Job Details
Administrative Assistant to the Dean(s)
Instruction Office
01/22/2018
$3,276 - $3,618 with a potential to reach $3,994 monthly

Lake Tahoe Community College District announces an opportunity to work in the Instruction Office department. This full-time, benefited position would report to the Dean of Instruction and Dean of Workforce Development & Instruction. This position performs complex clerical and administrative support duties; maintains calendars and schedules; monitors budget expenditures; utilizes various information technology and reporting systems; assists students, faculty, staff and the public; and establishes and maintains files and records.

This is a non-exempt position and hours are expected to be Monday-Friday, generally within the hours of 8 am to 5 pm; however, hours may vary according to the needs of the department. Please see the position description for complete requirements and duties.

APPLICATION PROCESS:

LTCC reserves the right to reopen the position or extend the deadline if an adequate applicant pool is not received.

After reviewing applications, those applicants judged most suitable for the position will be invited to initial interviews. These applicants will be notified by phone on or about Friday, January 26, 2018. First-round interviews are tentatively scheduled for Thursday, February 8, 2018. Meeting the minimum requirements does not guarantee an interview.

03/19/2018

Under the direction of the Dean of Instruction and Dean of Workforce Development, perform complex clerical and administrative support duties to relieve assigned Dean(s) of administrative and clerical detail; maintain calendars and schedules; monitor budget expenditures; plan, coordinate and organize office activities and coordinate flow of communications for an assigned Dean(s) office; assist students, faculty, staff and the public; maintain confidentiality of privileged and sensitive information.

  • Perform a variety of clerical and administrative support activities for assigned Dean(s) office to relieve assigned Dean(s) of administrative and clerical detail.
  • Coordinate flow of communications and information for an assigned Dean(s) office; interpret and provide information to officials, staff, student, outside organizations and the public concerning personnel, operations, activities, functions and related policies, procedures and regulations; communicate with other offices to obtain and disseminate information and documents.
  • Interpret, apply and explain district rules, regulations, policies and procedures; evaluate and provide assistance in resolving operational and administrative problems within the scope of the position.
  • Prepare agendas; record and transcribe minutes; distribute minutes, updated records, documents and reports to administrative staff, faculty and others.
  • Prepare and maintain a variety of narrative and statistical records, reports and files related to District staff, personnel actions and functions, Board actions, meetings, programs, projects, budgets, correspondence, financial activity and assigned duties.
  • Assist the Dean(s) with budgetary duties including managing and reconciling budgets; monitor expenditures; review accounts and budget reports; prepare and code purchase requisitions; complete budget transfers as necessary; order, issue and maintain department supplies.
  • Maintain records of employee timesheets, absences, sick leave and vacation usage; research, summarize and analyze information; generate stipend and hourly contracts for faculty and staff;
  • Process reimbursements; and reconcile monthly credit card statements; establish, meet and track deadlines; process travel forms and student petitions.
  • Coordinate and schedule instructor evaluations; onboard new instructors and provide orientation materials and start-up assistance to new faculty members.
  • Implement new policies, procedures and practices impacted by Dean(s) decisions; assist Dean(s) to develop and implement special projects.
  • Initiate and answer telephone calls; send and receive emails; screen and direct calls to appropriate personnel; receive and screen visitors; assist students, faculty, staff and public; receive, open and route mail.
  • Schedule and confirm appointments and meetings; maintain the Dean(s) calendar and schedule; prepare and disseminate calendars and schedules; arrange travel accommodations as necessary.
  • Compose correspondence independently on a variety of matters including those of a confidential nature; compile and prepare various letters, forms, reports, contracts, packets, statistical data, memoranda, bulletins, notices, lists, and other materials as directed.
  • Prepare, format, edit, proofread and revise written materials; assemble, research and collect various data.
  • Input a wide variety of data into an assigned software program; duplicate materials as necessary; create queries and generate a variety of computerized lists and reports; assure timely distribution and receipt of a variety of records and reports; assure accuracy of input and output data.
  • Prepare and maintain a variety of complex lists and records related to assigned duties, including those of a confidential nature; establish, maintain, and organize simple and highly complex filing systems.
  • Assist Dean(s) with planning and entering projected schedules and collaborate with faculty for assigned sections and schedules changes.
  • Communicate with other departments, administrators, faculty, students, public and outside agencies to coordinate activities, exchange information and resolve issues or concerns.
  • Coordinate the update of department web pages associated with the Dean(s) area of responsibility.
  • Attend a variety of meetings and conferences; serve on committees and on councils; distribute updated records, documents and reports to administrative staff; gather and disseminate information.
  • Assist in coordinating a variety of special events and other activities.
  • Operate a variety of office equipment including a computer and assigned software.

Other Duties:

  • Perform related duties as assigned.

Education and Experience: 

Any combination equivalent to: graduation from high school supplemented by some college level course work in business administration, public administration, communications or related field and three years of general clerical experience.

Knowledge of:

  • Modern office practices, procedures and equipment.
  • District policies and procedures.
  • Department office operations, procedures and practices.
  • Interpersonal skills using tact, patience and courtesy.
  • Reception and telephone etiquette and techniques.
  • General clerical and record-keeping techniques.
  • Business letter and report writing, editing and proofreading.
  • Correct English usage, grammar, spelling, punctuation and vocabulary.
  • Analytical and problem-solving skills for identifying needs, conducting research and developing innovative proposals, solutions and programs.
  • Operation of a computer and assigned software.

Ability to:

  • Perform a variety of administrative and confidential duties to support Dean(s) and office operations, procedures and practices.
  • Plan, coordinate and organize office activities and coordinate flow of communications for the Dean(s) office.
  • Interpret policies and procedures of assigned area.
  • Communicate effectively both orally and in writing.
  • Train and provide work direction and guidance to others as assigned.
  • Organize and prioritize work efficiently.
  • Answer telephones and greet the public courteously.
  • Type and enter data at an acceptable rate of speed.
  • Work independently and cooperatively with others in a diverse academic environment.
  • Prepare a variety of reports, correspondence and related materials.
  • Operate various information technology and reporting systems, including integrated student and institutional enterprise systems.
  • Establish and maintain cooperative relationships with those contacted in the course of work.
  • Make arithmetical calculations with speed and accuracy.

Additional Requirement (Licensure/Certification):

  • No additional requirement.

Working Environment:

  • Indoor/Office environment.
  • Constant interruptions.
Public Employees Retirement System (PERS) membership
Cover Letter, Resume/CV
Classified