Santa Monica College
Administrative Assistant I 2024
Santa Monica College, Santa Monica, California, United States, 90405
Salary :
$60,912.00 - $74,040.00 Annually
Location :
1900 Pico Blvd. Santa Monica 90405, CA
Job Type:
Varies - FT, PT and temporary
Job Number:
AAI2024_9999
Department:
Various Departments
Opening Date:
09/24/2024
Closing Date:
10/14/2024 11:59 PM Pacific
Description
This is a Promotional and Open Competitive Recruitment, which will result in two eligibility lists.
Administrative Assistant I
Applications will ONLY be accepted from Tuesday, October 8, 2024 at 8:00 A.M. through Monday, October 14, 2024 at 11:59 P.M.The eligibility lists created from this recruitment will be used to fill any vacancies that occur during the six month life of the eligibility lists, including full-time and/or part-time, permanent and/or temporary positions.
WELCOME TO SANTA MONICA COLLEGE!
This position performs a variety of specialized clerical duties and provides administrative support for College management and faculty leaders in instructional, academic and support service functional areas.
There is currently one full-time vacancy in the Life Science Department on the Santa Monica College Main Campus. The position will work Monday through Friday, 8:00 AM to 5:00 PM, 40 hours per week, 12 months per year and report to Sasha King, Interim Dean, Academic Affairs. This is a
fully on-ground position.
This position will support the Life Science Department by providing administrative support to ensure compliance with laboratory safety protocols and regulatory guidelines. Examples of responsibilities include maintaining records for safety training sessions, assisting with emergency preparedness plans, and supporting onboarding processes for new faculty and staff. The candidate will also aid in adherence to institutional and governmental regulations related to safety, animal collections, and student research. Additionally, they will assist in the preparation and submission of compliance reports and documentation.Please note
that all candidates must have authorization to work in the United States; the District does not have the ability to provide sponsorship.
What You Will Bring to this PositionThe ideal candidate will possess prior experience in an administrative support role, strong interpersonal skills and a proven history of providing outstanding customer service to a variety of stakeholders; the ability to accurately perform highly detailed tasks; the ability to critically think through problems and independently manage competing work assignments in a fast-paced environment; proficiency with common business applications, such as Microsoft Office Suite; resourcefulness and the ability to adapt to new environments and processes; the ability to effectively communicate with others, both orally and in writing; and basic proficiency in reading and math.
Why Work at SMC?At SMC, you will work beside a diverse group of colleagues who leverage their combined talents and passions to accomplish something great. No matter what department you are in, or what job you have, your contributions will be critical to helping our students fulfill their dreams.Some details about us:We are currently the number one transfer college to UCLA, USC, the University of California system, and Loyola Marymount University We are dedicated to sustainable practices and are accessible via environmentally-friendly transportation options, including the Expo Line and Big Blue Bus. We are one of the select community colleges in California approved to award a Bachelor's degree. SMC currently awards a Bachelor's degree in Interaction Design.
Please visit
www.smc.edu/aboutsmc
to learn more about us and why we are
Proud to Be SMC!BenefitsWe value our employees as people, and recognize the value of work-life balance, the health of you and your family, and professional development. We offer a variety of benefits and perks to support new members of our team, including:18 paid holidays* 12 paid vacation days* 12 paid illness days*
Fully paid
medical, dental, and vision-care coverage (including eligible dependents) Free mental health assistance through the Employee Assistance Service for Education (EASE) program.
Membership in the California Public Employee Retirement System (CALPERS) 5% increase in base pay for every 5 years worked with SMC, up to 40 years of service. Waived tuition fees for classes taken at Santa Monica College. Reimbursement for related classes, conferences or workshops to empower your professional development. Free Big Blue Bus access and monthly incentives for eligible employees through the
CSEA Chapter 36 Union Membership Option
*Benefits, holidays, vacation, and illness days listed above assume a 40-hour per week, 12 month per year schedule. Benefits, vacation and illness days are prorated for other work schedules.
