Administrative Assistant (Sciences & Mathematics)

• Use the onlineHelp Guideor contact the NEOED Applicants Support Line at if you need assistance with your online applicant account.
• Applicant Support is available between 6 a.m. and 5 p.m. Pacific Time Monday through Friday

REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
1. Performs of a variety of clerical technical and administrative activities to support office operations including but not limited to producing correspondence forms handbooks manuals and other materials occasionally of a sensitive nature; ordering and monitoring supplies and equipment for office and other department related spaces; coordinates service or repair of office equipment; updates relevant intra-net items for area or campus location; reserving District vehicles and making travel arrangements for employees.
2. Greets receives and/or screens office visitors mail emails and telephone callers in a sensitive trauma-informed and culturally inclusive manner; refers matters to appropriate manager or staff as needed; responds to questions complaints and requests for information and assistance from District staff students and the public while maintaining and ensuring confidentiality; composes and prepares written responses independently or for manager approval; generates and disseminates communications as appropriate; facilitates communication between office or assigned manager(s) and the college community the public or outside organizations; interacts and relays information answers questions or explains decisions regarding area of assignment.
3. Maintains calendar(s) for assigned manager(s) or area of assignment to ensure coordination of office activities and status of assigned projects; schedules and coordinates meetings activities or events including but not limited to location requirements facility use requests and audiovisual or presentation equipment needs and support; provides support for District and department events.
4. Assists employees and provides information to solve technology issues (e.g. Zoom/Teams various software applications); directs users to handouts or other resources; assists users to determine optimum strategies for utilizing available technical resources.
5. Collects researches verifies summarizes records and evaluates information; prepares and distributes narrative statistical and financial data and makes recommendations; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; maintains and generates reports from a database or network system.
6. Establishes and maintains a variety of filing systems including but not limited to electronic cloud-based hard copy and confidential files; establishes and maintains files for information records and reports; inputs data into databases which may include confidential information.
7. Records and verifies faculty classified student short-term and temporary employee time sheets; calculates and processes faculty stipends Special Assignment Request Forms (SARF) and Special Assignment Agreements (SAA) and corresponding timesheets; prepares and submits substitute paperwork; generates and proofs monthly faculty pay reports and submits for processing; monitors and tracks classified leave requests and balances; communicates and serves as the liaison with Human Resources as necessary for accident reporting and other relative matters.
8. Assists in budget administration; coordinates prepares and manages assigned budget including but not limited to unrestricted restricted categorical grant capital outlay project and special funds utilizing the Districts Banner Enterprise Resource Planning (ERP) system; prepares and processes budget transfers and augmentations invoices independent contracts reimbursements class fee refunds bank card statements change orders and requisitions and ensures that they are completed and coded to the correct budget account and/or purchase order; receives and deposits monies with the Cashier as needed; reconciles budget for accuracy; resolves budget issues and problems; tracks purchases and deliveries; coordinates requests and reviews price quotes and ensures compliance with District standards and requirements; meets fiscal deadlines and completes end of year processes including balancing accounts and closing open purchase orders; collaborates with management on expenditures to fully expend funds.
9. Works with assigned manager and others as needed to develop annual budget; evaluates and prepares financial reports and summaries for annual budget development process; prepares budget augmentation requests; prepares budget status reports as needed.
10. Provides general assistance information and answers questions regarding budget processes guidelines regulations and procedures to department budget users and employees; serves as the liaison between District Business Services Department and division/department staff.
11. Collaborates with management and Business Services staff on allocated grants to ensure understanding of contract obligations establish data collection procedures and develop grant report schedule; coordinates with stakeholders to monitor completion of objectives throughout grant-life cycle; collaborates with accountants and management to maintain and prepare financial documents analysis and grant summaries to meet reporting milestones and audit requirements.
12. Supports the preparation of audit schedules and works with assigned accountant to complete year end closing and audit processes as needed.
13. Assists with building and adjusting class schedules using historical and current data including calculating and assigning class hours and session credits; tracks curriculum changes; evaluates data received from academic administrators; enters edits tracks and audits curriculum changes through Districts scheduling software; ensures hours and session credits are assigned accurately and in a timely manner; monitors enrollment data to identify and recommend class additions or cancellations and enters information into database; assists with class cancellations.
14. Facilitates the coordination of schedule production; works with assigned administrator/manager to develop class scheduling timeline and deadlines; communicates requirements and provides technical assistance to deans and faculty; coordinates and monitors faculty loading reassignments release time absences and office hours; creates verifies edits and distributes faculty loading records; generates and distributes assignment letters; reviews and monitors Faculty Loading Report Flex hours and additional collective bargaining agreement obligations.
15. Plans coordinates monitors and evaluates non-credit classes and special programs; assesses and recommends future course development and offerings related to community interest and need; researches potential class opportunities and presents to assigned manager for review and approval; researches identifies and recommends class sites or venues; reviews course needs enrollment numbers and cost of site rental to determine viability and ease of use for students and instructors; monitors tracks and analyzes class enrollment figures; determines class cancellation due to low enrollment; updates program and District databases with correct data and cancellation decision for future reference; reviews previous class offerings; analyzes student and instructor feedback to determine ongoing need based on community interest potential enrollment and revenue opportunity.
16. Coordinates classroom utilization between divisions and locations; reserves and releases room schedule for digital publication website posting and distribution; researches room charts to determine available class locations; initiates requests to reserve rooms and submits required forms to facilities for approval; arranges campus and off-site facilities and meeting rooms; researches identifies and recommends class sites or venues; reviews course needs enrollment numbers and cost of site rental to determine viability and ease of use for students and instructors.
17. Assists management with student conduct or grievance issues or concerns; partners with District staff as well as engaging Community Safety as needed.
18. Assists with special event planning and coordination related to the area of assignment including working with outside vendors contractors District staff and management as needed; prepares and submits required event documentation including contracts and facility use requests; tracks and monitors event budget and expenditures.
19. Provides intra- and inter-related department communications between managers staff faculty and students through the administration of various records and reports.
20. Coordinates schedules compiles tabulates transcribes confidential student comments and processes faculty member performance evaluations as needed.
21. Provides support and assists assigned area with campus closures and emergency procedures as needed.
22. Coordinates and supports the logistical completion of contract submission to the Board of Trustees.
23. Attends meetings and trainings related to specific area of assignment; provides staff support to committees and other groups as assigned; attends meetings and take notes or records proceedings; prepares and distributes agendas background materials and minutes as appropriate.
24. Provides general work training guidance supervision assistance and directs activities of students or temporary employees or District staff.
25. Performs related duties that support the overall objective of the position.

WHY SIERRA

• One of Aspen Institutes Top150 Community Colleges in the nation
• The Accrediting Commission recognized Sierra for its exemplary practice of providing personnel with opportunities for continued professional development in order to meet its mission. This includes providing students and employees with a robust set of programs events and conferences related to equity-mindedness and supporting the success of our students etc.
• Public Employees Retirement System (PERS)
• 18 paid holidays (including extended time off during the winter break)
• 12 accrued paid vacation days per year (vacation accrual increases over time)
• Competitive benefits package
• Flexible work schedules may be available
• Currently during summers some employee groups participate in 4x10 schedules
• Qualifying Employer for Public Service Loan Forgiveness (in most cases)

• Use the onlineHelp Guide or contact the NEOED Applicants Support Line at if you need assistance with your online applicant account.
• Applicant Support is available between 6 a.m. and 5 p.m. Pacific Time Monday through Friday.