Administrative Specialist, Facilities Department

Job description

Requisition Details

Position Information

Position TitleAdministrative Specialist, Facilities DepartmentHow many positions are you recruiting for?1CampusDistrict (All Campuses) Position Summary Information

Definition

The Facilities Department is seeking a talented individual to fill the position of Administrative Specialist.

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 role of the Administrative Specialist is to perform specialized program and/or administrative related duties in assistance to an assigned operational function; to research, collect and analyze data and prepare draft reports; to perform administrative and technical work of assigned program area; and to provide specialized and/or technical assistance to management.

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 16, 2019. 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: District Facilities department, located on the campus of Mission College, Santa Clara, CA

Salary and Benefits

Anticipated Hiring Range:

  • $6,400–$6,999 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.
  • Employer-provided 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 $45 to $225 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.
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, socioeconomic, ethnic, religious and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.

2. Two years of responsible technical program experience.

3. Equivalent to the completion of an Associate’s degree from an accredited college with major coursework in business, general education or related field.

Desired QualificationsKnowledge and Abilities

Knowledge of:

  • Methods and techniques of program implementation and operations.
  • Computer software related to area of assignment such as word processing, database, graphics, spread sheet and accounting applications.
  • English usage, spelling, punctuation and grammar; and arithmetic, basic mathematical calculations and statistics and statistical methods.
  • Methods and techniques of research, report writing, and budget monitoring.
  • Modern office procedures, methods and computer equipment.
  • Principles and practices of administrative and/or technical area to which assigned such as budgets, contracts, grants, claims, bonds, facilities, legislation, schedules, rentals, personnel actions and/or other related information.
  • General functions, programs and objectives of a community college or similar educational institution.
  • Basic principles of organizing, assigning and reviewing the work of others.

Ability to:

  • Perform independent research in carrying out technical administrative and technical duties.
  • Intermittently review documents related to program operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.
  • On a continuous basis, sit at a desk. Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry weight of 10 pounds or less.
  • Operate a personal computer utilizing spreadsheet, word processing, database and/or specialized graphics software.
  • Collect, compile, analyze and present a variety of data in a meaningful way.
  • Review and maintain budget and/or program area submissions and revisions for mathematical, accounting and overall accuracy.
  • Obtain information through interview; handle multiple project assignments; and deal firmly and courteously with the public.
  • Analyze situations quickly and objectively to determine proper course of action.
  • Use sound judgment in recognizing scope of authority.
  • Operate and use modern office equipment including computers and applicable software.
  • Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
  • Utilize appropriate safety procedures and practices for assigned duties.
  • Communicate effectively orally and in writing.
  • Relate effectively with people of varied academic, cultural and socio-economic backgrounds using tact, diplomacy and courtesy.
  • Establish and maintain effective, cooperative and collaborative working relationships with others.
  • Organize, assign and review the work of assigned clerical staff and students.
  • Understand, interpret, and explain complex policies, procedures and regulations.
  • Develop and implement various data collection and reporting systems.
  • Learn and utilize specialized software in the production of program flyers, brochures and other publications.
Examples of Duties and Responsibilities

Duties may include, but are not limited to, the following:

