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Executive Assistant to the Associate Vice Chancellor, Human Resources

Company West Valley-Mission Community College District
Location Saratoga, CA 95070
Update 6 Day ago
West Valley-Mission Community College District

Closing Date: 9/5/2017

The Human Resources Department is seeking a talented individual to fill the position of Executive Assistant.
Comprised of two colleges, West Valley College and Mission College, we are located in the heart of Silicon Valley. Our staff and faculty are among the most qualified in the state and our students appreciate our two colleges for our friendly staff and supportive atmosphere.
The purpose of this position is to perform responsible and confidential administrative and secretarial duties for the Associate Vice Chancellor, Human Resources; to represent the assigned executive's office with district staff and the public; and to provide administrative and technical support to assigned projects and programs.
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, 40 hours per week, 12 months per year, with an anticipated start date of October 23, 2017. Schedule may change to include some evening or weekend hours, as needed. This position is a member of the Confidential Employee Unit.
Work Location: West Valley-Mission Community College District, located on the campus of West Valley College, Saratoga, CA.

Salary and Benefits:
Anticipated Hiring Range:
$5,682-$6,207 monthly (Confidential Employee Salary Schedule, Range 45, Steps A-C).

Benefits include:
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.

Minimum Qualifications:
Any combination of experience and education that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
1. Understanding of, and sensitivity to the diverse academic, socio-economic, ethnic, religious and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
2. Equivalent to an Associate’s degree from an accredited college with major coursework in general education, business or a related field.
3. Two years of responsible management level administrative support experience, preferably in an educational environment, or two years of experience similar to a Management Assistant with the West Valley-Mission Community College District.

Examples of Duties and Responsibilities:Duties may include, but are not limited to, the following:
Perform a wide variety of complex, responsible, and confidential administrative and secretarial duties for the Associate Vice Chancellor, Human Resources; research and analyze routine administrative projects for the executive; prepare first draft reports on administrative matters.

Establish and coordinate office activities and schedules; establish methods for office operations; implement office policies and procedures; develop and recommend office procedures and systems; ensure smooth office operations.

Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities.

Participate and assist in the development and administration of an assigned budget; prepare budget reports; compile annual budget requests; monitor and control expenditures.

Research, compile, and analyze background data; perform routine and special administrative activities and projects; prepare draft reports and documentation; maintain records and files regarding administrative activities; prepare agendas for a variety of meetings and groups.

Read, process, and coordinate confidential information related to the District’s employer-employee relations, collective bargaining negotiations, and/or employee grievances.

Coordinate and implement assigned program activities of an operational area of assignment; prepare status reports and documents related to program activities.

Review, verify, and process documents related to administrative and program activities such as invoices, contracts, grants, claims, legislation and other specialized documents.

Provide follow up to assignments given to management and/or operations staff by the Associate Vice Chancellor; provide status reports to the Associate Vice Chancellor; assist in coordinating, preparing, and producing staff reports.

Order and purchase supplies for administrative operations; perform accounting functions related to ordering supplies, equipment, and services; make budget transfers as appropriate.

May maintain time card and payroll records; maintain administrative files and records for personnel including employee evaluations and disciplinary actions.

May provide technical and functional supervision of assigned clerical staff; plan, prioritize, assign and review the work of staff involved in providing administrative support.

Respond to letters and general correspondence not requiring the attention of executive staff.

Receive and distribute incoming mail and email; review and evaluate mail and email to identify those items requiring priority attention; receive telephone calls including complaints, and provide assistance to callers using judgment as to calls requiring priority attention.

Interpret and explain district and campus policies, rules and regulations in response to inquiries; refer inquiries as appropriate; assist in developing policies and procedures in order to meet district objectives.

Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.

Provide administrative support for assigned task forces, committees, commissions and boards; review and summarize miscellaneous reports and documents; prepare background documents as necessary.

Build and maintain positive working relationships with co-workers, other district employees, and the public using principles of good customer service.

Foster an environment that embraces diversity, integrity, trust and respect.

For more information on this position and to apply, please visit our website at the following link:

Applicants who, due to a disability, require accommodations to complete the application, testing or interview process, please contact Human Resources at (408) 741-2174 to arrange for assistance.

West Valley-Mission Community College District is an Equal Opportunity Employer.

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