Salary PlacementNew Employees:
Generally, new employees start at the first step on the salary schedule. A new permanent classified employee may request a higher salary placement based on recruitment issues and/or additional training and experience which greatly exceeds the minimum requirements. Please note that salary placement above the third step requires additional approvals by Santa Monica College executive staff.
Current Employees:
Upon promotion, the new salary for a current, permanent employee is based on Merit Rule 12.2.7. In accordance with this rule, employees are entitled to at least a one-step (5%) salary increase, and may be eligible for advanced step placement in accordance with established criteria.
About the Selection ProcessThe selection process tentatively consists of a Multiple-Choice Test (pass/fail) and a Qualifications Appraisal Interview (weighted at 100%). Only the highest scoring candidates from the Multiple-Choice Test will be invited to the Qualifications Appraisal Interview (weighted at 100%). Candidates must be successful on all test parts to be placed on the eligibility list. Two separate eligibility lists will be created from this recruitment: one for promotional candidates and one for external candidates. The promotional list will be used first, and must be exhausted before we can hire external candidates to fill vacant positions.
The eligibility lists created from this recruitment will be used to fill any vacancies that occur during the six month life of the eligibility lists, including full-time and/or part-time, permanent and/or temporary positions.
Santa Monica College reserves the right to modify the stated test components and weights prior to the administration of any test.
Certain positions within this classification may require employees to routinely and consistently read, speak, and/or write using a language other than English. Testing of eligible candidates' bilingual proficiency will occur, as needed, as the District identifies positions that require this skill.
Communication for this recruitment will be via e-mail.
You must check your e-mail on a regular basis to be informed of your status for this recruitment.
Test Retake PolicyBased on the District's hiring needs, we may administer multiple recruitments for this job classification (or a related job classification that uses the same test(s)) within the next several months.
Candidates must wait a period of 90 calendar days between testing appointments before retesting.
Candidates who are ineligible to participate in an upcoming test or interview due to the provided retake period will be notified via email, and will have their highest valid score(s) on any non-weighted (pass/fail) test parts applied toward that recruitment.
The Santa Monica Community College District is committed to the principles of equal employment opportunity. All qualified applicants for employment, as well as District employees, shall have full and equal access to employment opportunity. No person shall be subjected to unlawful discrimination in any program or activity of the District. The District's Board Policy 3120 (Equal Employment Opportunity and Nondiscrimination in Employment) may be accessed at:
Equity Statement"Santa Monica College encourages candidates that are equity-minded to apply. SMC is a minority-serving, Hispanic-serving institution. We actively seek to attract candidates from minority groups that value equity, diversity, and inclusion. Equity, diversity, and inclusion are built into the culture at SMC, and are an essential component of the work that we do. SMC is committed to racial and socioeconomic diversity as it is a reflection of our student population and we strive to hire candidates that share this commitment."Examples of Duties
Performs a variety of clerical duties for an instructional program or functional area; uses a computer for information input and retrieval; maintains databases and spreadsheets; maintains files and records; organizes, distributes and/or submits pertinent documentation to appropriate sources.
Creates, formats, edits, and proofreads a variety of materials including correspondence, documents, reports, meeting agendas and minutes, course outlines, directories, handbooks, and informational and publicity brochures, from rough draft, oral direction or other source materials; ensures accuracy, completeness and compliance with District standards, policies and procedures.
Receives and screens visitors, telephone calls and correspondence; responds to questions, requests and complaints; provides information about services, policies and procedures.
Resolves routine problems involving administration, staff or students.
Makes arrangements for a variety of meetings, conferences, orientations, and other special events as needed; assembles, prepares and distributes related materials; notifies and confirms participant attendance; schedules, reserves and sets up event/meeting locations and equipment; handles ticketing, permits and arranges for catering as needed.
Maintains records of requisitions, invoices, budget accounts and inventory; creates requisitions and orders supplies; communicates with vendors in collaboration with procurement department; places service calls/work orders.
