Overview
Management Assistant Jobs in Santa Clara, CA at West Valley-Mission Community College District
Posting Number
STA00728PO24
Job Family
Administrative Support
Job Function
Administrative Services
USC Market Title
Administrative Coordinator
Link to USC Market Title
https://uscjobs.sc.edu/titles/131920
Job Level
P1 – Professional
Business Title (Internal Title)
Administrative Coordinator
Campus
Columbia
Work County
Richland
College/Division
College of Engineering and Computing
Department
CEC College of Engineering and Computing
State Pay Band
5
Approved Starting Salary
$41,258
Advertised Salary Range
$41,258 – 61,887
Location of Vacancy
Part/Full Time
Full Time
Hours per Week
37.5
Work Schedule
Monday – Friday 8:30 am to 5:00 pm
Basis
12 months
Job Search Category
Student Services
About USC
About University of South Carolina
From the Upstate to the Lowcountry, the University of South Carolina system is transforming the lives of South Carolinians through the impact of our eight institutions and 20 locations throughout the state. More than 50,000 students are enrolled at one of eight institutions, including the research campus in Columbia and comprehensive four-year universities in Aiken, Upstate and Beaufort. In addition, our Palmetto College campuses in Salkehatchie, Union, Lancaster and Sumter enable students to earn associate or bachelor’s degrees through a combination of in-person, online or blended learning. All of our system institutions place strong emphasis on service — helping to build healthier, more educated communities in South Carolina and beyond.
Inclusive Excellence Statement
At the University of South Carolina, we strive to cultivate an inclusive environment that is open, welcoming, and supportive of individuals of all backgrounds. We recognize diversity in our workforce is essential to providing academic excellence and critical to our sustainability. The University is committed to eliminating barriers created by institutional discrimination through accountability and continuous process improvement. We celebrate the diverse voices, perspectives, and experiences of our employees.
Benefits for FTE Positions
The University of South Carolina (USC), through the State of SC and Public Employee Benefit Authority (PEBA), offers employees a valuable benefits package, including health and life insurance, generous paid leave and retirement programs. To learn more about USC benefits, access the About Benefits section on the Applicant Portal at uscjobs.sc.edu.
Position Description
Advertised Job Summary
This position performs a variety of complex administrative and support duties for the Student Services Office in the Molinaroli College of Engineering and Computing. These include student records processing and management, degree audit support, course evaluation management, and office administrative support. The position also provides front-line client relations.
Job Related Minimum Required Education and Experience
Bachelor’s degree and 1 year of related experience in business management, public administration, or administrative services; or equivalency.
Required Certification, Licensure/Other Credentials
Preferred Qualifications
Experience providing administrative support for an academic or support unit; executing fiscal transactions including purchasing and travel; processing undergraduate student records; and creating and analyzing student surveys.
Knowledge/Skills/Abilities
Excellent verbal and written communication skills. Excellent computer skills, plus experience with software programs to include: PeopleSoft, Excel, Banner, and Data Warehouse. Ability to work without supervision. Ability to maintain a professional relationship with the public served.
Job Duties
Job Duty
Reception
Greet and assist students, family members, faculty, staff and other walk-in visitors. Answer the main phone line and manage the Student Services email account. Receive and respond to or redirect inquiries from college webpage contact forms such as Formstack. Maintain up-to-date knowledge of the status of academic programs and support services in the college. Provide general information to students. Explain policies and procedures related to admission, progression, course selection, registration, and graduation. Refer students to other individuals and offices, as appropriate.
Essential Function
Yes
Percentage of Time
15
Job Duty
Academic Transactions
Implement administrative policies and procedures for the consistent processing of records and Registrar transactions. Receive student forms requiring college approval including Special Enrollment, Study Abroad, Senior Checks, Petitions, and other student record transactions: review forms for completeness and compliance with university policies and procedures, route forms for college approval, notify appropriate university offices, and notify students of status and next steps.
