1840 Junior Management Assistant Job at City College of San Francisco
Posting Summary
Posting Type
Wide Distribution
Department
Strong Workforce Program
Campus
Ocean Campus
Location
Ocean
Job Category
Classified
Salary
Salary Step 1-5: $34.7090-$41.9873/hourly; $72,195-$87,334/annually
This position is grant-funded and is funded on a yearly basis. Hours are subject to change after appointment dependent upon grant status.
Appointment Type
Classified - Permanent-Exempt
Full Time/Part Time
Full Time
Hours/Week
40
Appointment Schedule
Full Fiscal Year (260 Days)
(STO) School Term/Summer enter number of days
Bilingual Position
No
Special Conditions
Start Date
End Date
Position Description
One (1) Permanent-Exempt, full-time, full-year position. Exempt employees are considered “at will” and serve at the discretion of the appointing officer.
Under supervision, the 1840 Junior Management Assistant will work under the direction of the Associate Dean of Workforce Development Department to focus on general administrative and/or management functions including but not limited to Workforce grant supports.
The essential functions of the job include: performing administrative and/or management functions in the areas of operations, contract/grant development, office management/support services; accounting, budget, clerical and technical support activities: preparing meeting agendas, attending department meetings, coordinating events and activities; gathering, compiling and analyzing data, and preparing reports, assisting in developing and recommending changes to rules, regulations, policies, and procedures; assisting in analysis of programs and budget review, proposals, and projects. Public contact is extensive, and involves college and District staff, faculty, students, vendors, community members, and other educational institutions.
Job Duties
1. Performs administrative functions in the areas of operations, contract development and tracking, faculty assignment, budget, and accounting.
2. Coordinates with faculty in determining required supplies, tools and equipment.
3. Prepares travel forms and reimbursement forms for faculty and administrator.
4. Assists with planning and coordinating division events and activities in conjunction with other management and staff, and provides event and activity support such as planning and scheduling speakers, confirming sites and availability of participants, compiling event materials, and providing follow up as assigned.
5. Attends meetings and other events to obtain and provide current information as well as to meet with management and other staff to successfully implement division office operations.
6. Maintains faculty non-instructional assignments, adheres to the production timeline, and ensures schedule entry accuracy. Verifies scheduling content to align with faculty’s workload and updates as directed.
7. Coordinates with Deans and Department Chairs to ensure faculty’s assignments are submitted on time for payroll processing.
8. Prepares agenda items, attends department meetings, and/or assists with presentations at various types of meetings. Assists in scheduling meetings.
9. Manages office and coordinates clerical and technical support activities such as filing, data processing, inventory control, distributing and reproducing reports and other documents, invoices and statements.
10. Gathers, compiles and analyzes data and prepares reports using database programs, spreadsheets, and various word processing applications in order to ensure compliance with City and departmental polices and grant procedures and guidelines.
11. Assists in developing and recommending changes to policies and procedures; and assisting in the analyses of programs and projects.
12. Develops and maintainseffective working relationships with public sector employers, unions, professional organizations, and non-government organizations.
13. Performs administrative and/or management functions in the areas of operations and grant development. Assists in the monitoring and oversight of grants received by the department; reviews funding limitations and other requirements specified by grantor; assists in monitoring departmental expenditures to ensure funding limitations are not exceeded; assists in monitoring other criteria to ensure compliance with standards required by grantor.
14. May delegate work assignments and coordinate duties of clerical and technical support staff to ensure that procedures, policies, and regulations are followed.
15. Screens calls, visitors, and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals.
16. Sets up and maintain various complex management calendars.
17. Prepares online purchase requisitions and completes electronic supply orders.
18. Compiles items and materials for meeting agendas.
19. Takes and transcribes meeting notes as assigned.
20. Performs related duties and responsibilities as assigned.
Minimum Qualifications
Possession of a baccalaureate degree from an accredited college or university with major coursework in public or business administration, accounting, finance, economics, social sciences, education, or related field, or other areas closely related to specific department program or function.
Substitution: May substitute up to two (2) years of the required education with additional qualifying experience in program/office/operations management, budget development and/or administration, or contract/grant administration. One year (2000 hours) of additional qualifying experience will be considered equivalent to 30 semester units/45 quarter units.
Note: Work experience with the District as a College Work Study ( CWS ) student or Lab Aide (3591) will not be considered or applied as qualifying experience.
Desirable Qualifications
1. Knowledge of office organizational procedures, including workflow, current office equipment, supplies, file systems, and computer applications.
