Job Details

Administrative Assistant III-Contingent on Funding

Position Number: 6507277
Location: Imperial, CA
Position Type: Secretary and Administrative Assistants

Administrative Assistant III-Contingent on Funding

Salary: $63,835.20 - $83,304.00 Annually
Job Type: Classified Regular
Job Number: 25-071
Closing: Continuous
Location: Imperial, CA
Division: Student Equity

Representative Duties

BASIC FUNCTION:
Under direction from a Dean, Associate Dean or Executive Director, the Administrative Assistant III provides a variety of responsible, confidential, and complex administrative duties and oversees the proper functioning of all administrative activities under their assigned area of responsibility, including coordination of communication for the Office.

DISTINGUISHING CHARACTERISTICS:
This classification is a high-level administrative position in the series of administrative classifications requiring a high level of competency in communication, judgement, confidentiality, working independently, discretion, administrative skills, and governing rules and regulations applicable to the division or large service area they are supporting.

REPRESENTATIVE DUTIES:
The following duties and responsibilities describe the general nature and level of work being performed. It is not intended to be restricted or construed as an exhaustive list of all duties and responsibilities required of individuals so classified, and not all duties listed are necessarily performed by each employee in this classification.

1. Provide administrative assistance to the Dean or Executive Director by coordinating and maintaining the calendar to schedule meetings, events, appointments, and workshops.

2. Organize and coordinate the flow of activities through the office in relation to priorities, schedules, and deadlines; perform complex administrative duties for the Dean or Executive Director.

3. Research and analyze information and data; prepare and submit complex reports; maintain files and records.

4. Acts as an information resource regarding policies and procedures of assigned area of responsibility; coordinate and track the review and updating of relevant District policies and procedures; maintain webpage for assigned area of responsibility.

5. Assemble, prepare, review, and submit Board agenda items and supplemental materials for assigned area of responsibility. Assist and coordinate with the Vice President's Executive Assistant as required.

6. Prepare correspondence and reports for the Dean or Executive Director, screen, and route incoming correspondence. Compose and prepare responses to correspondence and requests for public records.

7. Coordinate and prepare all necessary materials and documents in preparation for participatory governance and committee meetings; Prepare meeting agenda and take meeting notes and minutes as assigned.

8. Perform and manage administrative related projects and processes unique to assigned area of responsibility, i.e. recruitment, accreditation, program review, special events and activities, reports, and special programs.

9. Monitor, provide work direction, and supervise student employees assigned to the office.

10.Coordinate and train divisional and department staff in their area of responsibility on Board agenda management software; assist in training of administrative staff concerning District administrative policies, procedures, and processes as needed.

11.Act as a liaison for the Dean or Executive Director; promote and maintain positive staff relations; screen incoming calls; greet visitors; maintain positive relations with employees and community. Answer inquiries, provide information, address complaints, and offer referrals to appropriate sources.

12.Arrange meeting and event services for the Dean or Executive Director's office such as reception coordination, planning logistics, and providing materials.

13.Compile and prepare federal, State and County reports as assigned; keep informed of pertinent laws, policies, and pending legislation.

14.Propose and administer the budget of the Dean/Executive Director's Office. Process purchase orders as required.

15.Plan and make travel arrangements and process travel claims as assigned.

16.Perform other job-related duties as assigned.

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Minimum Qualifications

EDUCATION AND EXPERIENCE:

Associate's degree and two (2) years of increasingly responsible administrative experience. Equivalency to the associate degree may be met with two (2) additional years of related experience.

IMPORTANT: To be considered for the position applying for, applicants must submit the required items by the deadline, which include: online IVC application, current resume, and ALL unofficial transcripts. All attachments will be uploaded into the online application. Applications which do not include all of the required materials will not be forwarded to the screening committee for consideration. Materials submitted become property of the District and will not be returned, copied, or considered for other openings.

Supplemental Information

RANGE 19 ON THE CLASSIFIED SALARY SCHEDULE: Initial salary placement is normally at Step 1, no higher than Step 3. Please click here to review current salary schedule.

IMPORTANT:
First Review of Applications: Complete application packets will be accepted until the position is filled; but those received by September 8, 2025, are assured consideration. The College reserves the right to extend time limits or reinitiate the recruitment/selection process at any point.

For Additional inquiries please contact:
Gina Snow
HR Recruiter
Phone: 760-355-6210
Email: gina.snow@imperial.edu

EEO Information

Imperial Valley College is an equal opportunity employer and does not discriminate against persons on the basis of race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, age, disability, pregnancy, medical condition, or covered veteran status.

COMMITMENT TO EQUITY AND DIVERSITY

Imperial Community College is committed to creating an academic and work environment that fosters diversity, equity, and inclusion and equal opportunity for all, and ensures that students, faculty, management, and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion makes our district a unique and special place for individuals of all backgrounds. It is important that our employees' values align with our District's mission and goals for Equal Opportunity, Diversity, Equity, Inclusion, and Access.

To apply, visit https://www.schooljobs.com/careers/imperialedu/jobs/5055041/administrative-assistant-iii-contingent-on-funding

The Imperial Community College District is committed to the principles of equal employment opportunity and will implement a comprehensive program to put those principles into practice. It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identification, race, color, national origin, religion, age, sex, gender identity, physical disability, mental disability, ancestry, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, veteran status, medical condition, ancestry, political or organizational affiliation, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics. The District will strive to achieve a workforce that is welcoming to men, women, persons with disabilities and individuals from all ethnic and other groups to ensure the District provides an inclusive educational and employment environment. Such an environment fosters cooperation, acceptance, democracy and free expression of ideas.