Office Coordinator, Student Health Services - 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

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Detailed Job Description

Mission College is seeking a talented individual to fill the position of Office Coordinator, in Student Health Services.

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 a department supervisor, organize and coordinate the day- to-day operation of the office and assure its overall efficiency and effectiveness; coordinate communications and the flow of paperwork, perform a variety of complex secretarial and clerical duties and provide general support to assigned supervisor; process materials not requiring the immediate attention of the supervisor; prepare documents and materials using automated equipment.

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.


100% of full time, 37.5 hours per week, 11 months per year, with anticipated start date of May 18, 2016. Schedule may change to include some evening or weekend hours, as needed. This position is a member of the West Valley-Mission Classified Employees Association (WVMCEA), Office, Technical & Business Services Employee Unit.

Work Location: Mission College, Santa Clara, CA.

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 – Graduation from High School or supplemented by secretarial training;


2. Experience – Two years of increasingly responsible secretarial experience which includes the operation of microcomputers using word processing, spreadsheet and data base management applications software;


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

Desired Qualifications

  • Past experience in a doctor’s office or healthcare environment.
  • Certification in or ability to learn CPR/AED and First-Aid skills.
  • Ability to make sound decisions, as the first point of contact, when faced with students who present physical and emotional crises.
  • Composed and calm demeanor, along with ability to listen effectively and follow directions.
  • Ability to learn electronic health record system.
  • Basic accounting and/or cash handling experience.

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.

  • Perform secretarial and support duties to relieve supervisor of clerical and technical detail; perform multiple projects concurrently and meet fluctuating deadlines; coordinate, organize, monitor and process the office work flow; organize office operations and procedures; assist in evaluating office production, revising procedures, or devising new forms to improve efficiency of work flow.
  • Review directives and correspondence; ascertain required actions or changes; confer with supervisor or other staff to obtain data, such as status of ongoing work or projects, indications of probable conclusions, and projected completion dates; work with supervisor to establish and revise work priorities or assure the timely completion of assignments.
  • Plan office activities and work projects and assign students or other clerical assistants to carry out and complete specific projects and duties when available; coordinate and monitor activities of clerical assistants in office or department if assigned.
  • Coordinate and facilitate communication between assigned supervisor and District or college officials, academic and support staff, students, the public and external organizations and agencies; interact and relay information regarding assigned areas; interpret information and policies and exchange information.
  • Establish and maintain positive staff and public relations; receive telephone calls and greet office visitors; provide detailed information requiring judgment and knowledge of pertinent programs and functions.
  • Order, receive, store and issue office supplies; assure proper operation of office machines; request service and repairs as needed.
  • Type, format, edit, proofread and distribute correspondence, reports, lists, summaries, contract forms, requisitions and other items to appropriate District offices, public agencies and other organizations.
  • Compile and consolidate information to prepare budgets, time keeping and other fiscal reports; analyze data and prepare and maintain financial, statistical and narrative data, records and reports as assigned; contact supervisor or other personnel to assure accurate and timely receipt or submission of data required.
  • Establish and maintain inter-related filing systems containing financial, statistical and student information; maintain confidentiality of sensitive information as appropriate; create and maintain logs and other manual records as required.
  • Maintain calendars and schedule appointments, meetings and conferences for supervisor and other personnel as assigned; may arrange transportation and hotel accommodations and process required documentation; arrange and attend meetings and conferences; prepare agendas and background materials; take and transcribe meeting minutes; compose and distribute minutes as appropriate.
  • Operate office equipment, including mainframe computer terminals and microcomputers proficiently; prepare correspondence, reports, lists and other documents using word processing, spreadsheet and data base management software.
  • Train and provide work direction to student and hourly workers if assigned; may provide input to supervisor concerning the performance of clerical assistants when assigned.
  • Perform related duties as assigned.

Knowledge and Abilities

Knowledge of:

  • Modern office practices, procedures and equipment, including letter and report writing, financial and statistical record-keeping, receptionist and telephone techniques.
  • Research methods and techniques.
  • Office management techniques.
  • Correct English usage, spelling, grammar, punctuation and composition.
  • Basic math.

Ability to:

  • Read, interpret, apply and explain District and division policies, procedures and regulations, directives and reports and the Education Code.
  • Compile information and write routine reports, business correspondence and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary.
  • Effectively present information in person or on the telephone.
  • Learn quickly and apply procedures of assigned functions.
  • Operate mainframe and microcomputers including electronic mail, scheduling, word processing, data base management and spreadsheet applications software.
  • Operate other office equipment such as a copier, calculator, electronic telephone system and facsimile machine.
  • Operate an electronic keyboard at 55 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 work priorities effectively.
  • Meet demanding schedules and multiple, often conflicting timelines.
  • Prepare and maintain accurate statistical and financial records.
  • Plan, organize and schedule work.
  • Establish and maintain effective and cooperative working relationships with others.
  • Work confidentially with discretion.
  • Relate effectively with people of varied academic, cultural and socio-economic background using tact diplomacy and courtesy.
  • Work effectively and independently with minimal supervision.
  • Perform assigned work with speed and accuracy.
  • Exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.

Salary and Benefits

  • Anticipated Hiring Range: $3,809–$4,138 monthly (WVMCEA Salary Schedule, Range 54, Steps A-C).
  • Employer-contributed medical, dental and vision for employee, spouse, and/or dependents (prorated for employees working less than 12 months).
  • 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.
  • 10 days vacation leave accrued annually; rate increases step-wise up to maximum 22 days vacation leave accrued annually (prorated for employees working less than 12 months).
  • 12 days sick leave accrued annually (prorated for employees working less than 12 months).
  • 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.
  • Position is union affiliated with required dues.
West Valley-Mission Community College District is an Equal Opportunity Employer

Keyword Phrases

  • Office Coordinator, Student Health Services
  • 2 Silicon Valley locations
  • student-centered learning environment
  • empowering diverse human capital
  • Student Affairs and Services
Employment Type:Administrative Staff
Degree Required: See Job Description
Experience: See Job Description
Level of Job: Analyst / Staff
Salary: See Job Description
Type of School:2 - Year Institution / Technical
Application Requirements: CV/Resume