Management Assistant, Office of the Vice President, Administrative Services

Location
Saratoga
Posted
Sep 28, 2017
Institution Type
Community College


Management Assistant, Office of the Vice President, Administrative Services

West Valley-Mission Community College District


Closing Date: 10/24/2017

Definition:
Mission College is seeking a talented individual to fill the position of Management Assistant to the Vice President of Administrative Services. Located in the heart of Silicon Valley. 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.

The purpose of this position is to perform responsible and confidential administrative and secretarial duties for the Vice President of Administrative Services; to represent the Vice President'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.

Assignment:
100% of full time, 37.5 hours per week, 12 months per year, with anticipated start date of December 18, 2017. 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: Administrative Services, Mission College, Santa Clara, CA

Salary and Benefits:

Anticipated Hiring Range:

  • $5,805-$6,348 monthly (WVMCEA Salary Schedule, Range 69, Steps A-C).

Benefits include:

  • Employer-contributed medical, dental and vision for employee, spouse, and/or 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.
  • 12 days vacation leave accrued annually; rate increases step-wise up to maximum 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.
  • Position is union affiliated with required dues.

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 an Administrative 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 Vice President of Administrative Services; 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 independent draft reports and documentation; maintain records and files regarding administrative activities; prepare agendas for a variety of meetings, committees, and groups.
  • Provide follow up to assignments given to management and/or operations staff by the Vice President of Administrative Services; provide status reports to the Vice President of Administrative Services; assist in coordinating, preparing, and producing staff reports.
  • 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.
  • May maintain timesheet and payroll records; maintain administrative files and records for personnel including employee evaluations and disciplinary actions, contracts and stipends.
  • May provide technical and functional oversight 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 management staff.
  • Provide administrative support for assigned task forces, committees, commissions and boards; review and summarize miscellaneous reports and documents; take meeting notes or minutes; may schedule rooms for meetings and events; prepare background documents as necessary.
  • Interpret and explain district and division or campus policies, rules and regulations in response to inquiries; refer inquiries as appropriate; assist in developing division or campus policies and procedures in order to meet division or campus objectives.
  • 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.
  • Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.

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

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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