Senior Executive Assistant - West Valley-Mission Community College District in Santa Clara California

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West Valley-Mission Community College District

Santa Clara, California


United States
(FY15/16-117FT)

Categories

Detailed Job Description

Mission College is seeking a talented individual to fill the position of Senior Executive Assistant to the President.

Mission College is located in the heart of Silicon Valley. Our staff and faculty are among the most qualified in the state and our students appreciate the college for its friendly staff and supportive atmosphere.

Under direction of the President, serve as executive assistant and manage the office, assuring that work is performed in a timely and accurate manner; represent the executive’s office as appropriate.

Applicants who possess the knowledge, skills, and life experiences to address the cultural and educational needs of a culturally diverse student population are encouraged to apply.

Assignment

100% of full time, 40 hours per week, 12 months per year, with an anticipated start date of March 1, 2016. Schedule may change to include some evening or weekend hours, as needed. This position is a member of the Confidential Employee Unit.

Work Location: President’s Office, Mission College, Santa Clara, CA.

PLEASE NOTE:
We have begun a district-wide classification study of all regular, non-faculty staff positions. A classification study is a process of studying, analyzing, and describing the nature and level of work performed by employees. This classification study will ultimately produce uniform job descriptions for every employee.

The classification study will also include a compensation study that will provide information on what other employers pay employees who are performing similar duties. The District will use this information to ensure that our employees are adequately compensated.

The classification study started in November 2014 and is expected to take approximately 12 months to complete. As a result of this study, it is possible for the job description and/or compensation to change in this position opening.

Minimum Qualifications

Any combination equivalent to:
1. Education – Associate of Arts degree with major course work in business or related field;

AND

2. Experience – Three years of responsible executive–level secretarial experience in providing administrative support to a high–level public executive, preferably in an educational environment, including one year of experience in a lead or supervisory capacity];

AND

3. Demonstrated ability to effectively work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.

Desired Qualifications

Knowledge and Abilities

Knowledge of:

  • Modern executive office practices, procedures and equipment, including letter and report writing, financial and statistical record–keeping, receptionist and telephone techniques and etiquette.
  • Post–secondary education codes and legislative requirements.
  • Educational environment.
  • Basic math.
  • Basic research methods and techniques.
  • Office management techniques.

Ability to:

  • Compile information and write reports, business correspondence, and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary.
  • Read, interpret, apply and explain District policies, procedures and regulations.
  • Effectively present information in person or on the telephone.
  • Use sound judgment in recognizing scope of authority.
  • Exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.
  • Communicate effectively orally and in writing using correct English usage, grammar, spelling, punctuation and vocabulary.
  • Learn and work within the policies, functions and requirements of area of assignment.
  • Operate word processing, spreadsheet, data base management and specialized software proficiently.
  • Operate computer terminals, microcomputer, copier, calculator and facsimile machine.
  • Operate an electronic keyboard accurately at 65 words per minute.
  • Record and transcribe information accurately at an acceptable rate of speed.
  • Type, format, proofread, duplicate and distribute documents and other written materials.
  • Train and provide work direction to others.
  • Establish, review and revise office work priorities.
  • Work effectively to meet demanding schedules and multiple timelines.
  • Maintain accurate statistical and financial records.
  • Plan and organize work.
  • Establish and maintain effective and cooperative working relationships with others.
  • Maintain confidentiality of sensitive information.
  • Relate effectively with people of varied academic, cultural and socio–economic background using tact diplomacy and courtesy.
  • Work independently and effectively with minimal supervision.
  • Perform assigned work with speed and accuracy.

Examples of Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.