2. Expertise in budget, accounting, and administrative operations within the public sector.
3. Ability to work with a diverse group of people.
4. Ability to travel to all CCSF Centers and other locations as needed.
5. Student-centered, and with a customer service orientation.
6. Excellent verbal and written communication skills.
7. Experience using multiple management information systems.
8. Familiarity with career education and or California community colleges.
Benefits
New employees hired on or after October 1, 2013 will contribute 2% of salary to the San Francisco Retiree Health Care Trust Fund ( RHCTF ).
Additional Days Off with Pay. As stipulated in the appropriate bargaining agreements and board resolutions, Classified employees working full-year (260 days/year) work schedules are granted, as paid days off, the days between Christmas Day and New Year’s Day, as well as an additional five (5) paid days off during spring break. Eligible school-term-only ( STO ) employees who are not scheduled to work the designated days between Christmas and New Year’s Day shall be granted three (3) paid days off to be scheduled by mutual agreement between the employee and supervisor. Eligible school-term-only ( STO ) employees who are not scheduled to work the days designated as Spring Break will not be paid for these days off.
Application Procedure
To be considered for this position, the following material must be submitted by the filing deadline. Applications filed without the required documents will be rejected. NOTE : THE EMPLOYMENT HISTORY PORTION OF APPLICATION MUST BE COMPLETED .
1.Completion of online application (start by clicking on “Apply for this job” button at the top of this page; AND
2. A letter expressing interest in the position specifically indicating how you meet the Minimum and Desirable Qualifications as listed in this announcement and identifying the department above; AND
3. A current resume summarizing educational background and related work experience; AND
4. Educational Verification as stated below: Verification of qualifying education must include copies of transcripts, diplomas or certificates posting your degree(s) and Major(s). If verification cannot be obtained, the applicant must submit a signed statement with the application explaining why such verification cannot be obtained. Requests for waiver will be considered on a case-by-case basis. Foreign degree(s)/coursework used as qualifying to meet minimum qualifications must be evaluated by a foreign degree evaluation services organization, before an application can be processed. Please contact the CCSF Human Resources Department at (415) 452-7660 for evaluation sources. Failure to submit the required verification or request for waiver with the application at the time of filing will result in rejection of the application.
Verification of Experience: Verification may be requested at any time during this recruitment and selection process. If requested, verification of experience needed to qualify must be submitted on the employer’s letterhead and indicate the name of the applicant, job title, dates of employment, hours/week, and duties performed and must be signed by the supervisor and/or appropriate company representative. Verification experience may be waived if impossible to obtain. The applicant must submit a signed statement with the application explaining why verification cannot be obtained. Waiver request will be considered on a case-by-case basis. Failure to submit the required verification or request for a waiver at the time of verification is requested may result in the rejection of the application.
ADA Statement
Applicants who require a reasonable accommodation to participate in this hiring process should contact the Title 5/ EEO / ADA Compliance Officer at 415/452-5053 to make the necessary arrangements. Please be aware that verification of a covered disability under the ADA may be required.
Selection Procedure/Conditions of Employment
Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine applicants’ qualifications. Only those applicants who most closely meet the needs of the Department will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.
EEO Statement
It is the policy of the City College of San Francisco to provide all persons with equal employment and educational opportunities regardless of race, color, ancestry, national origin, ethnic group identification, religion, age, gender, marital status, domestic partner status, sexual orientation, disability or AIDS / HIV status, medical conditions, gender identity, or status as a Vietnam-Era veteran. These categories specifically include status as a lesbian, gay, bisexual, transgender, or questioning person in any District program or activity. For further information, contact the Title 5/ EEO / ADA Compliance Officer at (415) 452-5053.
Posting Detail Information
Posting Number
CS00245P
Job Open Date
11/22/2022
Application Review Date
Job Close Date
12/08/2022
Open Until Filled
No
Contact
John Halpin
Contact Phone/Extension
415-452-7013
Contact Email
jhalpin@ccsf.edu
Special Instructions to Applicant
New Hires: As approved by the governing Board of the San Francisco Community College District, beginning October 1, 2021, City College of San Francisco requires that new and current employees, students, and business partners participate in the Covid Safety Campaign. All parties entering CCSF facilities must demonstrate proof of covid vaccination in compliance with current CDC and SFDPH guidelines. New hires must submit documentation for verification to the Human Resources Department.
Employees who are current, Permanent-Exempt, full-time, full year in Class 1840 Jr. Management Assistant with City College of San Francisco qualifies to be considered as an internal transfer candidate. Internal Transfer applicants must submit an application according to the application procedure identified above AND indicate on the letter of interest that they are applying as an internal transfer candidate.
