EXECUTIVE 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 95113-2367


United States
(642163)

Categories

Detailed Job Description

San Jose/Evergreen Community College District

EXECUTIVE ADMINISTRATIVE ASSISTANT


Position #: 1500128

Required Documents:

Cover Letter, Resume/CV

Position Types:

Classified Position Type:

Department:

Research and Institutional Effectiveness

Posting Date:

07/17/2015

Work Location:

Position Status:

Full-time

Salary Range:

$62,891 - $76,676 Annual Salary (Range 110: Classified Salary Schedule Fiscal Year 2014-2015). Starting placement is generally at Step 1.

Benefits Available:

Excellent fringe benefit package includes a pension, medical, dental, vision, EAP (employee assistance plan) and life insurance for employee and eligible dependents, and income protection. Voluntary plans include supplemental life insurance, Flexible Spending Accounts, 403b and 457 Deferred Compensation Accounts. Classified employees also receive vacation, 12 sick leave days and 17 paid holidays.

Position Summary:

The Executive Administrative Assistant reports to the Vice Chancellor of Institutional Effectiveness & Student Success located at the District Office. This position is 12-months per year; 40 hours per week; Monday - Friday; 8:00 a.m. -5:00 p.m.

Position Purpose:

This position is responsible for managing and coordinating the administrative functions within the office of the assigned Executive. Incumbents perform a variety of complex administrative duties for the assigned executive or administrative management staff; assist in the administration of office functions, and provide information and assistance to all levels of administration, faculty, staff, students, vendors, and the public.

Duties and Responsibilities:

This class is distinguished from other classes in the Administrative Assistant series in that this class provides advanced and confidential administrative and secretarial support to an Executive. Incumbents in this class may be responsible for overseeing day-to-day office functions, and are responsible for the most difficult and responsible types of duties assigned to classes in the series. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility and work independently with minimum supervision.
• Serve as a liaison with all levels of administration, faculty, staff, students, vendors and the public. Work with all constituent groups and ensure the implementation of the vision for the District.
• Screen office and telephone calls; respond to sensitive complaints and requests for information from the general public, students, faculty and staff; resolve concerns and complaints; refer inquiries as appropriate.
• Establish and maintain a variety of confidential files and records; research and gather information for special reports.
• Maintain calendars of department activities, meetings and various events; make reservations for conferences and other events; coordinate travel arrangements for department staff as needed.
• Perform paraprofessional support work as assigned; research questions pertaining to policies and procedures.
• Perform a variety of administrative and clerical support functions; receive, review and initiate the processing of vendor contracts; submit appropriate paperwork and follow-up as necessary.
• Perform confidential administrative assistant functions for assigned office activities; independently prepare correspondence; respond to letters and general correspondence of a routine nature; prepare reports and graphic materials as assigned.
• Receive and process agreements; edit and maintain agreements; monitor expiration dates, inform appropriate executive staff.
• Compile Board meeting material; ensure all information is assembled and properly filed; route to Chancellor's Office by assigned deadline.
• Provide staff support on a variety of boards and committees; prepare agendas and other material; prepare minutes and distribute.
• Maintain department budget and monitor expenditures, and prepare department related purchase requisitions, budget transfers, journal entries, process credit card statements, invoices, etc.
• Open, sort and distribute mail; identify priority items.
• Order and maintain adequate supplies as required.
• Perform other related duties as assigned. 

Knowledge, Skills, and Abilities:

Knowledge of:
• Principles of business letter writing.
• Advanced principles and procedures of record keeping and reporting.
• Modern office procedures, methods and computer equipment.
• English usage, spelling, grammar and punctuation.
• Basic mathematical principles.
• Time management and organization skills.
• Training, planning and directing work.  
Skills and Abilities to:
• Perform routine secretarial work involving the use of district procedures and processes.
• Take meeting notes effectively and independently.
• Demonstrate superior public service skills.
• Interpret and apply administrative and departmental policies and procedures.
• Operate a variety of office machines including computer devices.
• Use computer applications such as Microsoft Office, Ellucian, SharePoint effectively.
• Maintain confidential and administrative records and files.
• Communicate clearly and concisely, both orally and in writing.
• Work independently in the absence of supervision.
• Establish and maintain cooperative working relationships with those contacted in the course of work. 

Special Licenses, Certificates, etc.:

Minimum Qualifications:

EDUCATION AND EXPERIENCE

1. Equivalent to completion of the twelfth grade supplemented by specialized secretarial training and/or college level course work.

2. Three years of increasingly responsible administrative secretarial experience.

3. Demonstrated sensitivity, knowledge and understanding of the diverse academic, socioeconomic, gender, gender identity, cultural, disability, and ethnic back of groups historically underrepresented, and groups who may have experienced discrimination.

4. 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
 
Application Procedures, Notes and Contact Info:

Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the closing date to be considered for the position (Posting at: http://apptrkr.com/642163. Click "APPLY"):

 
1. A completed online San Jose/Evergreen Community College District POSITION APPLICATION

2. COVER LETTER (Must state how you meet ALL the minimum qualifications in EDUCATION and EXPERIENCE as described in the job announcement Minimum Qualifications section. Also, state how you meet other qualifications)

3. RESUME, and

4. TRANSCRIPT(S) - NOT DIPLOMAS - (unofficial or official copies) for stated degrees (having confer/award dates) or courses. Official transcripts will be required prior to employment start date should the position be offered. If foreign degrees, must submit Equivalency Certification (See #6 of the Instruction Section below).

To learn more about us and all our open positions, visit:http://www.sjeccd.edu/district-services/human-resources/employment-opportunities

jeid-e3aca53bd6f72d4192445cfa95d9b2d3

Keyword Phrases

  • Administrative
  • Assistant
  • Administrative Assistant
  • Executive Administrative Assistant
  • San Jose
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Employment Type:Administrative Staff
Degree Required: High School
Experience: See Job Description
Level of Job: Analyst / Staff
Salary: See Job Description
Type of School:2 - Year Institution / Technical
Application Requirements: CV/Resume
Best if Apply By 8/9/2015