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Administrative Associate II, Counseling
Mt. San Jacinto College in Menifee, California
 
 
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Date Posted 01/21/2022
Category
Admin-Counseling
Salary $3,502.56 - $3,715.87 Monthly -  
Employment Type Full Time
Application Deadline Open until filled
 
 
 
 
 
JOB SUMMARY

Special COVID-19 Notice: Mt. San Jacinto College is dedicated to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. To uphold such efforts, all Mt. San Jacinto employees will be required to be fully vaccinated or obtain an approved medical or religious exemption for COVID-19 as a condition of employment. To learn more about this requirement, visit the Information for Employees page.      

WHO WE ARE: 
Mt. San Jacinto Community College District is committed to achieving parity in academic outcomes by removing institutional barriers and creating an inclusive and culturally affirming learning environment. As outlined in the District's Student Equity Pledge, https://www.msjc.edu/equitypledge/documents/MSJC_Equity_Pledge.pdf  (Download PDF reader)  "our purpose is to celebrate diversity, instill hope, and empower our students to transform their lives and those around them by challenging our perceptions and biases through self-reflection and constant inquiry to identify and eliminate equity gaps." We provide students with a rich and dynamic learning experience that embraces differences -- emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens, and socially responsible leaders. When you join our team at Mt. San Jacinto Community College District, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches educational justice as a means for economic and social transformation and mobility demanding the broad collaboration among faculty, classified professional staff, administration, students and community partners.

THE COLLEGE AND THE DISTRICT: 
Mt. San Jacinto Community College enrolls approximately 27,000 students each academic year and has a highly diverse student population that reflects the communities it serves. Designated as a Hispanic-Serving Institution (HSI), Mt. San Jacinto Community College administers an array of student affinity programs specifically focused on supporting our diverse, multicultural, and multi-racial communities. Detailed information about the student population, including data related to student success, can be found on Mt. San Jacinto College's Office of Institutional Effectiveness, Planning, and Research website.

WHO WE WANT: 
We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified professional staff, administration, students and community partners who are also committed to closing equity gaps. The Mt. San Jacinto Community District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals.

We have an exciting opportunity for an Administrative Associate II, Counseling position located at our campus in Menifee, CA. Under the general supervision of the Dean of Student Services, Counseling, the Administrative Associate II performs complex and responsible administrative work in support of the Counseling Department. The Administrative Associate II establishes and maintains positive working relations with students, faculty and staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements and duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.

  • Receive and screen visitors, schedule appointments, screen telephone calls and make referrals to the Dean of Student Services, Counseling or appropriate staff members as required
  • Prepare and review reports, requisitions, and confidential and statistical materials which require the use of some independent judgment
  • Attend meetings and take minutes as needed, transcribe, duplicate and distribute minutes of meetings as appropriate
  • Post data to files and records, check documents for completeness, accuracy, and conformity to proper department and District procedures
  • Organize office activities, file and record and perform varied and specialized typing, editing and proofreading including letters, memorandums and reports
  • Operate a personal computer with access to student records and administrative files, word processing, electronic spreadsheets and other related software applications, calculators and typewriters
  • Order and maintain office supplies, prepare purchase requisitions by developing supply list, obtain quotes and submit to appropriate Counseling Department staff for processing., schedule maintenance and repair of equipment, and prepare in-house supply requisitions for processing
  • Assist in the preparation of the Counseling Department budget including maintaining records of budget expenditures; monitor and track account balances and expenditures made against budgeted allocations
  • Provide the Dean of Student Services, Counseling with periodic budget updates, including account balances, expenditures and budget transfers
  • Review requisitions for proper account numbers and checks account balances for sufficient funds
  • Prepare annual updates of the Counseling Department Educational Program Plans to include Board approved curriculum changes; ensure updated Educational Program Plans have been printed, distributed and received in each district counseling office, including Temecula Ed Center and Banning Pass.
  • Develop and submit print requests
  • Process textbook and periodical orders and film requests as needed by the Counseling Department
  • Assist the Guidance Department with clerical/secretarial duties as assigned
  • Assist the Career/Transfer Center with student support and clerical/secretarial duties as assigned
  • Review records of hours worked and maintain records for classified staff and adult/student hourly staff
  • Train and provide direction and guidance to hourly staff as assigned to the Counseling Department
KNOWLEDGE, SKILLS, AND ABILITIES
The incumbent should possess knowledge of:
  • Correct grammar, spelling and punctuation
  • Office methods, procedures and practices
The incumbent should possess skills in:
  • Working effectively as a team member
  • Meeting schedules and timelines
  • Communicating effectively both orally and in writing
  • Maintaining documentation and records
  • Handling multiple assignments simultaneously and set priorities based on customer needs
The incumbent should possess the ability to:
  • Coordinate many different duties, determine the relative importance of each, set deadlines and complete projects accordingly
  • Quickly learn, independently interpret and apply a variety of complex academic/organizational policies and procedures
  • Trace clerical processing errors
  • Explain a variety of complex procedures and policies
  • Perform complex administrative work involving independent judgment, accuracy and speed
  • Establish format and spatial relationships for correspondence, charts and reports using a computer word processing, spreadsheet and/or database programs
  • Prepare clear and concise correspondence of a routine nature
  • Screen mail, telephone calls and visitors
  • Perform arithmetic computations
  • Establish and maintain cooperative and effective working relationships with others, including those from a diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff

