Administrative Assistant (Distance Learning)

Experience

QUALIFICATIONS
The following generally describes
the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the
assigned duties.

Knowledge of:

Ability to:

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 with disabilities to perform the essential job functions.

Environment:
Work is performed primarily in a standard office setting.

Physical: Primary functions require sufficient
physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally walk, stoop,
bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment
requiring repetitive hand movement and fine coordination, including use of a computer keyboard; and to verbally communicate to exchange
information.

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.

Supplemental Information

WHY SIERRA?

• One of Aspen Institute’s Top
  150 Community Colleges in the nation
• The Accrediting Commission recognized Sierra “for its exemplary practice of providing personnel
  with opportunities for continued professional development in order to meet its mission.” This includes providing students and employees with
  a robust set of programs, events, and conferences related to equity-mindedness and supporting the success of our students, etc.
• Public Employee’s Retirement System (PERS)
• 18 paid holidays (including extended time off during the winter
  break)
• 12 accrued paid vacation days per year (vacation accrual increases over time)
• Competitive benefits
  package
• Flexible work schedules may be available
• Currently during summers, some employee groups participate in 4×10
  schedules
• Qualifying Employer for Public Service Loan Forgiveness (in most cases)

Sierra College is a Community College
located near Sacramento, California where a heavy emphasis is placed on academic excellence and student success. Since its founding in 1936,
Sierra College has focused on quality instruction and meeting the evolving needs of the students and communities that it serves. The Sierra
Community College District covers more than 3,200 square miles and serves the Northern California foothill counties of Placer and Nevada, as
well as parts of El Dorado and Sacramento. We serve over 17,000 students throughout the region in both on-ground and online courses,
including students at our main Rocklin Campus as well as at two centers located in Grass Valley and Tahoe/Truckee. Our District prides
itself on academic excellence.

Sierra College has a strong commitment to the achievement of equity and inclusion among its faculty,
staff, and students and values the rich, diverse backgrounds that make up the campus community. A strong candidate for this position must
demonstrate a profound understanding of and experience with successfully supporting individuals with varying backgrounds. This includes
persons with disabilities, various gender identities and sexual orientations, as well as individuals from historically underrepresented
communities and other groups. Our District is committed to providing strategies for success and proactive student-centered practices and
policies focused on eliminating equity gaps to ensure the District provides an inclusive educational and employment environment focused on
strategies for success and equitable outcomes for all.

As an institution, Sierra College is committed to eliminating the equity gap
in all student populations with dynamic, learner-centered practices and policies that fully engage the college community. The ideal
candidate will share the College’s commitment to helping its racially and socioeconomically diverse students succeed in their degree and
career objectives. Currently, Sierra College enrolls 17,800 students per term, where approximately: 23% of Sierra College’s students are
Latin(o)(a)(x)(e), 3% are African-American/Black, 2% are Filipino, 6% are Asian, 1% are American Indian/Alaskan Native, 8% are Multiethnic
and 55% are White.

The successful candidate will join a College dedicated to the use of culturally responsive strategies and methods
that meet the varying needs of our students, faculty, staff, and surrounding community. Sierra College demonstrates its commitment to equity
by supporting ongoing professional development for students, faculty, and staff. These opportunities include trainings and workshops on
equity and inclusion, active Academic Senate standing committees concerned with student success and equity, a Presidential Equity Advisory
Committee (PEAC), culturally responsive student engagement centers, support for our undocumented and AB540 students, campus-wide equity
summits, a robust set of programs, events, and conferences related to equity-mindedness and supporting the success of our diverse students.

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  Examples Of Functions and Tasks

  REPRESENTATIVE DUTIES
  The following duties are typical for this classification. Incumbents may not perform
  all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business
  needs and changing business practices.

  
  
  

