The Information Systems and Technology department at Long Beach Community College is seeking qualified individuals for a current opportunity as a Senior Administrative Assistant! This incumbent will need to have knowledge of office administrative and management practices and procedures. We are looking for someone who has obtained graduation from high school or G.E.D. equivalent. An Associate's degree is preferred. Additionally, this candidate will have five years of increasingly responsible office administrative or secretarial experience. If this describes you, we encourage you to apply for the opportunity to join the innovative and talented LBCC team!

AT-A-GLANCE POSITION INFORMATION

• Type of position: Full Time
• Location : Liberal Arts Campus
• Salary: RANGE 30: $4,708.09 - $5,798.12 / Monthly
• Advanced salary placement: Generally, new employees start at the first step on the salary schedule. Advanced salary placement may be considered on a case-by-case basis.
• Benefits: The District provides an excellent and comprehensive benefits package. Please refer to the Benefits tab for more details.
• Eligibility list: We reserve the right to use an established eligibility list for vacancies in this classification. The eligibility list be valid for 12 months once approved by the Personnel Commission, and may be used to fill future vacancies.
• All Long Beach Community College employees must be fully vaccinated against COVID-19 in compliance with District Policy. Please note that if selected for employment, you must provide proof of fully vaccinated status by date of hire. Documented proof of vaccination is required as part of the onboarding process. Individuals requesting accommodation must do so in a timely manner for consideration. For more information on LBCC District COVID-19 policy and guides please view our Return to Campus page.

For further information on the position or application process, please contact (562) 938-4710.

ABOUT LONG BEACH CITY COLLEGE:

Here at Long Beach City College (LBCC), we celebrate equity, diversity and are committed to the principles of equal employment opportunity. We strive to ensure a positive and inclusive working environment for all. Long Beach City College is committed to providing equitable student learning and achievement, academic excellence, and workforce development by delivering high quality educational programs and support services to our diverse communities. Please check out the LBCC mission and values and other strategic initiatives below to learn more.

• Mission & Values
• Equal Employment Opportunity Plan (Download PDF reader)
• Strategic Plan (Download PDF reader)
• Office of the Superintendent President

GENERAL PURPOSE

Under general supervision, performs a variety of difficult, responsible, sensitive and confidential office administrative and secretarial support functions for a Dean, Director or an executive at that level; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS

Senior Administrative Assistant is responsible for providing a wide array of complex, diverse and confidential secretarial, administrative and support services to a Dean, Director or an executive at that level. Incumbents operate in an environment characterized by involvement in broad District-wide issues and interaction with top management and Board members on complex and sensitive matters.

Senior Administrative Assistant is distinguished from Administrative Assistant in that incumbents in the former class perform a variety of difficult, sensitive and confidential support services for a Dean, Director or executive at that level, requiring a higher degree of independent judgment and a thorough knowledge of District functions, policies and procedures.

