Job Details

Administrative Assistant II, Counseling

Santa Rosa Junior College


Salary: $5,077.00 - $6,174.00 Monthly

Job Type: Classified

Job Number: 21-01438

Location: Santa Rosa, CA

Department: Counseling

Closing: 11/7/2024 11:59 PM Pacific

Description

FILING DEADLINE: November 7th, 2024
Please note: Only completed applications from applicants that meet minimum qualifications for this position will be forwarded to the search committee. Materials and applications will not be accepted after the filing deadline. It is the applicant's responsibility to be sure that ALL required materials, noted under application procedures section of this job announcement are submitted by the filling deadline in order to be given consideration. Please contact the Human Resources staff assigned to this recruitment (see the more about SRJC section of the job announcement) if any questions.


COMPENSATION AND BENEFITS:

• Salary Range: $5,077.00 -$6,174.00 per month (23/24 Classified Salary Schedule); maximum initial placement at mid-range, which is $5,610.00 per month (placement within this range is based on assessment of previous experience as documented in application materials).
• Fringe Benefits: The District offers a competitive health & benefits package for employees and eligible dependents. You can learn more on our Benefits page.
• Leave/Holiday time: Full-time classified Unit members earn 8 hours of sick leave and start off accruing hours of vacation for each month worked (accrual rate increases after first year of employment and rates are pro-rated for part-time employees). Employees are also compensated for holidays recognized by the District (18 holidays/year, pro-rated for part-time employees).

JOB DESCRIPTION:
Under general supervision, perform administrative support duties requiring a high degree of expertise in more than one of the areas of office management, fiscal management, customer relations, or other specialized services; may serve as the lead worker for other classified staff within the area/department; supervise and organize the work of student employees and short term, non-continuing personnel; and perform related work as required.

This is a regular, full-time (1.0 FTE), 12-months per year, classified position. The tentative work schedule will be Monday, Tuesday, Thursday, Friday: 8am-5pm; Wednesday 10am-7pm. Occasionally there may be in-reach and outreach, or other events requiring working outside of regular work schedule and at off-campus locations. This position is contingent upon funding and Board approval.

SCOPE:
The Administrative Assistant II classification coordinates the daily support activities and operations of an assigned area/department; provides administrative and clerical support to assigned supervisor(s); and provides technical assistance to others within assigned area/department. Typically, this classification will support a relatively medium to large-sized area(s)/department(s).

Department Description:
The Counseling Department at Santa Rosa Junior College is dedicated to supporting students in their academic and personal growth. Our team of experienced counselors provides a wide range of services, including academic, transfer & career counseling, and personal development. We offer workshops, individual counseling sessions, and resources to help students navigate their educational pathways, set and achieve goals, and address any challenges they may face. Our goal is to empower students to make informed decisions and to promote their overall well-being. The mission of the Counseling Department at Santa Rosa Junior College (SRJC) is to empower students to achieve their educational, career, and personal goals through comprehensive counseling services. The department is committed to providing a supportive and inclusive environment where students can access resources, develop skills, and make informed decisions about their academic pathways. By fostering personal growth and promoting academic success, the Counseling Department aims to enhance the overall student experience and facilitate lifelong learning.

DISTINGUISHING CHARACTERISTICS:
The Administrative Assistant II classification is distinguished from the Administrative Assistant I by the increased level of independence and initiative expected and complexity of problem solving needed, including acting as a lead worker to other classified staff. Incumbents are expected to interpret policies, procedures and regulations and be able to explain them to others. They may have the responsibility of coordinating a small office. Employees in this classification may also monitor more than one budget and participate in budget development. They may assist in the development of a website. The AAII is expected to have technical knowledge of the assigned area/department. Incumbents may coordinate special projects or programs (such as small events, travel arrangements, workshops, etc.).

ABOUT THE SONOMA COUNTY JUNIOR COLLEGE DISTRICT
Santa Rosa Junior College has been an integral part of the Sonoma County community and its rich history, beauty and culture for more than 100 years.

SRJC is a public two-year community college, which serves the County of Sonoma and portions of Marin and Mendocino counties. The District has two campuses, located in Santa Rosa and Petaluma, California, two centers, a Public Safety Training Center located in Windsor, California, and the Robert Shone Agricultural Center located in Forestville, California, and our newest site in the Roseland area of the City of Santa Rosa. Students may choose from over 100 associate degree majors and certificate programs, complete courses toward the first two years of a bachelor's degree program, or pursue courses for other professional or personal reasons.