  • Serve as executive assistant to the College President, relieving the assigned executive of a wide and complex variety of administrative details; coordinate and manage specialized functions or projects independently as assigned.
  • Research, analyze and evaluate a wide variety of issues, data, recommendations and alternatives as assigned; use independent judgment to develop and provide recommendations, suggestions or information as appropriate.
  • Perform administrative support duties to assist the President in meeting reporting requirements, functional responsibilities and research objectives; coordinate the office of the executive; assign, schedule, coordinate, oversee and evaluate the flow of office work and assure that work is performed in a timely and accurate manner.
  • Serve as liaison between the President and the Chancellor, management staff, academic and classified staff, students, representatives of community agencies and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District policies and procedures or referring callers to the President or others.
  • Discuss and review calendar and events daily with President to assure timely coordination of office activities and status of assigned projects; prepare preliminary responses to correspondence for executive’s approval.
  • Assure that Board agenda items and supporting documents are developed, prepared and forwarded within District timelines and legal guidelines; assure the executive receives timely notification of Board requests for information or action; assure that the Board receives information and notification of action taken as requested.
  • Monitor expenditure of funds and oversee office budget activities; recommend budget revisions and expenditures related to office supplies; prepare purchase requisitions.
  • Develop schedules related to division/department activities and services; maintain calendars and coordinate committee and other meetings; review, update and inform the executive and others of essential timelines.
  • Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings, take notes or record proceedings; prepare and distribute agendas, background materials and minutes as appropriate.
  • Train, supervise and evaluate student workers and clerical assistants as assigned; order supplies and assure proper functioning of office equipment.
  • Compose correspondence independently; format, type, proofread, duplicate and distribute correspondence, notices, lists, forms, memoranda and other materials according to established procedures and standards.
  • Establish complex, interrelated filing systems including confidential files; collect, compile and record narrative, statistical and financial data and other information; research and verify information as requested.
  • Perform related duties as assigned.

Knowledge and Abilities

Knowledge of:

  • Modern executive office practices, procedures and equipment, including letter and report writing, financial and statistical record–keeping, receptionist and telephone techniques and etiquette.
  • Post–secondary education codes and legislative requirements.
  • Educational environment.
  • Basic math.
  • Basic research methods and techniques.
  • Office management techniques.

Ability to:

  • Compile information and write reports, business correspondence, and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary.
  • Read, interpret, apply and explain District policies, procedures and regulations.
  • Effectively present information in person or on the telephone.
  • Use sound judgment in recognizing scope of authority.
  • Exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.
  • Communicate effectively orally and in writing using correct English usage, grammar, spelling, punctuation and vocabulary.
  • Learn and work within the policies, functions and requirements of area of assignment.
  • Operate word processing, spreadsheet, data base management and specialized software proficiently.
  • Operate computer terminals, microcomputer, copier, calculator and facsimile machine.
  • Operate an electronic keyboard accurately at 65 words per minute.
  • Record and transcribe information accurately at an acceptable rate of speed.
  • Type, format, proofread, duplicate and distribute documents and other written materials.
  • Train and provide work direction to others.
  • Establish, review and revise office work priorities.
  • Work effectively to meet demanding schedules and multiple timelines.
  • Maintain accurate statistical and financial records.
  • Plan and organize work.
  • Establish and maintain effective and cooperative working relationships with others.
  • Maintain confidentiality of sensitive information.
  • Relate effectively with people of varied academic, cultural and socio–economic background using tact diplomacy and courtesy.
  • Work independently and effectively with minimal supervision.
  • Perform assigned work with speed and accuracy.

Salary and Benefits

  • Anticipated Hiring Range: $5,154–$5,630 monthly (Confidential Employee Salary Schedule, Range 45, Steps A-C).
  • Employer-contributed medical, dental and vision for employee, spouse and dependents.
  • Employer-paid long term disability for employee.
  • Voluntary life insurance.
  • 13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
  • 22 days vacation leave accrued annually.
  • 12 days sick leave accrued annually.
  • Personal necessity leave and personal business leave.
  • Educational growth incentive program from $40 to $200 monthly.
  • $500 longevity award annually after 10 years of service and $1,000 longevity award annually after 15 years of service.
  • CalPERS retirement.
West Valley-Mission Community College District is an Equal Opportunity Employer

Keyword Phrases

  • Senior Executive Assistant
  • 2 Silicon Valley locations
  • student-centered learning environment
  • empowering diverse human capital
  • COMMUNITY COLLEGES
  • Other Administrative
logo
Employment Type:Higher Education Executives
Degree Required: See Job Description
Experience: See Job Description
Salary: See Job Description
Type of School:2 - Year Institution / Technical
Application Requirements: CV/Resume
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