1840 - Junior Management Assistant

Wide Distribution

Student Activities

Ocean Campus

50 Frida Kahlo Way, San Francisco, CA 94112

Classified

Salary Steps 1-5

$34.70 – $41.98/hourly

$72,195 – $87,334/annually

Classified - Permanent-Exempt

Full Time

40

Full Fiscal Year (260 Days)

No

One (1) permanent-exempt, full-time, full fiscal year position.

Exempt employees are considered “at will” and serve at the discretion of the appointing officer.

This position is grant-funded and is funded on a yearly basis. Hours are subject to change after appointment dependent upon grant status.

Under general supervision of the Assistant Director of Student Activities, the Junior Management Assistant performs professional-level administrative duties in a variety of functional areas such as: office/operations management, fiscal reporting and evaluation and development of policies and procedures in the Office of Student Activities. This position involves a great deal of student and public contact.

1. Under supervision of the Asst. Director, assists with the Associated Students Council (ASC) events, activities, and programs by ensuring proper paperwork and protocols are followed and processed by adhering to District Policies and Procedures and ASC finance by-laws; may assist the Director with supervising the events when needed.

2. Assists the Asst. Director in supporting the Inter Club Council (ICC) and helps programs adhere to ICC guidelines by managing club expenditures; monitoring and maintaining financial spreadsheets and preparing fiscal reports; and working collaboratively with Director and the District Business Office to monitor, track, and support club, program, and council expenditures.

3. Assesses resource needs of the Student Activities Office; assist with student staff hiring process and management; ordering supplies, assisting with the maintenance of office equipment and other related functions.

4. Assists the Asst. Director in managing the basic operations of the Student Activities Office ensuring efficient delivery of services to a diverse student population. Assisting with student inquiries (walk­ ins, phone, e-mail) related to Student Activities; directing students to appropriate College Services and Programs.

5. Under direction of the Asst. Director, works with other Student Affairs departments to meet established goals and objectives; promotes good working relationships with other departments, programs, College constituent groups; assists in addressing issues relevant to the Student Activities Office; arranges meetings, assists in scheduling, and monitoring the Student Activities’ events calendar.

6. Assists in coordinating the work of clerical staff and/or student staff by facilitating clerical and technical support activities; assists with staff and student staff payroll utilizing the BANNER-Time Entry and Web4. Fosters cooperation and teamwork amongst staff; provides training and aids in staff development.

7. Assists the Asst. Director with the operations and functioning of the Student Union Building, including AS funded programs including the Queer Resource Center, Dr. Betty Shabbaz Family Resource Center, Book Loan Program, Students Supporting Students, Women’s Resource Center, and other AS funded programs. Supports the Asst. Director in operating programs to address food insecurity, including a weekly food pantry on campus.

8. Assists management in a variety of research and reporting functions; gathering, compiling and analyzing statistical and other data; writes reports and prepares documentation for evaluation by management; relieves the Asst. Director of minor administrative matters.

9. Assists in managing routine office operations in the Student Activities Office; file maintenance; receives calls frequently on questions which may be disposed of personally and sometimes involving delicate matters; provides information to the public, administrators, faculty and students on questions not requiring the attention of the Asst. Director.

10. Additional duties as assigned.

A baccalaureate degree from an accredited college or university with major course work 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 or 45 quarter units.

NOTE: Work experience with the District as a College Work Study student or Lab Aid (3591) Classification will not be considered or applied as qualifying experience.

1. Demonstrated ability to interact effectively with diverse student population.

2. Ability to perform written and oral communication skills with a high degree of accuracy, and ability to independently compose letters/memos using correct spelling, grammar, punctuation, composition, text editing and proofreading skills.

3. Demonstrated ability to exercise independent judgment, communicate and interact successfully with students, staff, faculty and administrators.

4. Demonstrated ability to serve in a customer service capacity, both on the telephone, in person, and using electronic communication systems, while exercising tact and diplomacy with emphasis on flexibility and professionalism.

5. Excellent organizational skills; demonstrated ability to successfully follow multiple tasks through to completion; must be able to meet established deadlines while working in an environment with frequent interruptions; ability to prioritize job functions to meet deadlines and ensure smooth work flow.

6. Experience in an educational institution, preferably a community college.

7. Excellent computer skills with demonstrated knowledge of e­-mail and software in the areas of word processing, spreadsheet programs and database management, social media, and other relevant technologies.

8. Knowledge of college accounting and budget systems, forms, policies, procedures and functions related to purchasing, inventory and personnel transactions.

9. Experience working with sensitive information and the ability to use discretion and maintain strict confidentiality.

10. Ability to communicate both verbally and in writing in more than one language.

1. 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 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 agreements 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.

2. New employees hired on or after October 1, 2013 will contribute 2% of salary to the San Francisco Retiree Health Care Trust Fund (RHCTF).

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.

Employees who are current, Permanent-exempt, Full time, Full year (260 days) 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.

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.

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.

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.

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.

CS00243P

11/21/2022

12/05/2022

No

Amy Coffey, Assistant Director Student Activities

(415) 452-5169

acoffey@ccsf.edu

1. Letter of Interest

2. Resume

3. Copy of Diploma and/or Transcript

1. Foreign Degree Evaluation

To apply: https://apptrkr.com/3668897