Please Note :
epokagency.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, epokagency.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.
Posting Type
Wide Distribution
Department
Strong Workforce Program
Campus
Ocean Campus
Location
Ocean
Job Category
Classified
Salary
Salary Step 1-5: $34.7090-$41.9873/hourly; $72,195-$87,334/annually
This position is grant-funded and is funded on a yearly basis. Hours are subject to change after appointment dependent upon grant status.
Appointment Type
Classified - Permanent-Exempt
Full Time/Part Time
Full Time
Hours/Week
40
Appointment Schedule
Full Fiscal Year (260 Days)
(STO) School Term/Summer enter number of days
Bilingual Position
No
Special Conditions
Start Date
End Date
Position Description
One (1) Permanent-Exempt, full-time, full-year position. Exempt employees are considered “at will” and serve at the discretion of the appointing officer.
Under supervision, the 1840 Junior Management Assistant will work under the direction of the Associate Dean of Workforce Development Department to focus on general administrative and/or management functions including but not limited to Workforce grant supports.
The essential functions of the job include: performing administrative and/or management functions in the areas of operations, contract/grant development, office management/support services; accounting, budget, clerical and technical support activities: preparing meeting agendas, attending department meetings, coordinating events and activities; gathering, compiling and analyzing data, and preparing reports, assisting in developing and recommending changes to rules, regulations, policies, and procedures; assisting in analysis of programs and budget review, proposals, and projects. Public contact is extensive, and involves college and District staff, faculty, students, vendors, community members, and other educational institutions.
Job Duties
1. Performs administrative functions in the areas of operations, contract development and tracking, faculty assignment, budget, and accounting.
2. Coordinates with faculty in determining required supplies, tools and equipment.
3. Prepares travel forms and reimbursement forms for faculty and administrator.
4. Assists with planning and coordinating division events and activities in conjunction with other management and staff, and provides event and activity support such as planning and scheduling speakers, confirming sites and availability of participants, compiling event materials, and providing follow up as assigned.
5. Attends meetings and other events to obtain and provide current information as well as to meet with management and other staff to successfully implement division office operations.
6. Maintains faculty non-instructional assignments, adheres to the production timeline, and ensures schedule entry accuracy. Verifies scheduling content to align with faculty’s workload and updates as directed.
7. Coordinates with Deans and Department Chairs to ensure faculty’s assignments are submitted on time for payroll processing.
8. Prepares agenda items, attends department meetings, and/or assists with presentations at various types of meetings. Assists in scheduling meetings.
9. Manages office and coordinates clerical and technical support activities such as filing, data processing, inventory control, distributing and reproducing reports and other documents, invoices and statements.
10. Gathers, compiles and analyzes data and prepares reports using database programs, spreadsheets, and various word processing applications in order to ensure compliance with City and departmental polices and grant procedures and guidelines.
11. Assists in developing and recommending changes to policies and procedures; and assisting in the analyses of programs and projects.
12. Develops and maintainseffective working relationships with public sector employers, unions, professional organizations, and non-government organizations.
13. Performs administrative and/or management functions in the areas of operations and grant development. Assists in the monitoring and oversight of grants received by the department; reviews funding limitations and other requirements specified by grantor; assists in monitoring departmental expenditures to ensure funding limitations are not exceeded; assists in monitoring other criteria to ensure compliance with standards required by grantor.
14. May delegate work assignments and coordinate duties of clerical and technical support staff to ensure that procedures, policies, and regulations are followed.
15. Screens calls, visitors, and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals.
16. Sets up and maintain various complex management calendars.
17. Prepares online purchase requisitions and completes electronic supply orders.
18. Compiles items and materials for meeting agendas.
19. Takes and transcribes meeting notes as assigned.
20. Performs related duties and responsibilities as assigned.
Minimum Qualifications
Possession of a baccalaureate degree from an accredited college or university with major coursework in public or business administration, accounting, finance, economics, social sciences, education, or related field, or other areas closely related to specific department program or function.
Substitution: May substitute up to two (2) years of the required education with additional qualifying experience in program/office/operations management, budget development and/or administration, or contract/grant administration. One year (2000 hours) of additional qualifying experience will be considered equivalent to 30 semester units/45 quarter units.
Note: Work experience with the District as a College Work Study ( CWS ) student or Lab Aide (3591) will not be considered or applied as qualifying experience.
Desirable Qualifications
1. Knowledge of office organizational procedures, including workflow, current office equipment, supplies, file systems, and computer applications.
