Administrative Assistant II (CESJ) Categorical Position subject to continued funding

$67,991 - $82,851/Yr

Santa Barbara City College - Santa Barbara, CA

Full-time - Entry Level

Santa Barbara, CA

Educational Services

About the position

The Administrative Assistant II (CESJ) position at Santa Barbara City College is a critical role within the Center for Equity & Social Justice, designed to support the administrative functions of the department. Under the direction of an assigned administrator, the individual will perform a variety of highly skilled secretarial and administrative assistant duties aimed at relieving the administrator of administrative and clerical details. This includes planning, coordinating, and organizing office activities, as well as managing the flow of communications, correspondence, and information for the administrator. The role requires the preparation and maintenance of various manual and automated records and reports, ensuring smooth and efficient office operations and the timely completion of projects and activities. The Administrative Assistant will serve as the primary secretary to the assigned administrator, providing essential public relations and communication services. Responsibilities include initiating and receiving telephone calls, scheduling appointments, and arranging conferences and meetings. The assistant will also receive visitors, providing assistance or directing them to appropriate staff, and exercising independent judgment in resolving various issues. The position demands a high level of discretion and the ability to handle sensitive information, as well as excellent organizational skills to prioritize tasks and manage multiple responsibilities effectively. In addition to these core duties, the Administrative Assistant will be responsible for composing a variety of materials, compiling information for reports, maintaining filing systems, and ensuring the accuracy of data input and output. The role also involves coordinating meetings, preparing agendas, and taking minutes, as well as performing clerical accounting duties to support assigned activities. The assistant will communicate with various stakeholders, including personnel, outside agencies, students, and the public, to exchange information and resolve issues. The position requires proficiency in operating office equipment and maintaining inventory levels of office supplies, along with the ability to train and provide guidance to student workers as needed.

Responsibilities

• Perform a variety of highly skilled secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail.
• Plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator.
• Serve as the primary secretary to the assigned administrator; provide public relations and communication services.
• Initiate and receive telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences, meetings and other events.
• Receive visitors, including administrators, staff, students and the public; provide assistance or direct to appropriate staff.
• Compose a variety of materials such as inter-office communications, forms, letters, instructional materials, memoranda, surveys, announcements, bulletins, agenda items, lists, manuals, programs, certificates, schedules, catalogs, brochures, labels, fliers, notices, newsletters and other materials.
• Compile information and prepare and maintain a variety of records, logs and reports related to programs, projects, students, financial activity, budgets and assigned duties.
• Input and update a variety of data in an assigned computer system; establish and maintain automated records and files.
• Research, compile and verify a variety of data and information; compute statistical information for various reports.
• Coordinate and attend a variety of meetings as assigned; prepare and send out notices of meetings; compile and prepare agenda items and other required information and materials for meetings and other events.
• Perform a variety of clerical accounting duties in support of assigned activities as required; monitor funds for income and expenditures.
• Perform special projects and prepare various forms and reports on behalf of the assigned administrator.
• Communicate with personnel, various outside agencies, students and the public to exchange information and resolve issues or concerns.
• Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software.
• Maintain appointment and activity schedules and calendars for the administrator; coordinate travel arrangements and hotel reservations as required.
• Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory.

Requirements

• Graduation from high school and four years of clerical or secretarial experience involving frequent public contact.
• Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.
• Ability to read, write and speak English and a designated second language may be required.

Nice-to-haves

• Experience working with diverse student populations in a higher education setting.
• Experience providing excellent customer service in a diverse professional environment.
• Ability to handle sensitive information with discretion.
• Excellent organizational skills with the ability to prioritize tasks, manage calendars, coordinate meetings, and handle correspondence.
• Ability to effectively communicate with individuals from diverse backgrounds and varying levels of English proficiency.
• A demonstrated commitment to fostering a welcoming and inclusive environment for all.

Benefits

• Salary range of $67,991.00 - $82,851.00 annually.
• 12 months per year employment with fringe benefits.
• 6 month probation period.