Administrative Associate II, Health Services

Job Description


Mt. San Jacinto Community College District is committed to achieving parity in academic outcomes by removing institutional barriers and creating an inclusive and culturally affirming learning environment. As outlined in the Districts Student Equity Pledge,  “our purpose is to celebrate diversity, instill hope, and empower our students to transform their lives and those around them by challenging our perceptions and biases through self-reflection and constant inquiry to identify and eliminate equity gaps.” We provide students with a rich and dynamic learning experience that embraces differences — emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens, and socially responsible leaders. When you join our team at Mt. San Jacinto Community College District, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches educational justice as a means for economic and social transformation and mobility demanding the broad collaboration among faculty, classified professional staff, administration, students and community partners.

 Mt. San Jacinto Community College enrolls approximately 27,000 students each academic year and has a highly diverse student population that reflects the communities it serves. Designated as a Hispanic-Serving Institution (HSI), Mt. San Jacinto Community College administers an array of student affinity programs specifically focused on supporting our diverse, multicultural, and multi-racial communities. Detailed information about the student population, including data related to student success, can be found on Mt. San Jacinto Colleges Office of Institutional Effectiveness, Planning, and Research website.
We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified professional staff, administration, students and community partners who are also committed to closing equity gaps. The Mt. San Jacinto Community District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals.

We have an exciting opportunity for an Administrative Associate II position located at our campus in San Jacinto, CA. Under the general supervision of the Dean of Student Health Services or designee, the Administrative Associate II provides a wide variety of administrative and support duties to staff, local businesses and community members.



The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements and duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.

  • Perform detailed technical administrative duties in support of the health services center within established rules and regulations
  • Answer telephone calls; screen and direct calls; schedule appointments; greet and process patients; provide information to departments, personnel, students and the public on the phone and in person; answer questions and resolve problems requiring judgment, knowledge and explanation of policies
  • Prepare and maintain medical charts in accordance with established procedures; contact appropriate personnel to assist with medical emergencies; process various accident reports
  • Type, compose and edit correspondence, memos, letters, agendas, reports, forms, records, and other information; prepare statistical information for use in reports; schedule appointments and meetings; attend meetings and transcribe and distribute minutes
  • Monitor department expenditures and budgets; assist with budget development and tracks status of budgets; prepare requisitions for supplies and equipment
  • Route and distribute incoming mail and other materials; prepare outgoing mail and packages; and assist with daily activities to assure efficient operations
  • Process forms, verify data for accuracy, completeness and compliance within established procedures; enter data into computer system; maintain confidential files, data and records
  • Assist in the coordination/facilitation of special projects, such as receptions, facilities use and events; maintain calendar of activities; coordinate travel arrangements; approve, prepare and distribute promotional and informational materials
  • Assist in developing and maintaining the Health Services office procedure manual
  • Adhere to all HIPAA guidelines/regulations

The incumbent should possess knowledge of:
  • Medical terminology and practices
  • HIPPAA guidelines/regulations
  • Correct grammar, spelling and punctuation
  • Office methods, procedures and practices

The incumbent should possess skills in:
  • Working effectively as a team member
  • Meeting schedules and timelines
  • Communicating effectively both orally and in writing
  • Maintaining documentation and records
  • Handling multiple assignments simultaneously and set priorities based on customer needs

The incumbent should possess the ability to:
  • Coordinate many different duties, determine the relative importance of each, set deadlines and complete projects accordingly
  • Quickly learn, independently interpret and apply a variety of complex academic/organizational policies and procedures
  • Trace clerical processing errors
  • Explain a variety of complex procedures and policies
  • Perform complex secretarial work involving independent judgment, accuracy and speed
  • Establish format and spatial relationships for correspondence, charts and reports using a typewriter, word processing, spreadsheet and/or database programs
  • Prepare clear and concise correspondence of a routine nature
  • Screen mail, telephone calls and visitors
  • Perform arithmetic computations
  • Type at 50 words per minute (corrected rate)
  • Establish and maintain cooperative and effective working relationships with others, including those from a diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff



  1. A high school diploma or GED; AND
  2. Four (4) years of professional experience in general clerical work; INCLUDING
    1. Two (2) years performing professional administrative duties; AND
  3. Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff

***Before scanning attachments, remove/redact sensitive, confidential information such as date of birth, social security number, and photograph***   

Substitutions for meeting the minimum qualifications of this position are allowed.  Please refer to the Substitution Policy included in the Tips for Applying section. 
  • Substitutions for the professional experience requirement are allowed, up to a maximum of two (2) years

Possession of, or the ability to obtain within 60 days of appointment:
  1. CPR or BLS Certificate

  1. One (1) year experience in a medical office, hospital or clinical setting
  2. Budget experience
  3. An Associate's degree

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting with travel from site to site.

Physical: Primary function requires sufficient physical ability and mobility to work in an office setting and travel from site to site; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist; to lift carry, push, and/or pull light to moderate amounts of weight up to 20 pounds; to operate office equipment requiring repetitive hand movements and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.

Hearing:  Hear in the normal audio range with or without correction.

This position is 
categorically funded and exists based on the availability of funds. If funds cease to be available, the District may, at its discretion, implement a reduction in force that could result in the elimination of the position.

Initial salary placement for this position is from
 Step 1 to Step 3 depending on the amount of reasonably related experience.  The job is a Classified position, Level 16, working full time, 40 hours per week, 12 months.  The position serves District-Wide; applicants may be assigned to any district facility.  

The current work schedule is Monday through Thursday 8:00 am – 5:30 pm and Friday 8:00 am – 12:00 pm. Work hours are subject to change depending on department needs.

This position is in the California School Employees Association bargaining unit.  For more information, please visit their website

A twelve-month probationary period must be successfully completed before the selected candidate is considered a permanent employee of the District. The District provides a contribution towards medical, dental, vision, and life insurance.  Vacation and sick leave are provided.  PERS participation is required for retirement eligible employees.  
As a condition of employment candidates will be required to complete a Livescan for fingerprint clearance and a Tuberculosis (TB) test/Tuberculosis Risk Assessment form developed by the State Department of Public Health.  Candidates must have an insurable driver's record. 

Mt. San Jacinto Community College will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Mt. San Jacinto Community College is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housings Fair Chance Act webpage.  



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