Division Administrative Assistant

Foothill-De Anza Community College District

Posting #: 18-081

Campus: De Anza College

Close/Initial Review Date: 5/20/2019

Open Until Filled: No

Description:

Starting Salary: $4,232.28 (per month) plus benefits; Salary Grade: C1-44
Full Salary Range: $4,232.28 - $5,657.89 (per month)
NOTE: The salary advertised with this position is based on the 2017-2018 salary schedule. Effective July 1,2018 through June 30, 2019, the position will receive an additional temporary 5% increase. On July 1, 2019 salaries will revert to the 2017-2018 salary schedule unless another agreement is reached.

The Foothill-De Anza Community College District is currently accepting applications for the classified position above.

De Anza College Mission Statement:
De Anza College provides an academically rich, multicultural learning environment that challenges students of every background to develop their intellect, character and abilities; to realize their goals; and to be socially responsible leaders in their communities, the nation and the world.

De Anza College fulfills its mission by engaging students in creative work that demonstrates the knowledge, skills and attitudes contained within the college's Institutional Core Competencies:

• Communication and expression
• Information literacy
• Physical/mental wellness and personal responsibility
• Civic capacity for global, cultural, social and environmental awareness
• Critical thinking

JOB SUMMARY:
Reporting to the Associate Vice President of Instruction, the Academic Services & Learning Resources Division Administrative Assistant works with the associated areas within the division as well as offices and departments across campus and at the Foothill-De Anza Community College District. We are seeking an individual who is able to multi-task, prioritize effectively, and serve as a welcoming presence for faculty, staff and student seeking assistance. The incumbent's primary responsibilities will be to prepare and process financial paperwork for purchasing, personnel, and services and on request, run budget reports; schedule and coordinate the logistics for meetings, activities, and events as directed; assist with the logistics of recruiting and onboarding of new employees; review, reconcile and prepare time reports for final approval; collect information from staff and faculty regarding work schedules throughout the year; order supplies for several departments from a multitude of vendors and maintain appropriate inventory; provide administrative support for the Tenure Review process; assist with collecting information for State and Community College surveys/reports; work with various campus and district services and offices on service requests, and dissemination of information and directing students, faculty, staff and community members to resources.

DEFINITION:
Under the direction of a Division Dean, provide administrative assistance for a Division Dean, faculty and staff; independently coordinate the day-to-day administrative operations of the Division office, interacting with the public, students, administrators, faculty and staff.

EXAMPLE OF DUTIES AND RESPONSIBILITIES:
Depending upon assignment, duties may include, but are not limited to, the following:

1. Provide administrative assistance for a Division Dean, faculty and staff; independently coordinate the day-to-day administrative operations of the Division office, interacting with the public, students, administrators, faculty and staff.
2. Compile and maintain confidential information including evaluations of faculty and staff, hiring information, grievances and complaints.
3. Serve as a liaison between the Division Dean's office, the College and District personnel; interpret, implement and disseminate District and Division policies and procedures to the public, faculty, students and staff; relieve the Dean of routine administrative duties.
4. Utilize various computerized systems including the District's Financial Records System, Student Information System, Human Resource System and Maui System.
5. Monitor division budgets and fiscal management process; initiate and track expenditures; order office and instructional supplies as needed and maintain appropriate inventory.
6. Assist in the preparation and maintenance of Division curriculum; coordinate the preparation of class schedules including computer input, schedule conflicts and disputes and informational brochures; schedule and maintain a calendar of events, meetings and workshops.
7. Screen and process Academic Petitions and obtain supplemental information, departmental recommendations and signatures.
8. Train and direct student assistants.
9. Assist in the process of the Selection and Tenure Committees in the hiring of new faculty; coordinate faculty and staff absences; initiate, process and track leave reports.
10. Compile and organize information for specific projects, reports and requisitions; design various Division forms and reports.
11. Operate a computer and related office equipment; administer the maintenance of office equipment.
12. Serve as a resource for counselors and evaluators regarding Division courses, changes, policies, prerequisites and future schedules.
13. Maintain a variety of reports, records and files.
14. Perform related duties as assigned.

EMPLOYMENT STANDARDS:

Knowledge of:

1. Assigned Division programs, course offerings, degrees offerings and curriculum.
2. District organization, operations, policies and objectives.
3. Modern office practices and procedures.
4. Record-keeping techniques.
5. Operation of a computer and related office equipment.
6. Correct English usage, grammar, spelling, punctuation and vocabulary.
7. Oral and written communication skills.
8. Telephone techniques and etiquette.
9. Interpersonal skills using tact, patience and courtesy.

Ability to:

1. Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
2. Provide administrative assistance for a Division Dean, faculty and staff.
3. Independently coordinate the day-to-day administrative operations of the Division office, interacting with the public, students, administrators, faculty and staff.
4. Prepare, organize and track Division curriculum.
5. Maintain records and files.
6. Assemble, organize and prepare data for records and reports.
7. Communicate effectively both orally and in writing.
8. Operate a computer and related office equipment.
9. Type at least 55 words net per minute from clear copy.
10. Establish and maintain cooperative and effective working relationships with others.
11. Plan and organize work independently.
12. Complete work with many interruptions.
13. Understand and work within scope of authority.

WORKING CONDITIONS:

Environment:

1. Office environment.

Physical Abilities:

1. Hearing and speaking to exchange information in person and on the telephone.
2. Dexterity of hands and fingers to operate computer keyboard.
3. Seeing to read various materials.
4. Standing for extended periods of time.
5. Reaching overhead, above the shoulders and horizontally.
6. Bending at the waist, kneeling or crouching.
7. Lifting, carrying, pushing or pulling heavy objects up to 30 lbs.

MINIMUM QUALIFICATIONS:

1. Understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
2. Any combination equivalent to an Associate's degree in a related field AND three (3) year's experience in secretarial or administrative work.

APPLICATION PACKET:

1. A District on-line application on http://hr.fhda.edu/careers/. *In the application, you will provide information, which demonstrates your understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff. Additionally, you will be asked to explain how your life experiences, studies or work have influenced your commitment to diversity, equity and inclusion.
2. A cover letter addressing your qualifications for the position.
3. A current resume of all work experience, formal education and training.

If any required application materials are omitted, the committee will not review your application. Items not required (including reference letters) will not be accepted. For full-consideration, all application packets must be received by 11:59 pm on the closing date.

Please allow yourself ample time to complete your application and resolve any technical difficulties that may arise with your submission. We do not guarantee a response to application questions within 48 hours of the closing date. You may also visit our “Applicant Information” to assist with technical difficulties at: http://hr.fhda.edu/careers/a-applicant-instructions.html

CONDITIONS OF EMPLOYMENT:
Position: Full-Time, Permanent, 12-months per year
Starting date: As soon as possible upon completion of the search process.

Excellent benefits package which includes medical coverage for employee and eligible dependents, dental, vision care, employee assistance program, long term disability, retirement benefits and basic life insurance. For information on our benefits package that includes medical for employees and dependents, visit our web site: http://hr.fhda.edu/benefits/index.html.

Persons with disabilities who require reasonable accommodation to complete the employment process must notify Employment Services no later than the closing date of the announcement. The successful applicant will be required to provide proof of authorization to work in the U.S. All interviewing costs incurred by applicant are the responsibility of the applicant.

For more information about our application process contact:
Employment Services
Foothill-De Anza Community College District
12345 El Monte Road
Los Altos Hills, California 94022
(650) 949-6217
Email: employment@fhda.edu
http://hr.fhda.edu/
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To apply, visit: http://hr.fhda.edu/careers/





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