Administrative Support Assistant III - Counseling

MiraCosta College - Oceanside, CA4.6

Full-time$4,900 a month
MiraCosta College

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Discipline or Department: Counseling

Position Type: Staff/Classified

Hourly Rate or Monthly Salary: Starting $4,884.50 per month

Working Hours: One regular, full-time position, 40 hours per week, 12 months per year on the Oceanside campus. The work schedule will be Monday to Friday, 8:00 am - 4:30 pm. Please note that the work schedule is subject to change and the position may be scheduled anytime during the department's hours of operation (Monday to Thursday, 8:00 am - 7:00 pm, and Friday, 8:00 am - 4:30 pm). The person selected for this position will be subject to assignment to any district facility during any hours of operation.

Special Instructions to Applicants:APPLICATION PROCEDURE:
Apply and submit application materials through MiraCosta College's online application system at Once you are in the system, we strongly advise you to read the information on "How to Apply" and the FAQs (Frequently Asked Questions) before starting the application process.

In order to be considered in the first screening for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by 11:59 PM on the first screening date:

1. Application for classified employment on which you list all relevant experience.

2. A cover letter addressed to the "Screening and Interview Committee" specifically describing how your experience aligns with the representative duties and desirable qualifications.

3. A current resume curriculum vitae summarizing your educational background and experience. NOTE: When you "APPLY FOR THIS POSTING," you will eventually be asked to answer the additional question(s) listed below. Your answers will appear toward the bottom of the application form.

  • MiraCosta College is an Equal Opportunity Employer with a commitment to diversity. Describe your own commitment to diversity and how you will meet the minimum qualifications of "sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic background of community college students."
  • Please describe an experience in which you demonstrated leadership or collaborative skills while working in a group setting or project.
  • Please describe a work experience which required frequent transitions between independent projects with limited guidance and more structured and precise responsibilities.
The screening and interview committee will review application materials for up to three to four weeks following the closing date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; and 4) fingerprint clearance.

Individuals with qualified disabilities who need accommodation with any aspect of the application and/or interview process should contact Human Resources at 760.795.6854 at least five days prior to the closing date.

Retired STRS members are not eligible for this position.

Basic Function and Other Details:
BASIC FUNCTION: Under general supervision, perform difficult and responsible administrative and operational support duties; manage assigned administrative projects and small administrative programs; maintain records and draft reports; process payroll, personnel requisitions, purchase orders and maintain supplies; and perform related duties as assigned.

DISTINGUISHING CHARACTERISTICS: Incumbent works under the direction of the Counseling Operations Supervisor to perform specialized secretarial support and administrative and technical duties to support the department. Responsible to answer telephones, greet visitors, schedule appointments, provide routine information and assistance to students, faculty and the general public; communicates between the Counseling Operations Supervisor, Counseling Department Chair, faculty, registrar, staff, students, members of the public, or other District officials; schedule student appointments with counselors and staff; maintain confidential records in accordance with federal and/or state regulations, including enrollment, academic performance, and other student file documentation; perform fiscal duties in compliance with established policies and procedures; run queries and produce reports as needed; troubleshoot technical issues with office equipment, PeopleSoft, and other counseling related databases and programs for department staff and counselors; responsible for counselor schedule input and maintenance using the established scheduling software and guidelines.

1. Provide administrative, logistical and technical support to a department head and professional staff; coordinate and participate in department administrative support operations and programs with a significant degree of independence; perform research for students and professional staff on specific student/department issues, placements, eligibility and articulation information; act as a liaison for the department head with other departments and departmental staff.

2. Oversee and participate in student and customer interactions with the department in person, by phone or electronically, provide information regarding other student and customer resources available; schedule students/program participants for counseling appointments, workshops, orientations and special events; answer questions regarding program/department policies, procedures and services including clarification of enrollment requirements, the program application process, registration information and financial aid; respond to escalated questions and complaints over the phone or at a public counter.

3. Accept applications, screen and explain program eligibility for new and continuing students/ program participants according to district and program guidelines; manage waitlists and send notifications of acceptance/denial; monitor continuing students for adherence to program regulations; advise students of requirements that must be met in order to maintain eligibility; assist students in resolving issues impacting program eligibility.

4. Perform advanced administrative support including maintaining student, personnel, payroll and financial records, files and databases; prepare marketing materials, forms and other program documentation; receive and track confidential student and faculty data including immunizations and compliance with federal, state and district regulations, policies and requirements; develop, track, analyze and report administrative processes, metrics and documents; research, obtain and analyzes key data and statistics from varying sources for program reports, proposals, in-services, program reviews and other documents.

