Position Number: CLA20-380

College of the Canyons
Santa Clarita Community College District

announces an employment opportunity for

Administrative Assistant IV (District Communications)

A Classified Represented Position

Review Date: August 13, 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.

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 the direction of the Vice President, Public Information, Advocacy, and External Relations performs a full range of complex, specialized and responsible administrative and strategic communications support functions in support of the Vice President. Plans, coordinates and implements on-going operational support duties, many of which are of a privileged or sensitive nature, to assure the efficient and effective operations of the District Communications Office including Graphics, Reprographics, Sports Information, and the Communication Center/Mailroom. Performs office management duties as directed by administrator, assisting in the organization and coordination of the staff activities of the department. Performs other related duties as assigned.

Canyons Hall

ENTER 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.

Supports the operational and administrative functions of the District Communications Office, which provides marketing, public relations, and communications services to the instructional, student services, and administrative functions of the college, relieving the Vice President of administrative and clerical detail.
Serves as confidential aide to the Vice President and provides administrative support to maintain calendars, schedules and appointments, transcribing, picking up and distributing incoming and outgoing mail, reviewing and screening incoming correspondence and communications and referring matters to the administrator in order of priority.
Serves as liaison between the administrator and the Board of Trustees, Chancellor, Assistant Superintendents, Vice Presidents, administrative staff, academic and classified staff, students, representatives of community agencies, and the general public. In the absence of the administrator makes decisions, when appropriate, on matters that require immediate attention.
Serves as the first point of contact for the department and responds to inquiries from email, social media, internal and external office visitors, and telephone callers; communicates information in person, by telephone, or online, where judgment, knowledge, and interpretation of policies and procedures are necessary. Effectively interfaces in difficult situations, assessing problems and suggesting potential solutions to prevent problems from escalating beyond the office.
Assists with scheduling, programming, and updating digital media maintained by the department, including web pages, college social media accounts, and electronic signage.
Assists as needed in the production and distribution of college marketing and communications materials, including proof reading, soliciting printing and mailing quotes, and coordinating with outside vendors to ensure projects are completed, and distributed within assigned deadlines.
Maintains computerized databases and mailing lists for the college’s external communications, marketing and public relations functions and prepares mass mailings and email campaigns.
Aids the Vice President in facilitating and fulfilling District-wide public records requests, which may include redacting confidential information from documents.
Prepares, coordinates, and tracks all required forms and related documentation for conference and travel for the Vice President and other departmental staff as directed by the administrator.
Composes, independently or in accordance with general instructions, correspondence concerning a wide range of subjects; reviews, types, duplicates and distributes outgoing correspondence and other materials for consistency with policies, regulations, operational procedures, formatting, grammatical construction and punctuation. Develops, organizes and maintains a variety of complex filing systems.
Utilizes various computer applications and software packages; enters, updates, corrects and extracts information; maintains and generates reports, graphs and charts from database or network system.
Assists with the planning and organization of the administrative office support functions; assists administrator in meeting reporting requirements, functional responsibilities, and research objectives; coordinates, oversees, and evaluates the flow of office work and assures that work is performed in a timely and accurate manner; reviews, updates, and informs supervisor of essential timelines; discusses and reviews calendar of events on a regular basis with assigned administrator to assure timely coordination of office activities and status of assigned projects; develops schedules related to department activities and services.
Collects, researches, compiles, analyzes, verifies, summarizes, records and evaluates information; prepares and distributes narrative, statistical and financial data, recommendations and alternatives as requested; completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures.
Assists in the development and monitoring of the department budget(s); assists in preparing cost estimates for budget recommendations; assists in submitting justifications for budget items; allocates funds to proper budget codes; monitors and tracks expenditures in a timely manner; provides regular budget reports to administrator for control of expenditures; assists in resolving budget issues and problems; processes budget/expense transfers; recommends budget revisions.
Prepares and monitors purchase requisitions and maintains budget and other records using the Datatel Computer System or other District system and software for all of the offices in the department including PIO, Sports Information, Reprographics, Graphic Design, and Communication Center/Mailroom. Recommends expenditures for office equipment, materials, and supplies and assures their timely ordering, receipt, and storage; assures proper functioning of office equipment; monitors, and tracks invoices and other expenditures; Reviews invoices prior to submission for payment processing; and prepares, executes, tracks and electronically files all contracts and memoranda of understanding (MOU), including draft proposals and final signed documents.
Assists the Vice President with creation and editing of Board agenda items, including the creation, compilation and/or editing of supporting documents, to include, but not limited to updating board policies, board resolutions, and memoranda of understanding.
Provides work direction, monitors work schedules, and assists with training for college assistants and adult hourly employees; completes forms, monitors signature process, and tracks approvals for hiring personnel; prepares payroll forms for assigned staff and student assistants within established timelines, and reconciles college assistant and adult hourly costs to allocated budget.
Schedules and takes minutes for committees chaired by Vice President.
Assists in research, and completion of District reports, such as the annual program review, accreditation reports, facilities master plan, and board agenda items.
Assists in planning, coordinating and organizing special events for the District, the college and its centers.
Oversees, organizes and handles compiling, organizing and maintaining college archives, including news clip files and all other files, data and materials relating to the work the department handles, including distribution of clippings and other materials to internal and external publics as directed.
Maintains a calendar of events and activities, coordinating with various departments and with the district’s web site designer. Assists in updating and maintaining sections of the district’s website overseen by District Communications.
Coordinates posting of banners on campus; maintains a calendar and inventory of available locations, processes requests from departments, works with Graphics and Reprographics on design and production, and coordinates with Facilities to ensure efficient and timely installation and removal.
Cross-trains and performs the essential duties of equal or lower level classifications/ positions within the department, as necessary, including providing occasional support to the college Communication Center/Mailroom, manning those operations in the absence of Communication Center/Mailroom staff.
Assumes responsibility for special projects assigned by the Vice President and performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

