Job description


San Jose/Evergreen Community College District

Position #: 1800107

Required Documents:
Cover Letter, Resume/CV

Opportunity Type:

Library, Learning Resources, Distance Education

Posting Date:

First Review Date:

Work Location:
District Office

Position Status:

Salary Range:
$57,166 - $69,763 Annual Salary (Range 90: Classified Salary Schedule Fiscal Year 2017-2018). 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 18 paid holidays.

Position Summary:
The Senior Division Administrative Assistant reports to the Division Dean of Library, Learning Resources, Distance Education at San Jose City College. The work schedule is 12 months per year; Monday - Friday; 8:00 a.m. to 5:00 p.m.

Position Purpose:
Under the direction of assigned administrator, the Senior Division Administrative Assistant will be the primary individual providing a full range of administrative support to the administrator who has responsibility for a division, multiple disciplines or broad programs and functions. Incumbents in this position performs complex clerical, standard and advanced office operational tasks; ensures smooth running of the office, works independently, and coordinates various communications and activities among the administrator, faculty, staff, students and the public. Responsibilities may include providing technical or functional direction to hourly or student assistants.

Duties and Responsibilities:

  1. Exercise independent judgment in relieving administrator of actions not requiring his/her immediate attention.
  2. Screen telephone calls, incoming mail, publications, and other correspondence.
  3. Respond to routine and non-routine inquiries using standardized formats, and using judgment to refer unusual or complex inquiries to supervisor.
  4. Receive visitors and callers, providing information as requested and resolving conflicts, and referring callers to proper administrator or department as appropriate.
  5. Maintain calendar and appointments of supervisor, including lodging and travel arrangements.
  6. Serve as secretary to committees, prepare agendas, take and transcribe minutes, collect and distribute materials and information.
  7. Maintain accurate and detailed calendar of events, due dates, and schedules as they relate to assigned areas and services to ensure proper tasks and activities occur as scheduled.
  8. Assist in the preparation of departmental reports by gathering, organizing, and summarizing information from a variety of sources.
  9. Assist in locating qualified and available instructional staff to teach in a variety of diverse disciplines.
  10. Participate in management activities and committee work in place of supervisor, as assigned.
  11. Coordinate and monitor budget for multi-disciplined budget accounts, compile and prepare information for budget development.
  12. Generate, receive and maintain confidential and sensitive files, information and reports and ensure security of files.
  13. Implement District policies and procedures relating to the assigned area, researching difficult questions pertaining to policies and procedures as needed.
  14. Plan, assign and participate in the work of the office including training and directing the work of hourly employees or student help.
  15. Relieve supervisor of routine personnel, budget and payroll functions.
  16. Produce brochures, flyers, newsletters, and programs related to programs, classes and productions.
  17. Perform other duties reasonably related to the job classification.

Knowledge, Skills, and Abilities:

Knowledge of:
  1. Organization, time management and standard office procedures.
  2. The use of the English language for editing and composing written communications, spelling, grammar and punctuation.
  3. Modern office methods and equipment including computer terminal and micro-computer usage and word processing applications.
  4. Record keeping principles and procedures.
  5. Business accounting and mathematics.
  6. Acceptable business and office etiquette.
  7. Training, planning and directing work of other employees.
Ability to:
  1. Explain policies, rules and regulations.
  2. Work independently in the absence of supervision.
  3. Determine work priorities, work independently and follow through on tasks.
  4. Communicate clearly both orally and in writing.
  5. Analyze situations carefully and adopt effective course of action.
  6. Effectively communicate and interact with persons of diverse backgrounds and abilities.
  7. Establish and maintain cooperative working relationships with those contacted during the course of work.

Special Licenses, Certificates, etc.:

Minimum Qualifications:

1. Education equivalent to a high school diploma or GED, including or supplemented by specialized administrative training.

2. At least three years of administrative (clerical) experience involving heavy public contact and primary support to an individual or department.

3. Demonstrated sensitivity, knowledge, and understanding of the diverse academic, socioeconomic, gender, gender identity, cultural, disability, and ethnic backgrounds of the students we serve ;and sensitivity to and knowledge and understanding 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

Physical Demands:

1. Typical office environment

Physical demands:

1. Requires sufficient hand-eye-arm coordination to use a keyboard plus arm/hand movements to retrieve work materials and operate a variety of general office equipment. Requires visual acuity to read words and numbers. Requires auditory ability to carry on conversations over the phone and in person.

About San Jose/Evergreen Community College District:
The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.

As of fall 2017, with enrollment of approximately 18,500 per semester, and an extremely diverse student population (Hispanic/Latino 44%, Black/African-American 4%, Asian/Pacific Islander 32%, American Indian/Native American 0.5%, White/Caucasian 11%) attaining educational goals reflecting 45% - AA Degree and Transfer to a 4-Year College/ University, the District's emphasis on student success makes it a recognized educational leader in the State.

The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 41% Hispanic/Latino, 26% Asian/Pacific Islander, 5% Black/African American, 1% American Indian/Native American, 22% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.

Equal Opportunity Employer Statement:
San Jose/Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.

Human Resources/Employment Services, 40 S. Market Street, San Jose, CA 95113, (408) 270-6414.

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: 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).

If you do not have an electronic version of the transcript, you can get it scanned at Office Max, Office Depot, Staples, etc.; then attach the electronic version of your transcript to this online application at the later part of the application process.

For assistance, contact:
Office of Human Resources, Employment Services
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414 Fax: (408) 239-8818
Email: [email protected]
Web site @ or

To learn more about us and all our open positions, visit:

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Job No:
Posted: 11/21/2018
Application Due: 7/4/2019
Work Type: