Office Coordinator, Career/Workforce

Job description

Office Coordinator, Career/Workforce

West Valley-Mission Community College District

Closing Date: 3/23/2018

The Department of Career Technical Education is seeking a talented individual to fill the position of Office Coordinator.

Mission College is 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 administrative and secretarial duties for a program director; to represent the assigned program 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, 37.5 hours per week, 12 months per year, with anticipated start date of April 9, 2018. 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: Mission College, Santa Clara, CA

Salary and Benefits:

Anticipated Hiring Range:

  • $4,670 - $5,087 monthly (WVMCEA Salary Schedule, Range 59, 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 the completion of the twelfth grade, supplemented by college level coursework in business or a related field.

3. Two years of responsible office administrative support experience, preferably in an educational environment, or two years of experience similar to an Office 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 responsible administrative and secretarial duties for an assigned program director; research and compile routine administrative projects.
  • Establish and coordinate office activities and schedules; establish methods for office and front counter operations; implement office policies and procedures; develop and recommend office procedures and systems; ensure smooth office operations; may function as office manager.
  • Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various status 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; identify and resolve budget discrepancies.
  • Research and compile background data; perform routine and special administrative activities and projects; prepare independent draft documentation; maintain records and files regarding administrative activities; prepare agendas for a variety of meetings, committees, and groups.
  • Coordinate and implement assigned program activities of an operational area of assignment; prepare status reports, statistical 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; review and verify compliance with district and/or program regulations.
  • May provide follow up to assignments given to staff by an assigned program director; provide status reports to an assigned program director; assist in coordinating and producing reports.
  • May 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 serve as initial point of contact and source of information for students, program participants, outside vendors and organizations, and/or members of the public.
  • May provide technical and functional oversight of assigned clerical staff; plan, prioritize, assign and review the work of staff involved in providing clerical support.
  • May hire, orient, train, schedule, and assign and direct the work of hourly employees.
  • Respond to letters and general correspondence not requiring the attention of supervisory staff.
  • Receive and distribute incoming mail and email; review and evaluate mail and email to identify those items requiring priority attention; receive telephone calls and provide assistance to callers using judgment as to calls requiring escalation.
  • Interpret and explain district and program policies, rules and regulations in response to inquiries; refer inquiries as appropriate; assist in developing office policies and procedures in order to meet program and organizational objectives.
  • Coordinate and make travel and meeting arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.
  • May assist with and participate in program outreach and marketing functions, including designing and producing marketing materials or attending outreach events and presentations.
  • Provide administrative support for assigned task forces, committees, commissions and boards; review and summarize miscellaneous reports and documents; prepare background documents as necessary.
  • Monitor and maintain office supplies and equipment including printers, copiers, and computers; contact vendors and/or district facilities staff for repairs as needed; assure maintenance of common spaces for appearance and functionality.
  • 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.
  • Be an integral team player, which involves flexibility, cooperation and communication.
  • Perform related duties as assigned.

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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Job No:
Posted: 2/26/2018
Application Due: 3/26/2018
Work Type: