Senior Office Coordinator (Division of Physical Education) - West Valley-Mission Community College District in Saratoga California

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West Valley-Mission Community College District

Saratoga, California

United States

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Detailed Job Description

The Division of Physical Education 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 May 20, 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.

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 9-12 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 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.

Desired Qualifications

Ability to:

  • Serve as receptionist and front desk contact person for the Physical Education Division office.
  • Prioritize and manage multiple tasks.
  • Work in a fast paced office environment with varying demands.
  • Establish and maintain positive relations with faculty, students, and staff.
  • Receive telephone calls, respond to emails, and greet office visitors in a positive manner.
  • Provide detailed information requiring judgment and knowledge of Athletics and Physical Education programs.
  • Function well in a collaborative setting where team dynamics are imperative.
  • Make decisions with minimal supervision.

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 for 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

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.
  • Electronic telephone systems.
  • 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.
  • 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 (WVMCEA Salary Schedule, Range 57, Steps A-C).
  • 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 $40 to $200 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.
West Valley-Mission Community College District is an Equal Opportunity Employer

Keyword Phrases

  • 2 Silicon Valley locations
  • student-centered learning environment
  • empowering diverse human capital
  • Program Administrators and Coordinators
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