Orients, informs and guides co-workers in office procedures related to assigned department.
May provide academic or program-related administrative support in one or more of the following: support schedule development and maintenance for department; coordinate room/scheduling conflicts, changes, and cancellations; prepare tests, answer keys and forms and assemble related packets; arrange for substitute instructors; process department applications, assemble and distribute staff/faculty evaluation packets; coordinate course material orders; maintain rosters; receive and document deliveries from vendors
May receive and deposit payments from customers, employees, students and/or the public and issue receipts per established procedures.
May electronically and manually record, prepare, and submit staff, faculty and student worker timesheets and absence forms for supervisor review and approval prior to submitting to Payroll.
May assist in training and providing work direction to student workers.
Performs other related duties as requested or assigned.
Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance.Minimum Qualifications
Education Requirement:Graduation from high school or GED equivalent.
Experience Requirement:Two years of clerical experience, including one year of experience providing direct administrative support to an administrator or management level supervisor.
Education/Experience Equivalency:
Experience and/or education of the same kind, level or amount as required in the minimum qualifications may be substituted on a year-for-year basis.Supplemental Information
For additional information about our employment process, please visit our page and click on "current employees" (for existing, permanent SMC employees) or "job applicants" (for external applicants).
Santa Monica College offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, and life insurance for permanent positions. Permanent full-time positions of 35 hours or more receive fully paid District benefits. Permanent position assignments of 20 to 34 hours per week receive a pro-rated benefits package as outlined in CSEA Chapter 36 Bargaining Agreement.
Temporary positions and permanent position assignments of less than 20 hours per week do not have a benefits package.
For more information visit the following link:
01
Santa Monica College is not able to provide sponsorship for employment.If hired for this position, can you legally work in the USA without sponsorship from Santa Monica College?
YesNo
02
To participate in the selection process, all candidates must meet the minimum education and experience requirements for this job. The following supplemental questions will help us determine if you meet these requirements. You are required to answer each of the following questions truthfully and completely -
do not refer us to your resume . Your answers MUST be supported by the information you have entered in your general application; responses which cannot be supported by information contained in your application will be deemed invalid. Falsification, exaggeration, and misrepresentation will result in your disqualification. Do you agree to answer the following questions truthfully and completely AND understand that falsification or overstatement of your qualifications is grounds for disqualification of your application?
YesNo
03
Candidates must have a high school diploma or possess a GED equivalent. Do you meet this education requirement?
Please Note: Additional qualifying experience, beyond what is listed in the minimum experience requirement, may substitute for missing education on a year-for-year basis (30 semester/45 quarter units = 1 year of experience).
Yes, I meet this education requirementNo, I do not meet this education requirement. However, I have additional experience (beyond the minimum required) that can fully substitute for the missing education.I do not meet the education requirement, and do not possess additional education that can substitute for this experience.
04
Candidates must possess
two years of clerical experience, including one year of experience providing direct administrative support to an administrator or management level supervisor . Do you meet this experience requirement?
Please Note: Additional qualifying education, beyond what is listed in the minimum education requirement, may substitute for missing experience on a year-for-year basis (30 semester/45 quarter units = 1 year experience).
Yes, I meet this experience requirement.No, I do not meet this experience requirement. However, I have additional education (beyond the minimum required) that can fully substitute for the missing experience.I do not meet the experience requirement, and do not possess additional education that can substitute for the missing experience.
05
Please discuss how you meet the experience requirement. Include (1) the organization(s) for which you worked, (2) dates of employment, (3) hours worked per week, and (4) duties performed. If you do not have experience in this area, type N/A.
(This is a required question. Do not write "see resume")
06
For verification purposes, please attach a copy of your
official or unofficial educational transcripts
verifying all degrees/courses you have completed. I understand and agree to comply with these instructions.
YesNo
07
The Written Exam for Administrative Assistant I is tentatively scheduled for
Saturday, October 26, 2024
at Santa Monica College (location to be determined). Make up exams are administered ONLY if a candidate has a verifiable reason. Do you understand this statement?