Senior Administrative Assistant is further distinguished from Academic Administrative Assistant in that the focus of incumbents in the latter class is on providing specialized administrative support such as scheduling classes, calculating faculty loads and contracts for an academic division, in addition to performing a variety of difficult, sensitive and confidential support services for an academic Dean.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides secretarial and administrative support to a Dean, Director or an executive at that level; using word processing and other applicable software, drafts and types materials, memoranda, correspondence, reports, agendas, presentations, budgets, forms and other documents often of a highly sensitive and confidential nature; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete and obtains necessary signatures; obtains and compiles information, which often may be non-routine and confidential; completes, tracks and submits time-sensitive materials to ensure compliance with District policies and procedures, as well as legal requirements; receives, documents and processes a variety of requests.
• Maintains the division/department’s and/or Dean’s/Director’s calendar; coordinates, schedules, arranges and confirms meetings; screens requests for appointments; makes and confirms conference and travel arrangements, including hotel and flight reservations; prepares, reviews and submits conference, travel, advance and reimbursement requests for approval.
• Receives and screens visitors, telephone calls, e-mails and correspondence, providing information and handling issues that may require sensitivity and the use of sound independent judgment; collects, prioritizes, summarizes and responds to Executives’ voicemail and e-mail messages; conducts research, responds to requests for information, questions and complaints from administrators, faculty, staff, students, stakeholders, media, community groups, auditors and the public; provides information on division/department programs and policies; refers certain issues to appropriate staff or takes or recommends action to resolve the issue; reviews, determines the priority of and routes assigned incoming and outgoing correspondence.
• Acts as division/department liaison; communicates, coordinates and follows-up with various divisions, departments, outside agencies or others to implement plans and actions pertinent to department/division responsibilities in compliance with District policies, procedures and standards; organizes and oversees related activities.
• Researches, accesses, assembles and reviews information from a variety of sources for the preparation of records, correspondence, detailed lists and reports; designs, creates, organizes and maintains specialized and other office files; establishes and maintains confidential, subject and tickler files.
• Plans, organizes, coordinates and makes arrangements for a variety of meetings, workshops, conferences and special events; secures event locations and arranges setup and catering/refreshments; attends events, greets guests and serves as department representative.
• Coordinates the delivery of and provides office and administrative support functions; tracks, records, reviews, audits, monitors and updates assigned personnel, payroll, timekeeping and absence forms and records; explains policies and procedures to staff; reviews forms for accuracy, identifies discrepancies and unsubstantiated information and requests clarifications and corrections as appropriate; inputs designated employees’ time worked, overtime and absences;maintains confidential personnel files and information; prepares and monitors assigned staff or student worker schedules; interviews, selects, supervises and trains student workers; provides guidance to other division/department office support and clerical staff; conducts clerical staff meetings; assists and participates in the development and update of division/department policies and procedures.
• Researches and compiles data for and provides support and assistance in preparation and review of the division/department’s annual budget and year-end closing; reviews division/department or other assigned programs’ expenses and monitors assigned budget balances; prepares expense or appropriation transfers.
• Maintains designated work areas and equipment and orders and monitors inventory of division/department supplies, equipment, books, media, periodicals and educational materials; prepares and codes requisitions; tracks purchase orders; receives and inspects shipments for accuracy and quality; resolves discrepancies with vendors; processes vendor invoices; ensures work orders and vendor service calls are completed in response to work area/standard office equipment problems; maintains related records; coordinates and processes omni/key requests and issuing and lost key replacement.
• May perform specialized administrative duties in support of instructional activities or programs in one or more of the following areas: reviews room/facility usage on assigned campus to ensure proper support of instructional needs; identifies and resolves room/facility scheduling conflicts; coordinates with Executives, management, faculty and staff in these matters; maintains and updates records of instructional facility use; may identify, coordinate, secure and provide detailed information to students regarding off-campus facilities for instructional use; may review, verify accuracy of and edit schedule worksheets and faculty load sheets/contracts and prepare and obtain signatures; plans, organizes and coordinates administrative activities of in-service fire and police training contracts, including student registration and file maintenance.
• May provide primary, specialized administrative support to District committees, such as Grade Review Committee, Assessment and Accreditation Review Committee or multiple planning committees, or in other meetings; prepares, compiles, copies and distributes related agendas, memos, handouts, flyers, letters and reminders; tracks attendance; serves as administrative secretary for designated committees; takes, transcribes, distributes and archives minutes; compiles data and drafts summary reports.
• May perform specialized activities related to division/department’s core functions and responsibilities, including one or more of the following; coordinates, organizes supervises and monitors operations of campus-wide employee/department mail services; schedules, coordinates, prepares, approves and monitors permits for use of campus facilities by outside groups; organizes, assist in implementing and provides varied administrative support to student honors or donor recognition awards and programs; coordinates the opening of new bank accounts with Executives and bank representatives; maintains District check-signing machine.
• Maintains specialized databases and posts information to websites.

OTHER DUTIES

• Attends a variety of meetings, training sessions, conferences, committees, workshops and seminars.
• Conducts special projects as assigned.
• May evaluate student athlete information to determine varsity eligibility, prepares and distributes eligibility lists to the conference Athletics Commissioner.

For the full position description, please click here: Senior Administrative Assistant

MINIMUM QUALIFICATIONS FOR THIS POSITION:

Education, Training and Experience:

A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or G.E.D. equivalent; an Associate’s degree; and five years of increasingly responsible office administrative or secretarial experience; or an equivalent combination of training and experience.

Licenses; Certificates; Special Requirements:
A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance policy.

Meeting the minimum requirements of the position does not guarantee advancement in the selection process. Candidate qualifications will be assessed to determine those who meet and exceed requirements, and are deemed most competitive amongst the applicant pool to proceed.

*** PLEASE NOTE: The District reserves the right to utilize a flexible pass point (cut-off score) on any test part, and/or modify any test part. Examination procedures are subject to change as deemed necessary by the Executive Director, Classified Human Resources.***

Disability Accommodations
If you require special accommodations in the Application, Testing, Interview or Selection Process, you are required to notify the Human Resources Office at least two days prior to the closing date of the posting, by calling (562) 938-4352.

Transfer Requests for current LBCC Employees:
District employees may request to transfer by completing the Transfer Request Form (Download PDF reader)

LONG BEACH COMMUNITY COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYER
The Long Beach Community College District is committed to the principles of equal employment opportunity and equity-minded hiring practices. It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunities and are not subject to discrimination in any program or activity of the District on the basis of ethnic group identification, race, gender, color, language, accent, citizenship status, ancestry, national origin, age, sex, religion, sexual orientation, transgender, parental status, marital status, veteran status, physical or mental disability or medical condition, or on the basis of these perceived characteristics.

Ancestral Land Acknowledgement