Senior Executive Assistant to the President - 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 who thrives in a fast-paced and exciting environment to fill the position of Senior Executive Assistant to the President.

Mission College is a public community college located in the heart of Silicon Valley. Our college is known for its innovative approaches to teaching and learning, the strength of our academic programs and faculty, and our friendly staff and supportive atmosphere.

This position manages the full range of activities related to the Office of the President, coordinates and manages special projects, and represents the President and the College to maintain positive relations with members of the college and the larger community.

Applicants with experience working in a dynamic business environment and who understand the value of serving a diverse student population are encouraged to apply.

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

Assignment

100% of full time, 40 hours per week, 12 months per year, with an anticipated start date of June 8, 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, and customer service.
  • Office management techniques.

Ability to:

  • Compile information and write reports, business correspondence, and procedure manuals.
  • Exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.
  • Communicate effectively orally and in writing.
  • Operate word processing, spreadsheet, data base management and specialized software.
  • Record and transcribe information accurately and efficiently.
  • Train and provide work direction to others.
  • Work effectively to meet demanding schedules and multiple timelines.
  • Maintain accurate statistical and financial records.
  • Relate effectively with people of varied academic, cultural and socio–economic background using tact diplomacy and courtesy.

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.
  • Monitor expenditure of funds and oversee office budget activities; recommend budget revisions and expenditures related to office supplies; prepare purchase requisitions.
  • Provide staff support to standing and ad hoc committees.
  • 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.

Knowledge and Abilities

Knowledge of:

  • Modern executive office practices, procedures and equipment, including letter and report writing, financial and statistical record–keeping, and customer service.
  • Office management techniques.

Ability to:

  • Compile information and write reports, business correspondence, and procedure manuals.
  • Exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.
  • Communicate effectively orally and in writing.
  • Operate word processing, spreadsheet, data base management and specialized software.
  • Record and transcribe information accurately and efficiently.
  • Train and provide work direction to others.
  • Work effectively to meet demanding schedules and multiple timelines.
  • Maintain accurate statistical and financial records.
  • Relate effectively with people of varied academic, cultural and socio–economic background using tact diplomacy and courtesy.

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 to the President
  • 2 Silicon Valley locations
  • student-centered learning environment
  • empowering diverse human capital
  • Academic Administration
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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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