2. Expertise in budget, accounting, and administrative operations within the public sector.
3. Ability to work with a diverse group of people.
4. Ability to travel to all CCSF Centers and other locations as needed.
5. Student-centered, and with a customer service orientation.
6. Excellent verbal and written communication skills.
7. Experience using multiple management information systems.
8. Familiarity with career education and or California community colleges.
Benefits
New employees hired on or after October 1, 2013 will contribute 2% of salary to the San Francisco Retiree Health Care Trust Fund ( RHCTF ).
Additional Days Off with Pay. As stipulated in the appropriate bargaining agreements and board resolutions, Classified employees working full-year (260 days/year) work schedules are granted, as paid days off, the days between Christmas Day and New Year’s Day, as well as an additional five (5) paid days off during spring break. Eligible school-term-only ( STO ) employees who are not scheduled to work the designated days between Christmas and New Year’s Day shall be granted three (3) paid days off to be scheduled by mutual agreement between the employee and supervisor. Eligible school-term-only ( STO ) employees who are not scheduled to work the days designated as Spring Break will not be paid for these days off.
Application Procedure
To be considered for this position, the following material must be submitted by the filing deadline. Applications filed without the required documents will be rejected. NOTE : THE EMPLOYMENT HISTORY PORTION OF APPLICATION MUST BE COMPLETED .
1.Completion of online application (start by clicking on “Apply for this job” button at the top of this page; AND
2. A letter expressing interest in the position specifically indicating how you meet the Minimum and Desirable Qualifications as listed in this announcement and identifying the department above; AND
3. A current resume summarizing educational background and related work experience; AND
4. Educational Verification as stated below: Verification of qualifying education must include copies of transcripts, diplomas or certificates posting your degree(s) and Major(s). If verification cannot be obtained, the applicant must submit a signed statement with the application explaining why such verification cannot be obtained. Requests for waiver will be considered on a case-by-case basis. Foreign degree(s)/coursework used as qualifying to meet minimum qualifications must be evaluated by a foreign degree evaluation services organization, before an application can be processed. Please contact the CCSF Human Resources Department at (415) 452-7660 for evaluation sources. Failure to submit the required verification or request for waiver with the application at the time of filing will result in rejection of the application.
Verification of Experience: Verification may be requested at any time during this recruitment and selection process. If requested, verification of experience needed to qualify must be submitted on the employer’s letterhead and indicate the name of the applicant, job title, dates of employment, hours/week, and duties performed and must be signed by the supervisor and/or appropriate company representative. Verification experience may be waived if impossible to obtain. The applicant must submit a signed statement with the application explaining why verification cannot be obtained. Waiver request will be considered on a case-by-case basis. Failure to submit the required verification or request for a waiver at the time of verification is requested may result in the rejection of the application.
ADA Statement
Applicants who require a reasonable accommodation to participate in this hiring process should contact the Title 5/ EEO / ADA Compliance Officer at 415/452-5053 to make the necessary arrangements. Please be aware that verification of a covered disability under the ADA may be required.
Selection Procedure/Conditions of Employment
Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine applicants’ qualifications. Only those applicants who most closely meet the needs of the Department will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.
EEO Statement
It is the policy of the City College of San Francisco to provide all persons with equal employment and educational opportunities regardless of race, color, ancestry, national origin, ethnic group identification, religion, age, gender, marital status, domestic partner status, sexual orientation, disability or AIDS / HIV status, medical conditions, gender identity, or status as a Vietnam-Era veteran. These categories specifically include status as a lesbian, gay, bisexual, transgender, or questioning person in any District program or activity. For further information, contact the Title 5/ EEO / ADA Compliance Officer at (415) 452-5053.
Posting Detail Information
Posting Number
CS00245P
Job Open Date
11/22/2022
Application Review Date
Job Close Date
12/08/2022
Open Until Filled
No
Contact
John Halpin
Contact Phone/Extension
415-452-7013
Contact Email
jhalpin@ccsf.edu
Special Instructions to Applicant
New Hires: As approved by the governing Board of the San Francisco Community College District, beginning October 1, 2021, City College of San Francisco requires that new and current employees, students, and business partners participate in the Covid Safety Campaign. All parties entering CCSF facilities must demonstrate proof of covid vaccination in compliance with current CDC and SFDPH guidelines. New hires must submit documentation for verification to the Human Resources Department.
Employees who are current, Permanent-Exempt, full-time, full year in Class 1840 Jr. Management Assistant with City College of San Francisco qualifies to be considered as an internal transfer candidate. Internal Transfer applicants must submit an application according to the application procedure identified above AND indicate on the letter of interest that they are applying as an internal transfer candidate.
Please Note :
epokagency.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, epokagency.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.