YesNo
Required Question
$60,912.00 - $74,040.00 Annually
Location :
1900 Pico Blvd. Santa Monica 90405, CA
Job Type:
Varies - FT, PT and temporary
Job Number:
AAI2024_9999
Department:
Various Departments
Opening Date:
09/24/2024
Closing Date:
10/14/2024 11:59 PM Pacific
Description
This is a Promotional and Open Competitive Recruitment, which will result in two eligibility lists.
Administrative Assistant I
Applications will ONLY be accepted from Tuesday, October 8, 2024 at 8:00 A.M. through Monday, October 14, 2024 at 11:59 P.M.The eligibility lists created from this recruitment will be used to fill any vacancies that occur during the six month life of the eligibility lists, including full-time and/or part-time, permanent and/or temporary positions.
WELCOME TO SANTA MONICA COLLEGE!
This position performs a variety of specialized clerical duties and provides administrative support for College management and faculty leaders in instructional, academic and support service functional areas.
There is currently one full-time vacancy in the Life Science Department on the Santa Monica College Main Campus. The position will work Monday through Friday, 8:00 AM to 5:00 PM, 40 hours per week, 12 months per year and report to Sasha King, Interim Dean, Academic Affairs. This is a
fully on-ground position.
This position will support the Life Science Department by providing administrative support to ensure compliance with laboratory safety protocols and regulatory guidelines. Examples of responsibilities include maintaining records for safety training sessions, assisting with emergency preparedness plans, and supporting onboarding processes for new faculty and staff. The candidate will also aid in adherence to institutional and governmental regulations related to safety, animal collections, and student research. Additionally, they will assist in the preparation and submission of compliance reports and documentation.Please note
that all candidates must have authorization to work in the United States; the District does not have the ability to provide sponsorship.
What You Will Bring to this PositionThe ideal candidate will possess prior experience in an administrative support role, strong interpersonal skills and a proven history of providing outstanding customer service to a variety of stakeholders; the ability to accurately perform highly detailed tasks; the ability to critically think through problems and independently manage competing work assignments in a fast-paced environment; proficiency with common business applications, such as Microsoft Office Suite; resourcefulness and the ability to adapt to new environments and processes; the ability to effectively communicate with others, both orally and in writing; and basic proficiency in reading and math.
Why Work at SMC?At SMC, you will work beside a diverse group of colleagues who leverage their combined talents and passions to accomplish something great. No matter what department you are in, or what job you have, your contributions will be critical to helping our students fulfill their dreams.Some details about us:We are currently the number one transfer college to UCLA, USC, the University of California system, and Loyola Marymount University We are dedicated to sustainable practices and are accessible via environmentally-friendly transportation options, including the Expo Line and Big Blue Bus. We are one of the select community colleges in California approved to award a Bachelor's degree. SMC currently awards a Bachelor's degree in Interaction Design.
Please visit
www.smc.edu/aboutsmc
to learn more about us and why we are
Proud to Be SMC!BenefitsWe value our employees as people, and recognize the value of work-life balance, the health of you and your family, and professional development. We offer a variety of benefits and perks to support new members of our team, including:18 paid holidays* 12 paid vacation days* 12 paid illness days*
Fully paid
medical, dental, and vision-care coverage (including eligible dependents) Free mental health assistance through the Employee Assistance Service for Education (EASE) program.
Membership in the California Public Employee Retirement System (CALPERS) 5% increase in base pay for every 5 years worked with SMC, up to 40 years of service. Waived tuition fees for classes taken at Santa Monica College. Reimbursement for related classes, conferences or workshops to empower your professional development. Free Big Blue Bus access and monthly incentives for eligible employees through the
CSEA Chapter 36 Union Membership Option
*Benefits, holidays, vacation, and illness days listed above assume a 40-hour per week, 12 month per year schedule. Benefits, vacation and illness days are prorated for other work schedules.
