Administrative Assistant I 2024

This is a Promotional and Open Competitive Recruitment, which will result in two eligibility lists.

Apply promptly! A high volume of applicants is expected for the role as detailed below, do not wait to send your CV.

Administrative Assistant I

Applications will ONLY be accepted from Tuesday, October 8, 2024 at 8 : 00 A.M. through Monday, October 14, 2024 at 11 : 59 P.M.

The eligibility lists created from this recruitment will be used to fill any vacancies that occur during the six month life of the eligibility lists, including full-time and / or part-time, permanent and / or temporary positions.

WELCOME TO SANTA MONICA COLLEGE! This position performs a variety of specialized clerical duties and provides administrative support for College management and faculty leaders in instructional, academic and support service functional areas.

There is currently one full-time vacancy in the Life Science Department on the Santa Monica College Main Campus. The position will work Monday through Friday, 8 : 00 AM to 5 : 00 PM, 40 hours per week, 12 months per year and report to Sasha King, Interim Dean, Academic Affairs.

This is a fully on-ground position. This position will support the Life Science Department by providing administrative support to ensure compliance with laboratory safety protocols and regulatory guidelines.

Examples of responsibilities include maintaining records for safety training sessions, assisting with emergency preparedness plans, and supporting onboarding processes for new faculty and staff.

The candidate will also aid in adherence to institutional and governmental regulations related to safety, animal collections, and student research.

Additionally, they will assist in the preparation and submission of compliance reports and documentation.

Please note that all candidates must have authorization to work in the United States; the District does not have the ability to provide sponsorship.

What You Will Bring to this Position

• The ideal candidate will possess prior experience in an administrative support role, strong interpersonal skills and a proven history of providing outstanding customer service to a variety of stakeholders;
• the ability to accurately perform highly detailed tasks; the ability to critically think through problems and independently manage competing work assignments in a fast-paced environment;
• proficiency with common business applications, such as Microsoft Office Suite; resourcefulness and the ability to adapt to new environments and processes;

the ability to effectively communicate with others, both orally and in writing; and basic proficiency in reading and math.

Why Work at SMC?

At SMC, you will work beside a diverse group of colleagues who leverage their combined talents and passions to accomplish something great.

No matter what department you are in, or what job you have, your contributions will be critical to helping our students fulfill their dreams.

Some details about us :

• We are currently the number one transfer college to UCLA, USC, the University of California system, and Loyola Marymount University
• We are dedicated to sustainable practices and are accessible via environmentally-friendly transportation options, including the Expo Line and Big Blue Bus.
• We are one of the select community colleges in California approved to award a Bachelor's degree. SMC currently awards a Bachelor's degree in Interaction Design.

Benefits

We value our employees as people, and recognize the value of work-life balance, the health of you and your family, and professional development.

We offer a variety of benefits and perks to support new members of our team, including :

• 18 paid holidays*
• 12 paid vacation days*
• 12 paid illness days*
• Fully paid medical, dental, and vision-care coverage (including eligible dependents)
• Free mental health assistance through the Employee Assistance Service for Education (EASE) program.
• Membership in the California Public Employee Retirement System (CALPERS)
• 5% increase in base pay for every 5 years worked with SMC, up to 40 years of service.
• Waived tuition fees for classes taken at Santa Monica College.
• Reimbursement for related classes, conferences or workshops to empower your professional development.
• Free Big Blue Bus access and monthly incentives for eligible employees through the Sustainable Transportation Incentive Program
• CSEA Chapter 36 Union Membership Option
• Benefits, holidays, vacation, and illness days listed above assume a 40-hour per week, 12 month per year schedule. Benefits, vacation and illness days are prorated for other work schedules.

Salary Placement

New Employees : Generally, new employees start at the first step on the salary schedule. A new permanent classified employee may request a higher salary placement based on recruitment issues and / or additional training and experience which greatly exceeds the minimum requirements.

Please note that salary placement above the third step requires additional approvals by Santa Monica College executive staff.

Current Employees : Upon promotion, the new salary for a current, permanent employee is based on Merit Rule 12.2.7. In accordance with this rule, employees are entitled to at least a one-step (5%) salary increase, and may be eligible for advanced step placement in accordance with established criteria.

About the Selection Process

The selection process tentatively consists of a Multiple-Choice Test (pass / fail) and a Qualifications Appraisal Interview (weighted at 100%).

