Detailed Job Description
The Division of Social Science at West Valley College is seeking a talented individual to fill the position of Senior Office Coordinator.
West Valley College, though just minutes from the heart of the Silicon Valley, is in a beautiful park-like setting on 143 wooded acres. 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 Division Chair, plan, organize and coordinate the day–to– day operation of an assigned instructional division office in such a manner as to enhance and promote the overall efficiency and effectiveness of the system; serve as an administrative assistant to the Division Chair and as a liaison between the Division Chair, Department Chairs, other academic and support staff, students, other college representatives and the public; coordinate communications and the timely flow of paperwork; process materials not requiring the attention of the Division Chair; prepare financial and statistical reports and other documents 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, 12 months per year, with anticipated start date of January 21, 2015. 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: West Valley College, Saratoga, CA.
1. Education – Graduation from high school supplemented by college–level course work in business or related field;
2. Experience – Three years of increasingly responsible administrative secretarial or office coordination experience, including at least one year of experience involving 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.
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.
- Provide administrative support to relieve a Division Chair of administrative and technical detail; resolve problems within the division that do not require approval of management, such as canceling classes or assigning facilities; orient Division certificated and classified staff to Division and District policies and procedures via oral and written communications.
- Review directives and correspondence from other College/District departments, assess impact, ascertain required actions or changes and confer with Division Chair and/or other Division instructional staff to obtain data, indications of probable conclusions, and projected completion dates; serve as liaison between/among Division and various College/District services to accomplish Division tasks and resolve procedural and/or documentation problems; work with Division Chair to determine appropriate actions or changes to existing policies and procedures; establish and revise work priorities or independently assure the timely completion of assignments.
- Coordinate, organize, monitor and process the paper/work flow of the division office; analyze, organize and facilitate office operations and procedures in a manner consistent with College/District policies and procedures; evaluate office production, revise procedures or devise new forms to improve efficiency of workflow; plan office activities and work projects and assign student workers or clerical assistants to carry out and complete specific projects and duties when available.
- Learn and understand the logistics and instructional basis of assigned instructional division; maintain accurate and up–to–date information regarding assigned instructional division program, schedules, staff, activities, classes, room assignments, and other college and District programs and services.
- Confer and coordinate with Division Chair, Department Chairs, Curriculum and Office of Instruction personnel to produce college schedule and to update or revise course offerings, teaching assignments, contracts and other considerations.
- Enter and retrieve date from a computer terminal; obtain, input correct and formulate ALL schedule information; generate periodic computer reports related to load, enrollment, staff, faculty, classes, keys, facility charts, faculty office hours and schedules; obtain reports involving enrollment, room conflicts, unofficial transcripts, rosters, mailing labels and student rosters.
- Apply published load parameters to length and category of teaching assignments to formulate/calculate load factors for certificated contracts and load reports; receive and complete input for college catalog.
- Using the current college catalog and schedule as references, provide oral and written information to students, staff, other colleges and the general public concerning course offerings, registration, college standards and student support services; refer specific program inquiries to appropriate personnel.
- Serve as receptionist/front desk contact for Division; 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; receive verbal or telephone absence requests for certificated or classified staff; ascertain the need for substitute staff and post notices for students.
- Maintain records of expenditures and budget balances; compile and consolidate information to prepare budgets, timekeeping and other fiscal reports; independently analyze data and prepare and maintain financial, statistical and narrative data, records and reports as assigned; contact Division Chair or other division staff to assure accurate and timely receipt or submission of data required.
- Receive, screen, post, copy and distribute all e–mail as appropriate; receive, sort, screen and distribute U.S. and inter–district mail.
- Determine need and prepare work orders pertaining to unexpected emergencies, facility needs and routine requirements; order, receive, store and issue office supplies; assure proper operation of computers, peripherals and other office equipment; request service and repairs as needed; prepare office equipment lease and maintenance contracts as needed.
- Compose, type, format, proofread, revise, generate, duplicate and distribute correspondence, reports, lists, summaries, contracts, forms, requisitions and other items to District offices, or public agencies or other appropriate recipients.
- Establish and maintain inter–related filing systems containing financial, statistical and student information; maintain confidentiality of sensitive information as appropriate; create and maintain a variety of automated and manual records and reports as required.
- Maintain calendars and schedules of 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 as assigned; prepare agendas and background materials.
- Train, supervise, direct and prioritize work activities of Division Office clerical staff, such as office assistants, evening secretaries and work study students as assigned; provide evaluation input to Division Chair for performance appraisals of office clerical staff as assigned.
- Perform related duties as assigned.
Knowledge and Abilities
- Modern office practices, procedures and equipment, including letter and report writing, financial and statistical record–keeping, receptionist and telephone techniques.
- Research methods and techniques.
- Electronic telephone systems.
- Office management techniques.
- Correct English usage, spelling, grammar, punctuation and composition.
- Basic math.
- 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.
- Perform multiple projects concurrently and meet fluctuating deadlines.
- 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 typewriter, copier, calculator, electronic telephone system, voice mail, and facsimile machine.
- Operate an electronic keyboard at 60 words per minute.
- 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: $3,976–$4,328 (monthly).
- Employer-contributed medical, dental and vision for employee and dependents, to include domestic partner.
- 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.
- Up to 22 days vacation leave accrued annually.
- 12 days sick leave accrued annually.
- Personal necessity leave and personal business leave.
- Educational growth incentive program from $35 to $175 monthly.
- $500 longevity award annually after 15 years of service and $1,000 longevity award annually after 20 years of service.
- CalPERS retirement.
- Position is union affiliated with required dues.
- Interested applicants must submit online all materials requested, including: (1) A completed online West Valley-Mission Community College District application; (2) Resume; (3) Transcripts – (unofficial or official copies) for stated degrees having the degree confer/award dates circled. Official transcripts will be required prior to employment start date should the position be offered; (4) Cover letter and/or reference list, if requested; and (5) Any requested licenses or certificates, if applicable.
- All sections of the online application, including Education and Educational Work History, must be completed thoroughly.
- Supervisor(s) name(s) and telephone numbers must be included in the application.
- Incomplete applications will not be considered.
- Do NOT send unrequested materials. Unrequested materials will not be used for consideration of employment.
- The employment application and supporting documents represent you; it is to your advantage to fill out the application form carefully and completely.
- If a minimum requirement is possession of a degree, then a copy of transcripts is required to be included with your application to verify the degree being awarded. If no transcripts are included, the application may be screened as not meeting minimum requirements.
- Degrees must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
- Candidates with degrees earned outside of the United States must provide official certification of equivalency to U. S. degrees by a certified U. S. credential review service, must have a U.S. evaluation (course by course of the transcripts) and must be submitted with this online application.
- If you do not have an electronic version of the transcript, you can get it scanned at an office supply or copy store; then attach the electronic version of your transcript to this online application.
- Copies of diplomas, grade reports, graduation petitions, transcript evaluations requests, or similar documents WILL NOT be accepted in lieu of transcripts.
For assistance, contact: West Valley-Mission Community College District is an Equal Opportunity Employer
Office of Human Resources, Attn: Recruitment
14000 Fruitvale Ave, Saratoga, CA 95070
Phone: (408) 741-2174 Fax: (408) 867-9059