Salary PlacementNew Employees:
Generally, new employees start at the first step on the salary schedule. A new permanent classified employee may request a higher salary placement based on recruitment issues and/or additional training and experience which greatly exceeds the minimum requirements. Please note that salary placement above the third step requires additional approvals by Santa Monica College executive staff.
Current Employees:
Upon promotion, the new salary for a current, permanent employee is based on Merit Rule 12.2.7. In accordance with this rule, employees are entitled to at least a one-step (5%) salary increase, and may be eligible for advanced step placement in accordance with established criteria.
About the Selection ProcessThe selection process tentatively consists of a Multiple-Choice Test (pass/fail) and a Qualifications Appraisal Interview (weighted at 100%). Only the highest scoring candidates from the Multiple-Choice Test will be invited to the Qualifications Appraisal Interview (weighted at 100%). Candidates must be successful on all test parts to be placed on the eligibility list. Two separate eligibility lists will be created from this recruitment: one for promotional candidates and one for external candidates. The promotional list will be used first, and must be exhausted before we can hire external candidates to fill vacant positions.
The eligibility lists created from this recruitment will be used to fill any vacancies that occur during the six month life of the eligibility lists, including full-time and/or part-time, permanent and/or temporary positions.
Santa Monica College reserves the right to modify the stated test components and weights prior to the administration of any test.
Certain positions within this classification may require employees to routinely and consistently read, speak, and/or write using a language other than English. Testing of eligible candidates' bilingual proficiency will occur, as needed, as the District identifies positions that require this skill.
Communication for this recruitment will be via e-mail.
You must check your e-mail on a regular basis to be informed of your status for this recruitment.
Test Retake PolicyBased on the District's hiring needs, we may administer multiple recruitments for this job classification (or a related job classification that uses the same test(s)) within the next several months.
Candidates must wait a period of 90 calendar days between testing appointments before retesting.
Candidates who are ineligible to participate in an upcoming test or interview due to the provided retake period will be notified via email, and will have their highest valid score(s) on any non-weighted (pass/fail) test parts applied toward that recruitment.
The Santa Monica Community College District is committed to the principles of equal employment opportunity. All qualified applicants for employment, as well as District employees, shall have full and equal access to employment opportunity. No person shall be subjected to unlawful discrimination in any program or activity of the District. The District's Board Policy 3120 (Equal Employment Opportunity and Nondiscrimination in Employment) may be accessed at:
Equity Statement"Santa Monica College encourages candidates that are equity-minded to apply. SMC is a minority-serving, Hispanic-serving institution. We actively seek to attract candidates from minority groups that value equity, diversity, and inclusion. Equity, diversity, and inclusion are built into the culture at SMC, and are an essential component of the work that we do. SMC is committed to racial and socioeconomic diversity as it is a reflection of our student population and we strive to hire candidates that share this commitment."Examples of Duties
Performs a variety of clerical duties for an instructional program or functional area; uses a computer for information input and retrieval; maintains databases and spreadsheets; maintains files and records; organizes, distributes and/or submits pertinent documentation to appropriate sources.
Creates, formats, edits, and proofreads a variety of materials including correspondence, documents, reports, meeting agendas and minutes, course outlines, directories, handbooks, and informational and publicity brochures, from rough draft, oral direction or other source materials; ensures accuracy, completeness and compliance with District standards, policies and procedures.
Receives and screens visitors, telephone calls and correspondence; responds to questions, requests and complaints; provides information about services, policies and procedures.
Resolves routine problems involving administration, staff or students.
Makes arrangements for a variety of meetings, conferences, orientations, and other special events as needed; assembles, prepares and distributes related materials; notifies and confirms participant attendance; schedules, reserves and sets up event/meeting locations and equipment; handles ticketing, permits and arranges for catering as needed.
Maintains records of requisitions, invoices, budget accounts and inventory; creates requisitions and orders supplies; communicates with vendors in collaboration with procurement department; places service calls/work orders.
Orients, informs and guides co-workers in office procedures related to assigned department.
