SENIOR DIVISION ADMINISTRATIVE ASSISTANT - San Jose Evergreen Community College District in San Jose California

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San Jose Evergreen Community College District

San Jose, California

United States

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Detailed Job Description

San Jose City College


Academic Affairs

Position Purpose

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.   

Duties and Responsibilities

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.   

Knowledge, Skills, and Abilities

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.   

Minimum Qualifications


1. Any combination equivalent to: at least three years administrative experience involving heavy public contact and primary support to an individual or department and education equivalent to High School diploma or GED, including or supplemented by specialized administrative training.

2. Demonstrated sensitivity, knowledge, and understanding of the diverse academic, socioeconomic, gender, gender identity, cultural, disability, and ethnic backgrounds of the students we serve ;and sensitivity to and knowledge and understanding of groups historically underrepresented, and groups who may have experienced discrimination.

3. Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the District's hiring policy; or demonstrated equivalent transferable skills to do so.

Desired Qualifications

1. Bilingual abilities, desirable

Salary Range

$51,535- $62,891 Annual Salary (Range 90: Classified Salary Schedule Fiscal Year 2014-2015). Starting placement is generally at Step 1.

About San Jose/Evergreen Community College District

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.

Equal Opportunity Employer Statement

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.

Keyword Phrases

  • Academic Affairs
  • cultural diversity promotes academic excellence
  • two campuses in Silicon Valley
  • modernization initiative
  • Academic Administration
Employment Type:Administrative Staff
Degree Required: Not Specified
Experience: See Job Description
Level of Job: Other
Salary: See Job Description
Type of School:2 - Year Institution / Technical
Application Requirements: CV/Resume
Cover Letter