QUALIFICATIONS AND REQUIREMENTS

MINIMUM QUALIFICATIONS

  1. A high school diploma or GED; AND
  2. Four (4) years of professional experience in general clerical work; INCLUDING
    1. Two (2) years performing professional administrative duties; AND
  3. Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff

***Before scanning attachments, remove/redact sensitive, confidential information such as date of birth, social security number, address and photograph***  

SUBSTITUTIONS
Substitutions for meeting the minimum qualifications of this position are allowed.  Please refer to the Substitution Policy included in the Tips for Applying section. 
  • Substitutions for the professional experience requirement are allowed, up to a maximum of two (2) years (*attach transcripts)

DESIRED QUALIFICATIONS
  1. Three (3) years of professional, customer service experience in a busy office environment
  2. Budgeting experience
  3. Prior experience in approaching work and interaction with colleagues and/or students in an equity-minded manner. Ability to promote an inclusive and welcoming work/education environment.
 
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting and may travel from site to site.  The incumbent must be able to work in a fast paced office environment with background noise and a high stress level.

Physical: Primary function requires sufficient physical ability and mobility to work in an office setting and travel from site to site; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to lift or move up to 20 pounds; to operate office equipment requiring repetitive hand movements and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information in person and on the telephone.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.

Hearing: Hear in the normal audio range with or without correction.

CONDITIONS OF EMPLOYMENT 
Initial salary placement for this position is from Step 1 to Step 3 depending on the amount of reasonably related experience.  The job is a Classified position, Level 16, working full time, 40 hours per week, 12 months.  The position serves District-Wide; applicants may be assigned to any district facility.  The current work schedule is Monday through Thursday 8:00 am – 5:30 pm and Friday 8:00 am – 12:00 pm. Work hours are subject to change depending on department needs.

This position is in the California School Employees Association bargaining unit.  For more information, please visit their website http://www.csea.com/

A twelve-month probationary period must be successfully completed before the selected candidate is considered a permanent employee of the District.  The District provides a contribution towards medical, dental, vision, and life insurance.  Vacation and sick leave are provided.  PERS participation is required for retirement eligible employees.  As a condition of employment candidates will be required to complete a Livescan for fingerprint clearance and a Tuberculosis (TB) test/Tuberculosis Risk Assessment form developed by the State Department of Public Health.  Candidates must have an insurable driver's record. 

Mt. San Jacinto Community College will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Mt. San Jacinto Community College is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housing’s Fair Chance Act webpage.  

