Site Office Coordinator

Campus, CA Department: Rural Initiatives & Adult Education Below is our job description for this position. Please also review the Important Instructions & Additional Information section below, which contains valuable information about our application process. Basic Function Under the direction of an assigned supervisor, plan, organize and direct the secretarial and clerical operations within an assigned off-campus instructional site or center; coordinate and oversee a variety of secretarial and clerical duties for the site. Representative Duties Recommend and assist in the implementation of goals and objectives; establish schedules and methods for secretarial and clerical support; implement policies and procedures. Plan, prioritize, assign, supervise and review the work of secretarial and clerical staff. Monitor work assignments of site staff; schedule coverage of activities; oversee office activities to assure proper service levels. Evaluate operations and activities of the site office; recommend improvements and modifications; prepare various reports on operations and activities; recommend improvements in workflow, procedures and the use of office equipment. Prepare and revise various operating procedures, rules, and regulations upon request; develop and revise forms and report formats, as well as report preparation procedures. Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; monitor and control expenditures and budget accounts. Participate in planning activities; assist in implementing new programs; research, compile, analyze and summarize data for special projects, programs and various comprehensive reports; prepare or direct the preparation of annual, quarterly or administrative reports; prepare minutes of meetings; supervise the ordering and storage of supplies. Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; receive and route mail. Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft, verbal instructions or transcribing machine recordings; independently compose correspondence related to assigned responsibilities. Coordinate activities among departments or offices; coordinate the flow of paperwork between departments and offices. Process paperwork for personnel actions including new hires, terminations and promotions; coordinate the recruitment process with the personnel office; monitor performance evaluation dates and provide appropriate forms to staff. Maintain calendars of department or office activities, meetings and various events; coordinate activities with other departments, offices, students, the public and outside agencies. Oversee bookstore set up and daily bookstore activities. Assist in the preparation of class schedules. Participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies. Attend staff and campus committee meetings as necessary; take minutes of meetings attended and transcribe. Perform related duties as assigned. Minimum Qualifications Any combination equivalent to: graduation from high school supplemented by specialized secretarial or office administration training and five years of increasingly responsible secretarial experience Knowledge & Abilities KNOWLEDGE OF Principles of providing work direction and guidance. Basic principles and practices of fiscal, statistical and administrative research and report preparation. Modern office procedures, methods and computer equipment. Business letter writing and report preparation. Department or office policies and procedures. Principles and procedures of financial record keeping and reporting. Basic budgeting procedures and techniques. Correct English usage, spelling, grammar and punctuation. Basic procedures covering student services functions. ABILITY TO Organize and direct the work and staff of a site office covering a broad range of clerical support, student services and instructional support services. Perform responsible secretarial work involving the use of independent judgment and personal initiative. Understand the organization and operation of the district and of outside agencies as necessary to assume assigned responsibilities. Provide work direction and guidance to assigned staff. Interpret and apply administrative and departmental policies and procedures. Independently prepare correspondence and memoranda. Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports. Compile data and maintain complex records and prepare reports. Operate a computer and related peripheral equipment. Communicate effectively both orally and in writing. Establish and maintain cooperative and effective working relationships with others. Assist in course scheduling. Important Instructions & Additional Information Complete applications received by the "assured consideration date" above are guaranteed to be reviewed by Human Resources. If you apply after this date, there is no guarantee that your application will be reviewed. However, we still recommend that you apply because recruitments remain open until filled. The District and/or College reserves the right to extend time limits and/or repost or restart recruitments at any point. For all positions, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, shall be considered a core system competency and job requirement. ( 5 CCR § 53022 ) Required Application Materials Candidates may be required to submit any of the following materials based on the specific role. Please review the job posting and the attachments section of your application to confirm which documents are required for your submission: Completed Online Application Current resume Letter of interest (Cover Letter) Copy of legible transcripts Copy of Driver's License Important Privacy Notice: Applicants are responsible for redacting or removing all sensitive personal information from all uploaded documents prior to submission. Please remove Social Security Numbers, Dates of Birth, and Applicant Photos. References Professional reference information will be confirmed and required upon invite to second level interview, if applicable. Equivalency for Minimum Qualifications Applicants for faculty and educational administrator positions in California Community Colleges are required to meet certain minimum qualifications as provided by the California Community Colleges Chancellor's Office and detailed in the Minimum Qualifications for Faculty and Administrators in California Community Colleges handbook . If you do not meet these minimum qualifications, you may still be eligible by completing the KernCCD Application for Equivalence process. Please see our Faculty Equivalency Process website for more information. International or Foreign Degrees Applicants with international or foreign degrees from colleges or universities outside of the United States must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) or Academic Credentials Evaluation Institute, INC. (ACEI). A copy of the evaluation must be submitted with your online application. Accommodations Applicants who require reasonable accommodation to participate in the selection process should contact Human Resources to make the necessary arrangements. (For more information, see our Diversity, Equity, Inclusion, and Equal Employment Opportunities website .) Discrimination Free Work Environment Discrimination based on race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation of any person, military and veteran status, or the perception that a person has one or more of these characteristics is illegal and violates Kern Community College District policy. The Kern CCD Equal Employment Opportunity Plan guides the development, implementation, and monitoring of the District's efforts to foster equal employment opportunities and workplace diversity. See our Discrimination-Free Work Environment webpage for more information. Work Authorization Kern Community College District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission. E-Verify The Kern Community College District participates in the U.S. Department of Homeland Security's E-Verify program to verify the identity and employment eligibility of all newly hired employees. To learn more about E-Verify, please visit e-verify.gov . Helpful Links Kern Community College District Salary Schedules Job Descriptions Benefits Faculty Minimum Qualifications/Equivalency Process All applicants must apply online at https://www.schooljobs.com/careers/kccd/jobs/5518678/site-office-coordinator . 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