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Reporting to the Dean in the Workforce Institute’s (WI) Division of Adult Education for Career Development and College Preparation (CDCP); the position will provide support to the Division and to the South Bay Consortium for Adult Education (SBCAE), a collaboration of four community colleges and five adult schools in Santa Clara County, and external partners. SBCAE works to build pathways for adult learners so they can transition from adult school to community college in order to achieve economic self-sufficiency in an area with one of the highest costs of living in the nation. CDCP programs provide a “No Wrong Door” bridge to post-secondary education success, with necessary supports, and are comprised of non-credit preparation courses in high-demand, high-wage Career and Technical Education (CTE) fields.
This person will be the primary individual providing a full range of administrative support to the Administrator who has responsibility for a division, multiple disciplines or broad programs and functions; . Performs complex clerical, standard and advanced office operational tasks; ensures smooth running of the office, works independently, and coordinates various communications and activities among the Administrator, Faculty, Staff, Students and the public. Responsibilities may include providing technical or functional direction to hourly or student assistants.
1. Exercise independent judgment in relieving administrator of actions not requiring his/her immediate attention.
2. Screen telephone calls, incoming mail, publications, and other correspondence.
3. Respond to routine and non-routine inquiries using standardized formats, and using judgment to refer unusual or complex inquiries to supervisor.
4. Receive visitors and callers, providing information as requested and resolving conflicts, and referring callers to proper administrator or department as appropriate.
5. Maintain calendar and appointments of supervisor, including lodging and travel arrangements.
6. Serve as secretary to committees, prepare agendas, take and transcribe minutes, collect and distribute materials and information.
7. Maintain accurate and detailed calendar of events, due dates, and schedules as they relate to assigned areas and services to ensure proper tasks and activities occur as scheduled.
8. Assist in the preparation of departmental reports by gathering, organizing, and summarizing information from a variety of sources.
9. Assist in locating qualified and available instructional staff to teach in a variety of diverse disciplines.
10. Participate in management activities and committee work in place of supervisor, as assigned.
11. Coordinate and monitor budget for multi-disciplined budget accounts, compile and prepare information for budget development.
12. Generate, receive and maintain confidential and sensitive files, information and reports and ensure security of files.
13. Implement District policies and procedures relating to the assigned area, researching difficult questions pertaining to policies and procedures as needed.
14. Plan, assign and participate in the work of the office including training and directing the work of hourly employees or student help.
15. Relieve supervisor of routine personnel, budget and payroll functions.
16. Produce brochures, flyers, newsletters, and programs related to programs, classes and productions.
17. Perform other duties reasonably related to the classification.
1. Organization, time management and standard office procedures.
2. The use of the English language for editing and composing written communications, spelling, grammar and punctuation.
3. Modern office methods and equipment including computer terminal and micro computer usage and word processing, applications.
4. Record keeping principles and procedures; business accounting and mathematics; acceptable business and office etiquette.
5. Training, planning and directing work of other employees.
6. Explaining policies, rules and regulations.
7. Working independently in the absence of supervision.
8. Determining work priorities, work independently and follow through on tasks.
9. Communicating clearly both orally and in writing.
10. Analyzing situations carefully and adopting effective courses of action.
11. Effectively communicating and interacting with persons of diverse backgrounds and abilities.
12. Establishing and maintaining cooperative working relationships with those contacted during the course of work.
The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse faculty consisting of 14% Hispanic/Latino, 22 % Asian/Pacific Islander, 7% Black/African American, 1% American Indian/Native American, 52% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
San Jose/Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.
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