SALARY SCHEDULES

APPLICATION PROCEDURES 
  1. Applications must be submitted through our online job board; creating a profile is required
  2. Before scanning attachments, remove/redact sensitive, confidential information such as date of birth, social security number, personal photograph, etc.
  3. Please attach the following:
    • a current resume 
    • transcripts of ALL college-level coursework (*see transcript tips below)
    • certification, training, vocational, or related program(s) if applicable
    • provide a list of professional references (include current or previous supervisors)
  4. MSJC application must include details regarding how you satisfy the job requirements; including a statement of your philosophy regarding education and how you meet the qualifications (thoroughly answering supplemental questions "Personal Qualifications Statement" and “Diversity Statement” on the MSJC application is acceptable, or a separate document may be included in your submission)
TIPS FOR APPLYING 
  • For positions that require education, transcript(s) must be attached to your application submission to verify completion of college-level coursework
  • Carefully review the Application Procedures and Tips for Applying to ensure your submission meets the minimum qualifications 
  • If selected for an interview, a presentation and/or teaching demonstration may be required as a part of the interview process.   If applicable, presentation instructions will be included in the invitation to schedule a formal interview.
  • The documents attached to your online application must satisfy the Minimum Qualifications listed for this job
  • Before scanning attachments, remove/redact sensitive, confidential information such as date of birth, social security number, address, photograph
  • If you are employed by the District, it is still the applicant’s responsibility to upload the required attachment(s) to each application submission.  The hiring committee does not have access to personnel files.  The hiring committee only has access to evaluate the documents included with your application submission.  You may contact HR to schedule an appointment to view your personnel file if you’d like access to the original transcript documents in your file.  
  • Your application may be marked as incomplete due to an error with your transcript(s).
    • TRANSCRIPT TIPS:
      • Only transcripts from an accredited college or university will be accepted 
      • Applicants must provide transcripts; which must include required authenticating factors: college/university seal or watermark, registrar signature, print or issue date, name of student, list of all coursework, degree conferral date, and degree major 
      • Transcripts copied and pasted from a website, blurry, unreadable or cut off will not be accepted
      • Transcripts copied and pasted into a program where the text can easily be manipulated cannot be authenticated and are not accepted 
      • Electronic/digital transcripts sent by a college are typically official, certified, and restricted electronic documents; and therefore, it’s recommended to print and save this type of official transcript to a separate file before attaching to your online profile - otherwise we may be unable to open or view the attachment
      • Foreign transcripts are not considered unless accompanied by an official United States clearing house evaluation report, see Foreign Transcript Tips
      • If you attach documents that contain a personal photograph, it will be deleted from your submission
      • If hired, you must submit official, unopened transcripts prior to employment commencement
  • You must attach all the required documents before submitting your online application; otherwise it will be marked as incomplete
  • If you receive notice that your application was marked as incomplete, you are welcome to reapply as long as the position is still open
  • We do not accept documents submitted separate from the NEOED online application system
  • Any documents you want considered as part of your application profile MUST be included at the time you apply through NEOED
  • Hiring committees do not allow applicants to share documents during the formal interview (resume, portfolio, reference letters, etc.).  The only exception would be if there are documents explicitly related to instructions included in a demonstration or presentation task.
SUBSTITUTION POLICY 
Substitutions for meeting the minimum qualifications are allowed for a majority of our job postings.  If substitutions are allowed, they will be listed under the Minimum Qualifications section of the job posting.  Substitutions are allowed for education and professional experience.   Substitutions will be processed as follows:
Education:
  1. 24 semester units equates to one (1) year of college level course work; OR
    • One (1) year of professional experience
  2. 48 semester units equates to two (2) years of college level course work; OR
    • An Associate’s degree; OR
    • Two (2) years of professional experience
  3. 96 semester units equates to four (4) years of college level course work; OR
    • A Bachelor’s degree; OR
    • Four (4) years of professional experience
Professional Experience:
  1. One (1) year of professional experience equates to 24 semester units of college level course work
  2. Two (2) years of professional experience equates to 48 semester units of college level course work; OR
    • An Associate’s degree
  3. Four (4) years of professional experience equates to 96 semester units of college level course work; OR
    • A Bachelor’s degree

THE COLLEGE

Mission: "Mt. San Jacinto College offers quality, accessible, equitable and innovative educational programs and services to students aspiring to achieve their academic, career and personal development goals.  We provide students a safe environment in which to pursue basic skills, career and general education pathways. Our programs lead to transfer, associate degrees and certificates, which meet workforce development needs in our diverse communities. Our commitment to learning and achievement empowers students to enrich our communities and participate meaningfully in today's complex world."
   
Vision: Transforming Learners. Transforming Communities. Transforming Lives.
   
Values Statement: We are students, employees and a community. We believe that the act of teaching and learning is vital to a thriving community that enriches and, at times, saves lives. We commit to opportunities that inspire the following values in ourselves:
   
Excellence:  We challenge students by setting high standards for learning and critical thinking, which we model with action.
 
Collaboration:  We believe the best results are achieved through communication and participation among students, employees, industry and the community we serve.
  
Relationship:  
We nurture a community built on positive interactions and a genuine concern for the welfare of others.
 
Innovation: We cultivate a creative environment that promotes the development of new ideas for continuous quality improvement.
 
Relevance: We create educational experiences that have meaningful applications in a local and global context, today and tomorrow.
 
Access: We ensure equitable rights of all students by removing barriers to a quality education and promoting a network of support that improves learning opportunities.
 
Leadership: We empower people throughout the community to support and facilitate positive change.
 
Diversity: We respect and embrace the power of sharing our differences in thought, opinion, culture and background to optimize our collective strength.
 
Integrity: We believe in being true to our core values by consistently demonstrating our character and an institutional commitment to do the right thing.
 
THE COMMUNITY
The area provides a diverse geography that includes recreational lakes, mountains, desert and wide-open spaces.  MSJC is located about 100 miles southeast of Los Angeles and 50 miles west of Palm Springs.  There is freeway access to ocean beaches, skiing and cultural offerings in San Diego, Los Angeles and Orange County. Weekend recreational opportunities are a few hours away in Las Vegas, Arizona and nearby mountain resorts.   Local theater productions and art galleries provide year-round entertainment, including the famous Ramona Festival and Pageant.
   
GENERAL
Applicants who need assistance in the application and/or hiring process should contact the Human Resources Department as soon as possible.   The District will make reasonable accommodations for applicants with disabilities.
   
The Board assures that all employees and applicants for employment will be provided equal opportunity regardless of race, color, national origin, age, religion, sex, sexual orientation, disability, marital status, or veteran status.

TRAVEL EXPENSES ARE NOT COVERED BY THE DISTRICT
 
 
Equal Opportunity Employer
Employer Website: www.msjc.edu
  
In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to (951) 487-3161.   For administrative purposes, requests must be made at the time of application.
   
E-VERIFY DISCLOSURE
MSJC will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization.  Please access the links from the drop down menu at the top left of the job board web page for further details regarding the E-Verify program.

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