SRJC serves approximately 22,000 students each semester and is committed to inclusion, diversity, equity, anti-racism, and accessibility. The ideal candidate will share SRJC's commitment to be an inclusive, diverse and sustainable learning community that engages the whole person.

Please see the following Online Resources to learn more about SRJC:

• Office of the President
• Student Services
• Accreditation
• SRJC Factbook

Essential Functions


KEY DUTIES AND RESPONSIBILITIES:
Examples of key duties are interpreted as being descriptive and not restrictive in nature. Incumbents routinely perform approximately 80% of the duties below.

1. Assists students, staff and the public and refers to appropriate area/department if needed.
2. Oversees various administrative support tasks within an assigned department or area; troubleshoots and resolves problems, and recommends solutions.
3. Interprets and explains District policies and procedures related to the assigned area(s)/department(s).
4. Composes and keyboards reports, correspondence, memos, forms, agendas, faculty evaluations, meeting minutes, directories, and tables; proofreads documents for accuracy, completeness, and conformity to established formats; creates complex original draft correspondence; designs and creates brochures, forms, flyers and other marketing and information materials.
5. Prepares and tracks submission of curriculum documents according to Title V and District guidelines.
6. Coordinates activities for a variety of meetings, conferences, and special events and projects; attends meetings, takes notes and prepares minutes.
7. Monitors several budgets; prepares purchase requisitions and budget transfers and supply orders electronically; provides budget-coding assistance to faculty and staff.
8. Develops and maintains complex spreadsheets and databases.
9. Maintains various statistical records for department(s) or area(s); maintains complex general and confidential files.
10. 1Updates and/or maintains a web site; may assist in the development of a web site.
11. Provides detailed administrative support for assigned area(s)/department(s).
12. Processes and tracks faculty schedule changes; troubleshoots and resolves scheduling problems; monitors enrollments and faculty loads.
13. Delivers, retrieves and sorts area/departmental mail.
14. May supervise and organize the work of student employees and short-term, non-continuing personnel, including monitoring of time sheets.
15. May serve as a lead worker to other classified staff in the area.

ABILITY TO:
Perform complex and detailed clerical and administrative support work with accuracy and speed; type or keyboard with accuracy and efficiency from clear copy or handwritten notes; compose correspondence and accurate reports; analyze situations accurately and take appropriate action; communicate effectively in English; follow and give oral and written directions; perform mathematic calculations with accuracy; develop and maintain statistical records; work independently with a minimum of supervision; interpret and apply District policies and procedures; interact with the public in a helpful, courteous and friendly manner; maintain effective working relationships; demonstrate sensitivity to, and respect for, a diverse population.

Preferred: Type or keyboard at a minimum of 50 words per minute.

KNOWLEDGE OF:
Modern office methods and practices including filing, proofreading, formatting, report writing, intermediate bookkeeping and fiscal management; proper English usage, spelling, vocabulary, and grammar; current office equipment, technology and standard computer software such as Microsoft Excel, Outlook, PowerPoint, Word, and internet navigation and web site maintenance programs; tasks associated with planning of special events and projects; proper reception and telephone etiquette.

Minimum Qualifications

Candidates/incumbents must meet the minimum qualifications as detailed below, or file for equivalency. Equivalency decisions are made on the basis of a combination of education and experience that would likely provide the required knowledge and abilities. If requesting consideration on the basis of equivalency, an Equivalency Application is required at the time of interest in a position (equivalency decisions are made by Human Resources, in coordination with the department where the vacancy exists, if needed.)

Education:
Graduation from high school.

Preferred:

• Completion of an administrative assistant certificate (or equivalent coursework).
• Associates degree
• Bilingual
• Experience in an educational setting.

Experience:
A minimum of two years of increasingly responsible administrative support, or office management experience.

Application Procedures


In order to be considered for this position, applicants must provide the following:

1. A completed Santa Rosa Junior College Employment Application and responses to Agency-wide Questions. Please note resumes are not a substitute for completing the "Work Experience" section of the employment application. Applications will be considered incomplete if no work experience is listed, or if other required application fields are missing or incomplete.
2. Contact information (phone number and email address) for three professional references. One reference must be from a supervisor.
3. A brief cover letter explaining your interest in the position, including how you meet the minimum and preferred requirements and are qualified to perform the essential functions as listed in this section of the job posting.
4. Current Resume.
5. Copies of transcripts of all college-level coursework. Transcripts must state that the Degree(s) has been conferred or awarded. A copy of a diploma may be submitted in addition to the transcripts. If selected for the position, official transcripts must be submitted prior to employment. Unofficial copies (all pages) will be accepted if the unofficial document includes a seal, watermark, or other proof that the document was provided by an educational institution.
6. If you do not possess minimum qualifications as noted under the Minimum Qualifications Section of the job posting, you must complete and attach the Classified Equivalency Application (Download PDF reader) (Download PDF reader) and supporting documents, including narrative synopsis, to your employment application in order to be considered.

