• Division Office Manager - Business & Technology

    Monterey Peninsula College
    Job Description
    SALARY: $3,335.00 - $4,269.00 Monthly
    OPENING DATE: 07/25/19
    CLOSING DATE: Continuous
    DESCRIPTION:
    Priority Screening Deadline: August 5, 2019 at 5:00 P.M.
    Under general direction, perform a wide variety of complex and responsible support and technical
    activities related to the responsibilities of a specific division. Receive minimal supervision and make
    routine decisions within a broad framework of standard policies and procedures. Coordinate the
    division's activities and adherence to deadlines, perform office management duties; exercise good
    judgment and problem solving skills in the application and execution of the division decisions and
    procedures; explain college policies, procedures, standards and requirements; establish and maintain
    good public relations with staff, students, and the community at large.
    EXAMPLE OF DUTIES:
    Essential Functions
    Depending on assigned area, Essential Functions may include, but are not limited to the following:
    1. Provide complex and routine office, technical, and administrative detail work for faculty and staff
    which may include but is not limited to: production of reports and documents, including
    statistical reports, flyers, mailing lists, posters, manuals, letters, memos, minutes, and other
    items using a variety of computer software. Process tests, quizzes, and course syllabi as
    requested. Set up and maintain electronic and hardcopy files of all division documents including
    curriculum.
    2. Process administrative details not requiring the immediate attention of the division chair and
    supervisor; meet with instructors and directors to facilitate instructional needs. Initiate projects
    as needed.
    3. Serve as a source of information regarding the policies and procedures of Monterey Peninsula
    College and the division and how they are applied. Serve as liaison with administrative offices,
    on and off campus organizations, and students.
    4. Provide introduction and orientation to all new members of the division.
    5. Coordinate division schedule building process which may include but is not limited to:
    coordinating course offerings with each department, reviewing submitted information for
    accuracy; preparing division course schedule for input into the management information system;
    entering and updating semester's courses; proofing and editing the final publication copy;
    monitoring and updating semester's courses as needed throughout the semester.
    6. Assist faculty in the process of developing new courses and programs; monitor progress through
    the approval process.
    7. Enter information and prepare documents that are used to produce adjunct faculty and full-time
    faculty overload notices of employment; calculate teachers' load units (TLU's); prepare and
    maintain history records, calculate assignment to ensure that adjunct faculty do not exceed load
    limit.
    8. Coordinate assignment of classroom use; post notices of room changes and cancelations;
    coordinate key distribution.
    9. Coordinate and assist faculty with the textbook ordering process; liaison with bookstore and
    publishers; order materials from publishers for faculty.
    10. Prepare and edit material for inclusion in the college catalog, including new courses and
    changes; proof for accuracy.
    11. Operate standard and specialized office equipment including but not limited to personal
    computers and software. Demonstrate correct usage, maintain supplies, schedule repair and
    perform trouble- shooting activities.
    12. Coordinate and implement a variety of programs and services both on and off campus that are
    specific to the business of the assigned division, including program review.
    13. Coordinate and implement various meetings, labs, and activities.
    14. Maintain contact with constituents and advisory board membership.
    15. 15. Facilitate non-standard examination process for make-up exams, skills tests, pre-requisite
    challenges and supportive services accommodations by explaining the process, scheduling
    appointments and proctoring tests.
    16. Monitor and review a variety of data for completion and conformance with established
    regulations and procedures.
    17. Assist in the development of and maintain division budgets, including but not limited to
    instructional supplies, equipment repair, purchasing, maintenance agreements, student help,
    and classified employees; provide budget management assistance to departments in assigned
    division as needed. Manage division office budget.
    18. Maintain a supply of commonly used office and instructional supplies, and order as necessary.
    19. Facilitate mail, package, and print shop service to division.
    20. Coordinate the process of students' evaluation of faculty.
    21. Train and coordinate student workers.
    Other Duties
    1. Perform other related duties, as assigned, which may include posting notices of instructor and
    staff absence, assisting supervisor with special projects and other duties related to the business
    of the assigned Division.
