JOB
BASIC FUNCTION Under direction of a Director, the Administrative Assistant II provides a variety of responsible and confidential administrative duties and oversees the proper functioning of all administrative activities under their assigned area of responsibility, including coordination of communication for the Office.DISTINGUISHING CHARACTERISTICS This classification is a mid-level administrative position in the series of administrative classifications requiring an increased level of competency in communication, judgement, confidentiality, working independently, discretion, administrative skills, and governing rules and regulations applicable to the department or service area they are supporting. ESSENTIAL DUTIES & RESPONSIBILITIES The following duties and responsibilities describe the general nature and level of work being performed. It is not intended to be restricted or construed as an exhaustive list of all duties and responsibilities required of individuals so classified, and not all duties listed are necessarily performed by each employee in this classification. 1. Provide administrative assistance to the Associate Dean or Director by coordinating and maintaining the calendar to schedule meetings, events, appointments, and workshops. 2. Organize and coordinate the flow of activities through the office in relation to priorities, schedules, and deadlines; perform administrative duties for the Associate Dean or Director. 3. Research and analyze information and data; prepare and submit reports; maintain files and records. 4. Acts as an information resource regarding policies and procedures of assigned area responsibility; coordinate and track the review and updating of relevant department policies, procedures, and processes; maintain webpage for assigned area of responsibility. 5. Assemble, prepare, review, and submit Board agenda items and supplemental materials for assigned area of responsibility to appropriate divisional level. Assist and coordinate with the appropriate Administrative Assistant or Vice President’s Executive Assistant as required. 6. Prepare correspondence and reports for the Associate Dean or Director, screen, and route incoming correspondence. Compose and prepare responses to correspondence and requests for public records. 7. Coordinate and prepare all necessary materials and documents in preparation for participatory governance and committee meetings; Prepare meeting agenda and take meeting notes and minutes as assigned. 8. Perform and manage administrative related projects and processes unique to assigned area of responsibility, i.e. recruitment, accreditation, program review, special events and activities, reports, and special programs. 9. Monitor, provide work direction, and supervise student employees assigned to the office. 10.Coordinate and train department staff in their area of responsibility for department administrative policies, procedures, and processes as needed. 11.Act as a liaison for the Associate Dean or Director; promote and maintain positive staff relations; screen incoming calls; greet visitors; maintain positive relations with employees and community. Answer inquiries, provide information, address complaints, and offer referrals to appropriate sources. 12.Arrange meeting and event services for the Associate Dean or Director’s office such as reception coordination, planning logistics, and providing materials. 13.Compile and prepare federal, State and County reports as assigned; keep informed of pertinent laws, policies, and pending legislation. 14.Propose and administer the budget of the Associate Dean or Director’s Office. Process purchase orders as required. 15.Plan and make travel arrangements and process travel claims as assigned. 16.Perform other job-related duties as assigned.Perform related duties as assigned.Please click here to view the full job description
EXAMPLE OF DUTIES
Education and Experience: High School graduate or equivalent and two (2) years of administrative related experience. Certificates, Licenses, Special Requirements: Certain assignments may require a valid California driver’s license and the ability to maintain insurability under the district’s vehicle insurance program.IMPORTANT: To be considered for the position applying for, applicants must submit the required items by the deadline, which include: online IVC application, current resume, and ALL unofficial transcripts. All attachments will be uploaded into the online application. Applications which do not include all of the required materials will not be forwarded to the screening committee for consideration. Materials submitted become property of the District and will not be returned, copied, or considered for other openings.
SUPPLEMENTAL INFORMATION
Imperial Valley College is an equal opportunity employer and does not discriminate against persons on the basis of race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, age, disability, pregnancy, medical condition, or covered veteran status.COMMITMENT TO EQUITY AND DIVERSITYWith the goal of ensuring the equal educational opportunity of all students, Imperial Valley College embraces diversity among students, faculty, staff, and the communities we serve as an integral part of our history, a recognition of the complexity of our present state, and a call to action for a better future. Embracing diversity means that we must intentionally practice equity and respect toward one another, and understand that discrimination and prejudices create and sustain privileges for some while creating and sustaining barriers for others. In order to embrace diversity, we also acknowledge that institutional discrimination and implicit bias exist, and that our goal is to eradicate those vestiges from our system. Our commitment to diversity requires that we strive to eliminate those barriers to equity, and that we act deliberately to create a safe and positive environment where individual and group differences are valued and leveraged for our growth and understanding as an educational community.To advance the goals of diversity, equity, inclusion, and social justice for the success of students and employees, we must honor that each individual is unique and that our individual differences contribute to the ability of the college to prepare students on their educational journeys. This requires that we develop and implement policies and procedures, encourage individual and systemic change, continually reflect on our efforts, and hold ourselves accountable for the results of our efforts in accomplishing our goals.We are invested as a community in cultivating and maintaining a climate where equity and mutual respect are both intrinsic and explicit by valuing individuals and groups from all backgrounds, demographics, and experiences. Individual and group differences can include, but are not limited to the following dimensions: race, ethnicity, national origin or ancestry, citizenship, immigration status, sex, gender, sexual orientation, physical or mental disability, medical condition, genetic information, marital status, registered domestic partner status, age, religion, creed, military or veteran status, socioeconomic status, and any other basis protected by federal, state or local law or ordinance or regulation. We acknowledge that the concept of inclusion and diversity is ever-evolving, thus we create space to allow our understanding to grow through the periodic review of this statement. In service of these goals, Imperial Valley College is committed to fostering an employment environment that offers equal employment opportunity for all and an educational environment that ensures the equal educational opportunity of all students.THE COLLEGE Imperial Valley College is co-recipient of the 2023 Aspen Award for Community College Excellence. It offers a full range of associate degrees, professional certificates and basic skills courses as well as a comprehensive array of university transfer and education courses. IVC has an annual full-time enrollment of more than 10,000 students. The Aspen award committee noted that IVC has created one of the nation’s most effective partnerships with local K-12 systems and has excelled in graduation rates and post-graduation success of its student population. Its student success is based upon IVC’s work in eliminating barriers, addressing student challenges and fostering a culture of care in a rural area with high rates of poverty and traditionally low rates of educational attainment. Imperial Valley College is known throughout the region for its outstanding career programs, excellent programs of study in business, quality allied health, renewable energy and public safety programs and for excellent transfer and general education courses. IVC is also a major economic engine in Imperial County. It is responsible for infusing millions of dollars annually into the local economy through its construction projects, general operations and annual earnings of its current students and graduates. For additional details regarding Imperial Valley College click here.