PLEASE SUBMIT ONLY MATERIALS REQUESTED.
Following the filing deadline, applications which are complete for screening will be reviewed by a screening committee. Approximately 2-4 weeks after the filing deadline, Human Resources will notify you whether or not you have been selected for an interview. Those applicants most suitably qualified for the position will be invited to interview with a Screening Committee.

If you are in need of special services or facilities due to a disability in order to apply or interview for this opening, please contact the Human Resources Department.

MORE ABOUT SRJC HUMAN RESOURCES
BUSSMAN HALL ANNEX
MAILING ADDRESS: 1501 Mendocino Avenue, Santa Rosa, CA 95401
PHONE: (707) 527-4954
EMAIL: Please contact Jamie Cook at jcook@santarosa.edu

The office is located in the Bussman Building on the Santa Rosa campus. All documents included in your online employment application become the property of the District. Your employment application for this opening will not automatically be considered for future openings. New employment application(s) must be submitted for each opening.

CONDITIONS OF EMPLOYMENT (Prior to beginning employment):

1. In accordance with Federal Law, all employees must provide proof of eligibility to work in the United States.
2. Successful candidates will be extended a conditional job offer and will be required to undergo background screening prior to their first day of employment in order for an individual assessment to be conducted prior to commencing employment. Candidates must be fingerprinted in California and have background clearance (at applicant's expense);
3. Must be willing to work on-site as determined by the department (the Sonoma County Junior College District does not offer remote only' assignments).

4. Must take a Tuberculosis (TB) test (once hired and every four years thereafter).
5. Within 6 months of employment, must complete required District trainings such as Title IX, Mandated Reporter.

Campus Security Policy and Campus Crime Statistics Act (Jeanne Clery Disclosure)
Sonoma County Junior College District's annual security report includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by Sonoma County Junior College District; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. Link to read or obtain a full copy of this report. Paper copies of the full report are available upon request by contacting Police Department Records at (707) 527-4963 or by visiting the Sonoma County Junior College District Police Department located at 2032 Armory Drive, Pedroncelli Center, Santa Rosa Campus.

Non Discrimination

The Sonoma County Junior College District does not discriminate on the basis of race, religious creed, color, national origin, ancestry, ethnic group identification, physical disability, mental disability, medical condition, genetic condition, marital status, sex, gender, gender identity, gender expression, genetic information or sexual orientation in any of its policies, procedures or practices; nor does the District discriminate against any employees or applicants for employment on the basis of their age. This non- discrimination policy covers admission, access and treatment in District programs and activities-- including but not limited to academic admissions, financial aid, educational services and athletics--and application for District employment.

SRJC Strategic Plan

VISION: Santa Rosa Junior College commits to setting the standard in cultivating an accessible, open, barrier-free, sustainable environment for students, employees, and the community. The college envisions equitable, impactful, transformative, enriching, and holistic learning opportunities that inspire our students to thrive.

MISSION: Santa Rosa Junior College transforms the lives of our culturally rich student body, employees, and community by cultivating a welcoming and antiracist environment, centered on social responsibility and cultural awareness. We offer exceptional teaching and learning in support of associate degree, certificate, transfer preparation, workforce preparation and community education programs, integrated with comprehensive student support services.

Equal Employment Opportunity
SRJC attracts and retains the most qualified faculty and staff from diverse backgrounds. This is achieved through an inclusive recruitment strategy and a rigorous, thorough hiring process that begins with the fair and consistent evaluation of each application for minimum qualifications and demonstrated skills specific to each position/assignment. Because the ability to serve students from broad cultural heritages, socioeconomic backgrounds and genders is a key commitment of the District mission, SRJC actively encourages applications from candidates who recognize the value that diversity brings to a professional educational community.

The Sonoma County Junior College District is an Equal Opportunity Employer.



To apply, please visit https://www.schooljobs.com/careers/santarosajc/jobs/4697620/administrative-assistant-ii-counseling




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