Essential Function
Yes
Percentage of Time
15
Job Duty
Academic Services
Manage processes to ensure that complete and accurate files of academic records for current and former students are maintained. Maintain spreadsheet of unofficial transfer reviews. Manage pre-graduation degree-audits, to include evaluation, resolution of discrepancies, communication with students, and maintenance of student records. Coordinate with the Assistant Dean for resolution and approval of exceptions to academic requirements. Perform DegreeWorks exceptions and transactions to ensure degree requirement accuracy and ensure documentation of approval. Assist during degree candidacy process to finalize certifications. As needed, assist with academic data management and program review activities, and assist with course scheduling.
Essential Function
Yes
Percentage of Time
35
Job Duty
Student Evaluation of Instruction
Each semester, create and disseminate course evaluation surveys. Design security procedures to ensure all surveys can be administered to students by faculty in accordance with university policies, and that completed surveys are processed. Generate reports for each course and send electronically to each instructor. Generate summary reports of all courses and send to appropriate Department Chairs and the Dean. Coordinate processes to monitor and improve information integrity, security, and usability.
Essential Function
Yes
Percentage of Time
20
Job Duty
Administrative Support
Ensure that the Student Services office is maintained and inviting to clientele. Maintain supplies of academic forms and office supplies. Serve as point-of-contact with custodial, maintenance, facilities, and other support services and initiate work requests as needed. Coordinate college committees, including Academic Standards and Petitions and Undergraduate Committee. Compile and submit annual petitions reports. Assist faculty, staff, and student organizations that are associated with the Office of Academic Affairs with travel authorizations, reimbursements, purchasing, payment of invoices, and other fiscal transactions. Manage Purchasing Card and Staples Advantage accounts. Process employment transactions for student workers. Distribute honor cords and assist with Outstanding Senior awards. Assist Associate and Assistant Deans.
Essential Function
Yes
Percentage of Time
15
Position Attributes
Employees in Safety-Sensitive or Security-Sensitive positions will be subject to pre-employment and post-employment drug testing in accordance with University policy HR 1.95 Drug and Alcohol Testing.
Safety Sensitive or Security Sensitive
No
Hazardous weather category
Non-Essential
Posting Detail Information
Number of Vacancies
1
Desired Start Date
11/01/2024
Job Open Date
09/09/2024
Job Close Date
10/25/2024
Open Until Filled
No
Special Instructions to Applicant
Positions are advertised for a minimum of five (5) business days on our job website. After five (5) business days, positions can be closed at the discretion of the department at any time. This employment site is updated on a regular basis. The length of the recruitment and screening process may vary from position to position, depending upon a variety of factors. Should review of your qualifications result in a decision to pursue your candidacy, you will be contacted by phone or email.
We are only accepting applications submitted byOctober 25, 2024
The University of South Carolina offers a valuable benefits package including but not limited to:
Health and Life Insurance
Retirement Programs
Paid Tuition
Dependent Scholarships
Annual Leave
Sick Leave
13 Paid Holidays (including an extended December holiday)
Paid Parental Leave
Professional Development Opportunities
Click here to learn more about why you should work at USC.
Quicklink for Posting
https://uscjobs.sc.edu/postings/175432
EEO Statement
The University of South Carolina does not discriminate in educational or employment opportunities or decisions for qualified persons on the basis of age, ancestry, citizenship status, color, disability, ethnicity, familial status, gender (including transgender), gender identity or expression, genetic information, HIV/AIDs status, military status, national origin, pregnancy (false pregnancy, termination of pregnancy, childbirth, recovery therefrom or related medical conditions, breastfeeding), race, religion (including religious dress and grooming practices), sex, sexual orientation, veteran status, or any other bases under federal, state, local law, or regulations.
Title: Management Assistant
Company: West Valley-Mission Community College District
Location: Santa Clara, CA
