Management Assistant

Position Description

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.

Under the direction of the Dean of Student Completion and Retention, the 1842 Management Assistant is responsible for the programs operations, coordination, and support services to veteran students; supports the mission and function of the Veterans Resource Center (VRC) and Veterans Educational Transition Services (VETS). Essential functions are managing/coordinating the daily operations of the offices, budgeting, evaluating and implementing policies and procedures, serving as a resource for information and processes that support the academic success and retention of veteran students; conducting outreach, ally training workshops and other educational activities; making referrals; helping maintain the offices’ physical space. The 1842 Management Assistant also serves as a liaison between the faculty and staff, college departments, and outside agencies; fulfill student equity goals of closing the equity gap among veteran students, and facilitate educational access, success, retention, and graduation.

Note: This position may be required to work evenings and weekends as needed.

Job Duties

Examples of Duties:

1. Manage the daily operations of the VRC and VETS. Provide information and assistance to veteran students in receiving direct student support to available resources.

2. Coordinate and provide services in a confidential manner to prospective and current veteran students who experience academic difficulty and other barriers that interfere with their academic success.

3. Demonstrate sensitivity to the unique needs of veteran students to create a welcoming atmosphere.

4. Train, supervise, manage, and evaluate the performance of assigned staff to meet departmental and administration objectives and goals; resolve conflicts and assist in addressing other personnel-related matters.

5. Manage or assist in the management of the resources and staffing of the VETS Office and the VRC; plan, prioritize and schedule workload; delegate specific tasks as necessary to program staff; oversee various staffing and personnel-related functions.

6. Provide student leadership development and coordinate events and activities such as speaker series, workshops, and orientation for veteran students; refers students to academic and student support services within the institution.

7. Provide administrative support related to the operations of the VRC and VETS. Perform administrative support activities such as data processing, time reports, inventory control, distributing reports, purchasing, and creating requisitions.

8. Assist in the outreach and recruitment of veteran students. Develop and maintain web pages, student email listserv, outreach materials, and social media accounts.

9. Provide stakeholders with referrals to various campus resources and services, and collaborate with other departments, programs, services and CBO’s to provide ally training workshops, presentations and information while supporting veteran student success.

10. Serve as the point of contact to facilitate/resolve student issues which may arise in any of the functions/areas of the offices. Recommend solutions to effectively and efficiently resolve problems that may occur in both the VETS and VRC.

11. Gather data, maintain databases, and prepare reports related to veteran students to meet institutional, state, and federal requirements.

12. Perform and/or assist management in a variety of research and reporting functions of the VETS Office and VRC; identify issues, evaluate proposals, information and documentation from a wide variety of sources; conduct surveys and needs assessment; gather, compile and analyze statistical and other data; write reports and prepare documentation for evaluation by management and/or administrative staff; present reports and data including formal presentations to groups.

13. Lead VRC and VETS annual strategic planning and program review process to develop programs goals and objectives. Hire, train, mentor, and supervise student workers and volunteers, including assigning tasks and evaluating performance.

14. Collect and process timesheets from personnel and student workers and prepares other payroll records as necessary to meet deadlines.

15. Actively participate in implementing new technology, updates procedure manuals and evaluates outcomes.

16. Assist in the monitoring and oversight of budgets, grants, and other funding received by the department; prepare or assist in preparing grant proposals; review funding limitations and other requirements specified by grantor; assist in monitoring other criteria to ensure compliance with standard required by the government and/or grantor.

17. Perform related duties and responsibilities as assigned.

Minimum Qualifications

1. 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 of related fields, or other subject areas closely related to a specific departmental program or function; AND

2. One (1) year full-time equivalent experience performing professional-level management and/or administrative duties in functional areas such as: program/office/operations management, budget development and/or administration, development and administration of contractual agreements and/or grants, or other closely related functional areas.

Substitution: Applicants may substitute up to 2 years of 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.

Desirable Qualifications

1. One or more years of increasingly responsible administrative support or coordination experience in a higher education setting.

2. Experience working in Community College programs or settings supporting students.

3. Demonstrate knowledge and sensitivity of issues and concerns related to veteran students.

4. Experience working, serving and supporting veteran students.

5. Ability to pay close attention to detail to ensure consistent accuracy and prioritize workload with frequent interruptions.

6. Self-motivated and experience in prioritizing many different projects simultaneously, follow-through, and timely completion of projects by established deadlines.

7. Demonstrate effective oral and written communication skills.

8. Effective experience in conflict resolution in person, email and/or by phone. Ability to take initiative, problem solve and work independently with good judgment about when to seek direction.

9. Ability to maintain good interpersonal working relationships with a variety of college stakeholders including staff and students.

10. Proficient in Outlook, Microsoft Office and Google Docs. Ability to utilize current technology to enhance services, administer website updates and other programmatic requirements as needed.

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).

Application Procedure

To be considered for this position, the following materials 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. 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 City College of San Francisco 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 requests 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.

ADA Statement

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.

Selection Procedure/Conditions of Employment

Applicants 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.

EEO Statement

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.

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