    2. Participate on committees as required.
    MINIMUM QUALIFICATIONS:
    Education and Experience
    Any combination of education, experience and training that would indicate possession of the required
    knowledge, skills and abilities listed herein. For example: completion of approximately two years of
    college level course work, or the equivalent, in office administration or a related field, and three years
    of administrative experience providing advanced knowledge and skills in current and efficient office
    procedures and management techniques.
    Knowledge
    Knowledge of: general functions, policies, rules and regulations of a complex organization such as a
    community college; budget processes, current office methods and practices including filing systems,
    receptionist and telephone techniques; a variety of word processing, spreadsheet and database
    programs as needed to fulfill the requirements of the job.
    Abilities
    Ability to: understand and independently carry out complex oral and written instructions; prioritize and
    do several tasks simultaneously; accurately and efficiently use a variety of word processing,
    spreadsheet and database programs to create and produce letters, reports, spreadsheets and other
    documents as needed to fulfill the requirements of the job; learn and successfully use new software
    programs as required to fulfill the requirements of the job; use appropriate and correct English
    spelling, grammar, and punctuation; perform mathematical calculations with speed and accuracy;
    learn and successfully apply office policies and procedures; analyze situations and make decisions on
    procedural matters without immediate supervision; communicate effectively in both oral and written
    form; efficiently use a variety of office equipment as needed to fulfill the needs of the job; maintain
    security and confidentiality of records and information; establish and maintain effective work
    relationships with those contacted in the performance of required duties; demonstrate an
    understanding of, sensitivity to and appreciation for, the academic, ethnic, socio-economic, disability
    and gender diversity of students and staff attending or working on a community college campus.
    Physical Effort/Work Environment:
    Light to moderate physical effort; occasional standing and walking; periodic handling of lightweight
    parcels of up to 15 pounds. Indoor work environment.
    WORK SCHEDULE / SUPPLEMENTAL INFORMATION:
    Work Schedule
    40 hours per week/12 months per year
    Assigned Shift
    Monday - Friday, 8:00 AM - 5:00 PM
    *Management reserves the right to change schedules as needed
    Salary Range =18
    $3,335 (Step A) - $4,269 (Step F) + Great Benefits Package
    *Please note that all new Classified staff start at step A
    How to Apply
    Visit www.mpc.edu/employment and select "classified and other positions." Here you will find the
    announcement and the "apply" button in the upper right hand corner. You will be asked to log-in or
    create a new user account.
    Complete all required fields of the application
    Attach your cover letter which describes your interest in and qualifications for the position (.pdf).
    Attach your resume (.pdf)
    Answer any required supplemental questions, if prompted
    Only items listed above will be reviewed by the screening committee. Human Resources does not
    accept additional materials such as: letters of reference, test scores from other institutions, certificates
    of courses/programs completed, letters of commendation from schools, or transcripts with your
    application. Such items, if included, will not be forwarded to the selection committee. If you are a
    finalist, HR will request any reference information that is required.
    Monterey Peninsula College reserves the right to close or continue the recruitment at any time.
    Conditions of Employment
    Offers of employment are contingent upon Governing Board approval. Employment with Monterey
    Peninsula College is not complete or official until applicants meet all pre-employment requirements. All
    new employees are required to submit proof of freedom from tuberculosis and proof of eligibility to
    work in the United States. Employees must sign the Oath of Affirmation of Allegiance, and submit
    fingerprints for California Department of Justice clearance. California School Employees Association
    Membership or an approved alternative is required.
    NOTE Organizational Security: This is a classified position and California School Employees Association
    membership or an approved alternative is required in accordance with our agreement with the
    employee organization. As a condition of employment, you will have 30 days from the date of hire to
    join the union (paying union dues), or authorize a salary deduction of appropriate fees.
    NOTE Smoking Policy: Smoking on campus is limited to designated smoking areas.
    APPLICATIONS MAY BE FILED ONLINE AT:
    http://www.mpc.edu/employment
    980 Fremont St
    Monterey, CA 93940
    831-646-4016
    Position #2018-00160
    DIVISION OFFICE MANAGER - BUSINESS & TECHNOLOGY
    SS
    Contact Information