5. Input data and prepare and process purchase requisitions, purchase orders and check requests; verify the accuracy of receipts and invoices, enter account codes, validate sufficiency of budget and process for payment; monitor department budgets; purchase supplies and materials and/or authorize expenditures according to established guidelines; prepare and process expense-related forms including travel requests and reimbursements, petty cash and expense reports.

6. Coordinate full and part-time staff payroll; process personnel requisitions; collect and audit documentation supporting staff time logs and ensure conformance to work hour restrictions; compute and categorize pay according to departmental/program billing accounts; ensure accurate usage of funding codes and calculate departmental/program billing; prepare timecards; provide confidential and efficient recordkeeping; assist the Payroll Department with resolution of payroll issues. 7. Using standard office software, compose and/or type memoranda, correspondence, reports, agreements, contracts, presentations, spreadsheets, forms and other documents; draft, proofread and/or edit a variety of materials including marketing materials, press releases, invitations, programs, publications and reports; take, transcribe and distribute meeting minutes.

8. Create, develop, maintain and update specialized and custom forms, databases, logs, files, records and reports to support technical work processes in areas of responsibility; design, develop and maintain spreadsheets and databases requiring data interpretation and manipulation; track and maintain federal, state, grantor and district-required data and student outcomes and prepare for submission or reporting.

9. Schedule appointments and make meeting arrangements; assist with the development and coordination of departmental special events; assist with setup and cleanup for various meetings and events; contact vendors for food orders, materials, supplies and audio-visual equipment; handle other meeting and event logistics including soliciting volunteers and coordinating student workers.

10. Perform related duties as assigned.

1. Provide backup to other department staff as needed.
2. Contact campus police or custodial staff as needed.
3. Provide lead-level work direction to other clerical staff and student workers as assigned.
4. Update and maintain department-specific website and social media accounts.
5. Receive and distribute mail.
6. Perform related duties as assigned.

Type of Benefits:
A full benefit package which includes employer-paid medical, dental, and vision plans for employee and dependents; $100,000 employee life insurance; other optional coverages; and membership in the California Public Employees' Retirement System (CalPERS).

Minimum Qualifications:
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

1. Graduation from high school or GED equivalent.

2. Five years of progressively responsible clerical support experience, preferably involving frequent public or student contact; or an equivalent combination of training and experience.

(IMPORTANT: For work experience, one "year" is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours)

Desirable Qualifications:
1. Previous front office experience in a Student Services setting working with students, staff, and faculty. 2. Previous experience working with computer systems and applications related to counseling functions such as scheduling software (e.g. SARS, PeopleSoft, and web-based software). 3. Demonstrated experience working collaboratively with Student Services and Instructional departments.

Licenses and Other Requirements:
Closing Date:
First Screening Date: 11-09-2018

Human Resources Contact Information: or 760.795.6854

About MiraCosta College
The MiraCosta Community College District is one of California's 114 public community colleges. The district includes the communities of Oceanside, Carlsbad, Encinitas, Cardiff, Olivenhain, Leucadia, Solana Beach, Rancho Santa Fe, Del Mar, Carmel Valley, and parts of Camp Pendleton.

MiraCosta offers undergraduate degrees, university-transfer courses, career-and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities, as well as a Bachelor of Science degree in Biomanufacturing.

The district operates two campus sites and two centers, and offers a robust online education program. The Oceanside Campus, serving approximately 10,500 students, is located on a panoramic 121-acre hilltop site with views of the ocean and mountains. The San Elijo Campus is located in Cardiff, 17 miles south of Oceanside, and attracts more than 3,000 students. The Community Learning Center in downtown Oceanside hosts about 2,500 students in the college's noncredit programs including English as a Second Language, the Adult High School Diploma Program, and other tuition-free, noncredit classes. The Technology Career Institute (TCI) in Carlsbad is part of the college’s Career Education Department. It offers our local community members the opportunity to enhance their lives and their careers with low-cost, hassle-free classes, workshops, and programs, as well as certificate programs to train skilled workers in industries such as high-tech manufacturing, maritime technology, and emerging technologies. The Small Business Development Center (SBDC) located at the TCI provides resources, workshops, and leadership programs for small businesses and serves all of North San Diego and Imperial Counties. The Veterans Business Outreach Center (VBOC), also located at the TCI, provides entrepreneurial development services such as business training, counseling, and mentoring, as well as referrals for eligible veterans and military spouses owning or considering starting a small business enterprise in Santa Barbara, Ventura, Los Angeles, Orange, Riverside, San Bernardino, San Diego and Imperial Counties.

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