualifications

Associate's degree AND two (2) years related experience to include administrative support experience in a fast paced office environment.

-OR- Four (4) years years related experience to include administrative support experience in a fast paced office environment.

Required Job Knowledge, Skills, Abilities

Demonstrated abilities with MicroSoft Office suite and Outlook calendar.

Preferred Qualifications

One year related experience in College or University Registrar's Office.

Special Instructions to Applicants

This is a security-sensitive position. Employment resulting from this advertisement is subject to federal laws that require the verification of identity and the legal right to work in the United States. Employment is contingent upon the successful completion of a criminal background and reference checks. The College reserves the right to cancel or extend all recruitment actions. Del Mar College is an AA/EO employer. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities. The College is committed to diversity in its workforce.

Job Duties

Job Duty

Provide excellent customer service to both internal and external stakeholders. Perform routine support tasks primarily assisting students as needed by answering questions from prospective and current students; accept the submittal of routine paperwork; answer questions regarding departmental policies and procedures; answer telephones and emails; and greet and direct visitors.

Job Duty

Assist department staff in the preparation of outgoing mail to include official transcripts and degrees and certificates. Assist with the preparations for commencement exercises and the related communications; maintain an office-wide calendar; and gather and enter statistical data for accountability measure. Demonstrate strong focus on technology and technological solutions.

Job Duty

Communicate with both internal and external entities to plan, coordinate, or advise on work efforts to resolve problems as they arise. Demonstrated ability to be flexible, multi-task, demonstrate poise, and demonstrate professionalism. Must be able to use discretion confidential information and records.

Job Duty

Assist the Registrar in the hiring process of full-time and part-time employees by preparing forms and collecting materials needed in the hiring process.

Job Duty

Assist Registrar in preparation of departmental budgets by conducting research for budget and financial documents; compiling data for computer entry and entering budget data; and monitor budget expenditures for consumable goods and requisitions for the department. Participate in the purchase of supplies and equipment by ordering office supplies, receiving and distributing supplies and equipment; and maintaining inventory records and ensuring annual departmental inventory of assets is completed.

Job Duty

May supervise part-time office staff and/or student employees; monitor office copy machine usage and preventive maintenance; and monitor usage of other office equipment.

Job Duty

Monitor building cleanliness and maintenance and report any deficiencies to Building Coordinator or to Physical Facilities.

Provide direct support to the Registrar for project coordination, attending meetings, and monitoring progress toward departmental goals. Ability to be highly effective in a deadline driven fast-paced office setting. Proven ability to be detail oriented. Must have the ability to work effectively individually and as a team member. May be required to lead office-wide projects.

Supplemental Questions

Required fields are indicated with an asterisk ().

Do you have an Associate's degree AND two (2) years related experience to include administrative support experience in a fast paced office environment OR do you have four (4) years years related experience to include administrative support experience in a fast paced office environment?

Yes, I have an Associate's degree AND two (2) years related experience to include administrative support experience in a fast paced office environment (submission of transcript(s) with award/conferred date required).

Yes, I have four (4) years years related experience to include administrative support experience in a fast paced office environment.

No, I do not have the required education and/or experience.

Applicant Documents

Required Documents

Resume

Letter of Interest

Optional Documents

Transcripts