Only the highest scoring candidates from the Multiple-Choice Test will be invited to the Qualifications Appraisal Interview (weighted at 100%).

Candidates must be successful on all test parts to be placed on the eligibility list. Two separate eligibility lists will be created from this recruitment : one for promotional candidates and one for external candidates.

The promotional list will be used first, and must be exhausted before we can hire external candidates to fill vacant positions.

Santa Monica College reserves the right to modify the stated test components and weights prior to the administration of any test.

Certain positions within this classification may require employees to routinely and consistently read, speak, and / or write using a language other than English.

Testing of eligible candidates’ bilingual proficiency will occur, as needed, as the District identifies positions that require this skill.

Communication for this recruitment will be via e-mail. You must check your e-mail on a regular basis to be informed of your status for this recruitment.

Test Retake Policy

Based on the District’s hiring needs, we may administer multiple recruitments for this job classification (or a related job classification that uses the same test(s)) within the next several months.

Candidates must wait a period of 90 calendar days between testing appointments before retesting. Candidates who are ineligible to participate in an upcoming test or interview due to the provided retake period will be notified via email, and will have their highest valid score(s) on any non-weighted (pass / fail) test parts applied toward that recruitment.

The Santa Monica Community College District is committed to the principles of equal employment opportunity. All qualified applicants for employment, as well as District employees, shall have full and equal access to employment opportunity.

No person shall be subjected to unlawful discrimination in any program or activity of the District. The District's Board Policy 3120 (Equal Employment Opportunity and Nondiscrimination in Employment) may be accessed at : http : / / bit.ly / smc-hr-bp3120.

Equity Statement

Santa Monica College encourages candidates that are equity-minded to apply. SMC is a minority-serving, Hispanic-serving institution.

We actively seek to attract candidates from minority groups that value equity, diversity, and inclusion. Equity, diversity, and inclusion are built into the culture at SMC, and are an essential component of the work that we do.

SMC is committed to racial and socioeconomic diversity as it is a reflection of our student population and we strive to hire candidates that share this commitment."

Performs a variety of clerical duties for an instructional program or functional area; uses a computer for information input and retrieval;

maintains databases and spreadsheets; maintains files and records; organizes, distributes and / or submits pertinent documentation to appropriate sources.

Creates, formats, edits, and proofreads a variety of materials including correspondence, documents, reports, meeting agendas and minutes, course outlines, directories, handbooks, and informational and publicity brochures, from rough draft, oral direction or other source materials;

ensures accuracy, completeness and compliance with District standards, policies and procedures.

Receives and screens visitors, telephone calls and correspondence; responds to questions, requests and complaints; provides information about services, policies and procedures.

Resolves routine problems involving administration, staff or students.

Makes arrangements for a variety of meetings, conferences, orientations, and other special events as needed; assembles, prepares and distributes related materials;

notifies and confirms participant attendance; schedules, reserves and sets up event / meeting locations and equipment; handles ticketing, permits and arranges for catering as needed.

Maintains records of requisitions, invoices, budget accounts and inventory; creates requisitions and orders supplies; communicates with vendors in collaboration with procurement department;

places service calls / work orders.

Orients, informs and guides co-workers in office procedures related to assigned department.

• May provide academic or program-related administrative support in one or more of the following : support schedule development and maintenance for department;
• coordinate room / scheduling conflicts, changes, and cancellations; prepare tests, answer keys and forms and assemble related packets;
• arrange for substitute instructors; process department applications, assemble and distribute staff / faculty evaluation packets;

coordinate course material orders; maintain rosters; receive and document deliveries from vendors.

May receive and deposit payments from customers, employees, students and / or the public and issue receipts per established procedures.

May electronically and manually record, prepare, and submit staff, faculty and student worker timesheets and absence forms for supervisor review and approval prior to submitting to Payroll.

May assist in training and providing work direction to student workers.

Performs other related duties as requested or assigned.

Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance.

Education Requirement :

Graduation from high school or GED equivalent.

Experience Requirement :

Two years of clerical experience, including one year of experience providing direct administrative support to an administrator or management level supervisor.

Education / Experience Equivalency :

Experience and / or education of the same kind, level or amount as required in the minimum qualifications may be substituted on a year-for-year basis.

For additional information about our employment process, please visit our FAQ page and click on "current employees" (for existing, permanent SMC employees) or "job applicants" (for external applicants).

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