May provide academic or program-related administrative support in one or more of the following: support schedule development and maintenance for department; coordinate room/scheduling conflicts, changes, and cancellations; prepare tests, answer keys and forms and assemble related packets; arrange for substitute instructors; process department applications, assemble and distribute staff/faculty evaluation packets; coordinate course material orders; maintain rosters; receive and document deliveries from vendors
May receive and deposit payments from customers, employees, students and/or the public and issue receipts per established procedures.
May electronically and manually record, prepare, and submit staff, faculty and student worker timesheets and absence forms for supervisor review and approval prior to submitting to Payroll.
May assist in training and providing work direction to student workers.
Performs other related duties as requested or assigned.
Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance.Minimum Qualifications
Education Requirement:Graduation from high school or GED equivalent.
Experience Requirement:Two years of clerical experience, including one year of experience providing direct administrative support to an administrator or management level supervisor.
Education/Experience Equivalency:
Experience and/or education of the same kind, level or amount as required in the minimum qualifications may be substituted on a year-for-year basis.Supplemental Information
For additional information about our employment process, please visit our page and click on "current employees" (for existing, permanent SMC employees) or "job applicants" (for external applicants).
Santa Monica College offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, and life insurance for permanent positions. Permanent full-time positions of 35 hours or more receive fully paid District benefits. Permanent position assignments of 20 to 34 hours per week receive a pro-rated benefits package as outlined in CSEA Chapter 36 Bargaining Agreement.
Temporary positions and permanent position assignments of less than 20 hours per week do not have a benefits package.
For more information visit the following link:
01
Santa Monica College is not able to provide sponsorship for employment.If hired for this position, can you legally work in the USA without sponsorship from Santa Monica College?
YesNo
02
To participate in the selection process, all candidates must meet the minimum education and experience requirements for this job. The following supplemental questions will help us determine if you meet these requirements. You are required to answer each of the following questions truthfully and completely -
do not refer us to your resume . Your answers MUST be supported by the information you have entered in your general application; responses which cannot be supported by information contained in your application will be deemed invalid. Falsification, exaggeration, and misrepresentation will result in your disqualification. Do you agree to answer the following questions truthfully and completely AND understand that falsification or overstatement of your qualifications is grounds for disqualification of your application?
YesNo
03
Candidates must have a high school diploma or possess a GED equivalent. Do you meet this education requirement?
Please Note: Additional qualifying experience, beyond what is listed in the minimum experience requirement, may substitute for missing education on a year-for-year basis (30 semester/45 quarter units = 1 year of experience).
Yes, I meet this education requirementNo, I do not meet this education requirement. However, I have additional experience (beyond the minimum required) that can fully substitute for the missing education.I do not meet the education requirement, and do not possess additional education that can substitute for this experience.
04
Candidates must possess
two years of clerical experience, including one year of experience providing direct administrative support to an administrator or management level supervisor . Do you meet this experience requirement?
Please Note: Additional qualifying education, beyond what is listed in the minimum education requirement, may substitute for missing experience on a year-for-year basis (30 semester/45 quarter units = 1 year experience).
Yes, I meet this experience requirement.No, I do not meet this experience requirement. However, I have additional education (beyond the minimum required) that can fully substitute for the missing experience.I do not meet the experience requirement, and do not possess additional education that can substitute for the missing experience.
05
Please discuss how you meet the experience requirement. Include (1) the organization(s) for which you worked, (2) dates of employment, (3) hours worked per week, and (4) duties performed. If you do not have experience in this area, type N/A.
(This is a required question. Do not write "see resume")
06
For verification purposes, please attach a copy of your
official or unofficial educational transcripts
verifying all degrees/courses you have completed. I understand and agree to comply with these instructions.
YesNo
07
The Written Exam for Administrative Assistant I is tentatively scheduled for
Saturday, October 26, 2024
at Santa Monica College (location to be determined). Make up exams are administered ONLY if a candidate has a verifiable reason. Do you understand this statement?
YesNo
Required Question