  1. Performs of a variety of clerical, technical, and administrative activities to
  support office operations, including, but not limited to, producing correspondence, forms, handbooks, manuals, and other materials
  occasionally of a sensitive nature; ordering and monitoring supplies and equipment for office and other department related spaces;
  coordinates service or repair of office equipment; updates relevant intra-net items for area or campus location; reserving District vehicles
  and making travel arrangements for employees.
  2. Greets, receives, and/or screens office visitors, mail, emails, and telephone callers
  in a sensitive, trauma-informed, and culturally inclusive manner; refers matters to appropriate manager or staff, as needed; responds to
  questions, complaints, and requests for information and assistance from District staff, students, and the public while maintaining and
  ensuring confidentiality; composes and prepares written responses independently or for manager approval; generates and disseminates
  communications as appropriate; facilitates communication between office or assigned manager(s) and the college community, the public, or
  outside organizations; interacts and relays information, answers questions, or explains decisions regarding area of assignment.
  3.
  Maintains calendar(s) for assigned manager(s) or area of assignment to ensure coordination of office activities and status of assigned
  projects; schedules and coordinates meetings, activities, or events, including, but not limited to, location requirements, facility use
  requests, and audiovisual or presentation equipment needs and support; provides support for District and department events.
  4. Assists
  employees and provides information to solve technology issues (e.g., Zoom/Teams, various software applications); directs users to handouts
  or other resources; assists users to determine optimum strategies for utilizing available technical resources.
  5. Collects, researches,
  verifies, summarizes, records, and evaluates information; prepares and distributes narrative, statistical, and financial data and makes
  recommendations; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures;
  maintains and generates reports from a database or network system.
  6. Establishes and maintains a variety of filing systems, including,
  but not limited to, electronic, cloud-based, hard copy, and confidential files; establishes and maintains files for information, records,
  and reports; inputs data into databases which may include confidential information.
  7. Records and verifies faculty, classified,
  student, short-term, and temporary employee time sheets; calculates and processes faculty stipends, Special Assignment Request Forms (SARF),
  and Special Assignment Agreements (SAA) and corresponding timesheets; prepares and submits substitute paperwork; generates and proofs
  monthly faculty pay reports and submits for processing; monitors and tracks classified leave requests and balances; communicates and serves
  as the liaison with Human Resources as necessary for accident reporting and other relative matters.
  8. Assists in budget administration;
  coordinates, prepares, and manages assigned budget, including, but not limited to, unrestricted, restricted, categorical, grant, capital
  outlay project, and special funds utilizing the District’s Banner Enterprise Resource Planning (ERP) system; prepares and processes budget
  transfers and augmentations, invoices, independent contracts, reimbursements, class fee refunds, bank card statements, change orders, and
  requisitions, and ensures that they are completed and coded to the correct budget, account and/or purchase order; receives and deposits
  monies with the Cashier as needed; reconciles budget for accuracy; resolves budget issues and problems; tracks purchases and deliveries;
  coordinates, requests, and reviews price quotes and ensures compliance with District standards and requirements; meets fiscal deadlines and
  completes end of year processes, including balancing accounts and closing open purchase orders; collaborates with management on expenditures
  to fully expend funds.
  9. Works with assigned manager and others, as needed, to develop annual budget; evaluates and prepares financial
  reports and summaries for annual budget development process; prepares budget augmentation requests; prepares budget status reports as
  needed.
  10. Provides general assistance, information, and answers questions regarding budget processes, guidelines, regulations, and
  procedures to department budget users and employees; serves as the liaison between District Business Services Department and
  division/department staff.
  11. Collaborates with management and Business Services staff on allocated grants to ensure understanding of
  contract obligations, establish data collection procedures, and develop grant report schedule; coordinates with stakeholders to monitor
  completion of objectives throughout grant-life cycle; collaborates with accountants and management to maintain and prepare financial
  documents, analysis, and grant summaries to meet reporting milestones and audit requirements.
  12. Supports the preparation of audit
  schedules and works with assigned accountant to complete year end closing and audit processes, as needed.
  13. Assists with building and
  adjusting class schedules using historical and current data, including calculating and assigning class hours and session credits; tracks
  curriculum changes; evaluates data received from academic administrators; enters, edits, tracks, and audits curriculum changes through
  District’s scheduling software; ensures hours and session credits are assigned accurately and in a timely manner; monitors enrollment data
  to identify and recommend class additions or cancellations and enters information into database; assists with class cancellations.
  14.
  Facilitates the coordination of schedule production; works with assigned administrator/manager to develop class scheduling timeline and
  deadlines; communicates requirements and provides technical assistance to deans and faculty; coordinates and monitors faculty loading,
  reassignments, release time, absences, and office hours; creates, verifies, edits, and distributes faculty loading records; generates and
  distributes assignment letters; reviews and monitors Faculty Loading Report, Flex hours, and additional collective bargaining agreement
  obligations.
  15. Plans, coordinates, monitors, and evaluates non-credit classes and special programs; assesses and recommends future
  course development and offerings related to community interest and need; researches potential class opportunities and presents to assigned
  manager for review and approval; researches, identifies, and recommends class sites or venues; reviews course needs, enrollment numbers, and
  cost of site rental to determine viability and ease of use for students and instructors; monitors, tracks, and analyzes class enrollment
  figures; determines class cancellation due to low enrollment; updates program and District databases with correct data and cancellation
  decision for future reference; reviews previous class offerings; analyzes student and instructor feedback to determine ongoing need based on
  community interest, potential enrollment, and revenue opportunity.
  16. Coordinates classroom utilization between divisions and
  locations; reserves and releases room schedule for digital publication, website posting, and distribution; researches room charts to
  determine available class locations; initiates requests to reserve rooms and submits required forms to facilities for approval; arranges
  campus and off-site facilities and meeting rooms; researches, identifies, and recommends class sites or venues; reviews course needs,
  enrollment numbers, and cost of site rental to determine viability and ease of use for students and instructors.
  17. Assists management
  with student conduct or grievance issues or concerns; partners with District staff, as well as engaging Community Safety, as needed.
  18.
  Assists with special event planning and coordination related to the area of assignment, including working with outside vendors, contractors,
  District staff and management, as needed; prepares and submits required event documentation, including contracts and facility use requests;
  tracks and monitors event budget and expenditures.
  19. Provides intra- and inter-related department communications between managers,
  staff, faculty, and students through the ad