1840 Junior Management Assistant

Recruitment #PEX-1840-094903

Introduction

1840 JUNIOR MANAGEMENT ASSISTANT

City College of San Francisco

LOCATION:  Economic Development Office.  Ocean Campus, Evans Center, or other locations in San Francisco.

CONTACT PERSON:  Monique J. Pascual, Strong Workforce Program

APPOINTMENT TYPE:  Two (2) Permanent-Exempt, full-time, full-year) (260 Days), grant-funded positions. Exempt employees are considered “at will” and serve at the discretion of the appointing officer. 

These positions are categorically funded with California Adult Education Program (CAEP) funds, and Strong Workforce Program (SWP) and are annual funds allocated to CCSF with no expected ending in sight. Hours are subject to change after appointment dependent upon grant status.

POSITION DESCRIPTION(S):

1840 Junior Management Assistant Position for Apprenticeship Programs:

The Junior Management Assistant will work under the direction of the Director of Apprenticeship & Instructional Service Agreements to focus on general administrative and/or management functions with rotating assignments within
Pre-Apprenticeship, Apprenticeship, and Instructional Service Agreements.


1840 Junior Management Assistant Position for Adult Education Programs:

The Junior Management Assistant will work under the direction of the Associate Dean of Adult Education Programs and the Management Assistant to focus on general administrative and/or management functions.

The Junior Management Assistant performs general administrative and/or management functions. The essential functions of the job include: performing administrative and/or management functions in the areas of operations, contract/grant development, and/or office management/support services; managing offices and coordinating clerical and technical support activities; preparing meeting agendas, attending department meetings, and/or making presentations; coordinating division 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. This Class may assist with supervising clerical and technical staff.

JOB DUTIES:

1. Performs administrative functions in the areas of operations, contract development and tracking, faculty assignment.

2. Coordinates with faculty in determining required supplies, tools and equipment.

3. Prepares travel forms and reimbursement forms for faculty and administrator.

4. Plans and coordinates 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 makes 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 maintains effective 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 supervise and evaluate clerical and technical support staff by delegating and reviewing work assignments, counseling and assisting on performance evaluations, and coordinating duties 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 maintains 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

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 student or Lab Aide (3591 Classification) will not be considered or applied as qualifying experience.

How To Apply

To be considered for this position, an online application must be submitted, go to http://jobs.ccsf.edu/postings/4437 on City College of San Francisco's website along with following materials. 

Note: Employment history must be filled out on the application or your will not be considered.

Applications filed without the required documents will be rejected. Substitution of required documents is not permitted.

1. Completion of the online application (start process by clicking on the “Apply for this Posting” at the top of the page); AND

2. A letter expressing interest in the position specifically indicating how you meet the Minimum and Desirable Qualifications as listed in this job announcement and identifying the department above; AND

3. A current resume summarizing educational background and related work experience; AND

4. Educational verification as stated be below:

Educational Verification: 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. Request 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 (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 of 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 requests will be considered on an 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.

Selection Procedures

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.

Conviction History

As a selected candidate for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a selected candidate. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:

  • Candidates for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
  • Candidates for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164.

Having a conviction history does not automatically preclude you from a job with the City.

If you are a selected candidate, the hiring department will contact you to schedule a fingerprinting appointment.

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Conclusion

General Information concerning City and County of San Francisco Employment Policies and Procedures:
Important Employment Information for the City and County of San Francisco can be obtained at http://sfdhr.org/information-about-hiring-process or hard copy at 1 South Van Ness Avenue, 4th Floor.

Copies of Application Documents:
Applicants should keep copies of all documents submitted, as these will not be returned.

Right to Work:
All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.

 

Issued:  December 2nd, 2019
Micki  Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: PEX-1840-094903

CCD/ FG/ (415) 452-7669

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).



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