Experience:

Four (4) years of full-time equivalent experience in a general office support position such as administrative assistant, executive assistant, office manager, office coordinator, etc. including one year of recent experience providing administrative support to a top management position (within the last five years). Experience working in marketing communications and/or in an educational institution is desirable.

Education:

Education equivalent to an Associate’s degree (60 semester units) is required. Two additional years of related experience in addition to that identified above may be substituted for one year (30 units) of the education requirement.

DEMONSTRATED KNOWLEDGE AND ABILITIES:

Position requires ability to:

Type with speed and accuracy using word processing, spreadsheet and other business-related software.
Work effectively and demonstrate currency of knowledge with computers and other forms of advanced technology utilized in providing high quality services. Utilize with a high level of skill a variety of computer software, including Microsoft Office Suite, including Word, EXCEL, Outlook, and PowerPoint. Learn and use District MIS software and website content management system.
Monitor commonly used social media platforms and make updates to district accounts.
Learn and apply emerging technologies to perform duties in an efficient, organized and timely manner.
Provide excellent customer service.
Understand and carry out oral and written directions.
Establish and maintain cooperative working relationships.
Assume responsibility and initiative to conduct routine office functions.
Compose independently or in accordance with general instructions, correspondence concerning a wide range of subjects requiring thorough knowledge of policies, regulations and operational procedures.
Apply knowledge of proper English usage, grammar, spelling and punctuation.
Establish and maintain comprehensive and accurate files and records, and prepare concise and complete reports.
Learn and interpret policies, rules, regulations and operational procedures including current State and Federal regulations pertaining to the department.
Organize and prioritize work in anticipation of needs and deadlines. Handle diverse tasks quickly and accurately.
Apply knowledge of modern office practices and equipment, including record management and filing systems, receptionist and telephone techniques, correspondence and report writing.
Apply knowledge of basic methods and techniques of organization and planning.
Take and transcribe notes with speed and accuracy.
Maintain confidentiality when dealing with sensitive and privileged material and information.
Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, staffing and the community.

SALARY PLACEMENT

Salary placement will be on Range 35 of Classified Represented Salary Schedule B

($5,016 - $8,452.00 per month). Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($5,016.00 /$5,311.00.00 /$5,619.00 per month) of this 9-step salary range. Step advancement is yearly up to step 7, with advancement to step 8 after two years at step 7. Employee must spend at least two years at Step 8 before moving to Step 9.

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.

Probationary period for new Represented 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.

PHYSICAL DEMANDS

Position requires sitting and viewing a computer monitor for extended periods of time plus frequent periods of standing and walking, which may include climbing staircases; dexterity of hands and fingers to operate a computer keyboard and related equipment; reaching, bending, kneeling, crawling and stooping; frequently exert 10-20 pounds of force to lift, carry, push, pull or otherwise move objects; hearing and speaking to communicate and provide information to others; vision to read printed material and computer monitor; handling and working with various materials and objects; and travel from site-to-site.

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

The Santa Clarita Community College District is committed to employing qualified administrators/managers, faculty, and staff members 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 equal consideration for all qualified candidates. The District does not discriminate on the basis of race, religious creed, color, ethnic or national origin, ancestry, citizenship status, uniformed service member status, physical disability, mental disability, medical condition, marital status, sex, pregnancy, age, sexual orientation, gender identity, or any other protected basis under the law.

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 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:

A District Academic application.
A current detailed resume, summarizing education and experience.
Letter of interest (cover letter). In your letter, please address your qualifications and experience as they pertain to the job duties, the demonstrated knowledge, and the abilities section of this announcement. Provides specific details and examples of your direct leadership in achieving the list of minimum and desirable requirements for this position.
Copies of complete and legible college transcripts clearly indicating all college units earned and any degree awarded. Submit unofficial copies of transcripts for application purposes. Copies of diplomas are not acceptable in lieu of college transcripts. 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 part of the online applicant profile separate from the application.
Supplemental Questionnaire. Complete the Minimum Qualifications & Supplemental Questions as part of your application packet.

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 no, and you are using additional years of work experience in lieu of 30 semester units of education, please clearly indicate how you meet the minimum educational requirement through this additional work experience.
Please describe your experience providing clerical/administrative support in the workplace, and how your work supported your manager or department.
Briefly describe your experience preparing financial and/or budget reports, as well your experience using electronic purchasing systems.
Describe your technical expertise, such as updating websites and social media platforms in a professional/workplace environment.
How has your background and experiences prepared you to be effective in an environment that values diversity?
Why do you want to work in this position at College of the Canyons?

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.
A presentation will be required for those candidates selected for an initial interview.
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 September 6, 2021 and September 13, 2021 and conduct final interviews between the weeks of September 13, 2021 and September 20, 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.

College of the CanyonsSanta Clarita Community College District