  • Develop, coordinate and implement program activities in area of assignment related to operational activities; prepare budgets, documents and/or brochures related to program activities.
  • Review, verify and input data and documents related to operational and/or program activities such as budgets, contracts, grants, loadsheets, claims, bonds, legislation, schedules, rentals, personnel actions and/or other related information.
  • Respond to requests for documentation and information related to assigned area of responsibility; explain and interpret assignment area policies and procedures to internal or external customers; may perform outreach and marketing duties related to assigned program area.
  • Perform administrative and technical duties related to area of assignment including interpreting, analyzing and determining compliance or acceptance of information and materials; prepare reports and/or graphics to document results of duties performed.
  • Provide front line support and information to students relative to area of assignment, as needed.
  • Assist professional staff in performing and conducting studies, special projects, and administrative and technical functions; perform data collection and analysis; prepare draft reports, graphics and technical documents.
  • Troubleshoot a variety of software systems relevant to area of assignment; respond to user questions and problems with relevant systems and equipment; input, assign and track work orders for repair and maintenance of systems and equipment.
  • Participate in the development and implementation of software packages and upgrades; monitor systems for accurate and effective performance; coordinate with district information technology staff to resolve issues as needed.
  • Perform basic graphic design and/or plan drawing work in the production of flyers, brochures, maps, cards and other program-related publications using related software applications.
  • Plan, prioritize, assign and review the work of clerical staff and students involved in duties related to area of assignment.
  • Schedule and coordinate the use of facilities and equipment related to area of assignment.
  • Establish and maintain systems related to assigned technical areas of responsibility; monitor area activities and report progress as required.
  • Ensure areas of responsibilities are in compliance with pertinent and applicable laws, codes, ordinances and legislation; regularly assess and modify reporting systems for improved effectiveness and efficiency; advise staff of any irregularities in compliance.
  • Establish and maintain a wide variety of filing and reporting systems as necessary; develop record keeping procedures; provide relevant information to relevant parties; prepare and compile correspondence and reports.
  • Compile and develop information for special studies and reports from a variety of resources; assist with various special projects, including coordination, research and development of systems.
  • Assist supervisor with a variety of administrative operations and prepare or recommend on procedural modifications; order supplies and equipment; maintain calendars; process and respond to office communications and requests; process invoices.
  • 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.
Working ConditionsOther DutiesPhysical DemandsApplicant Information

APPLICATION INFORMATION:

  • Interested applicants must submit online all materials requested, including: (1) A completed online West Valley-Mission Community College District application; (2) Supplemental application questions; (3) Resume; (4) Unofficial copies of transcripts, if requested; (5) Cover letter and/or reference list, if requested; and (6) Any requested licenses or certificates, if applicable.
  • All sections of the online application, including Education and Educational Work History, must be completed thoroughly.
  • Supervisor(s) name(s) and telephone numbers must be included in the application.
  • Incomplete applications will not be considered.
  • Do NOT send unrequested materials. Unrequested materials will be removed from your application and will not be used for consideration of employment.
  • The employment application and supporting documents represent you; it is to your advantage to fill out the application form carefully and completely.

ABOUT TRANSCRIPTS:

  • If a minimum requirement is possession of a degree, then a copy of transcripts is required to be included with your application to verify the degree being awarded. If no transcripts are included, the application may be screened as not meeting minimum requirements.
  • Should the minimum qualifications state “any combination equivalent to,” then additional relevant work experience may substitute for education. In this case, please upload a document stating such in the Required Transcripts document field.
  • Degrees must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
  • Candidates with degrees earned outside of the United States must provide official certification of equivalency to U. S. degrees by a certified U. S. credential review service, must have a U.S. evaluation (course by course of the transcripts) and must be submitted with this online application.
  • If you do not have an electronic version of the transcript, you can get it scanned at an office supply or copy store; then attach the electronic version of your transcript to this online application.
  • Copies of diplomas, grade reports, graduation petitions, transcript evaluations requests, or similar documents WILL NOT be accepted in lieu of transcripts.

For assistance, contact:
Office of Human Resources, Attn: Recruitment
14000 Fruitvale Ave, Saratoga, CA 95070
Phone: (408) 741-2174 Fax: (408) 867-9059
Email: [email protected]

Selection Process

SELECTION PROCESS INFORMATION:

  • After the deadline date, a committee will review and evaluate applications and supporting materials to select the applicants to be interviewed. Meeting the minimum qualifications does not assure the candidate an interview.
  • All candidates will receive an e-notification to acknowledge receipt of their application materials. If not contacted within 3-6 weeks following the close of the recruitment, no suitable match was determined at this time.
  • Travel expenses to attend first-level interview are the responsibility of the candidate.
  • Application materials become the property of the District and will not be returned or duplicated.
  • The District may choose to re-advertise or indefinitely delay filling a position. Some positions may include first and second level interviews.
  • The District reserves the right to contact former, current, the most recent employers, and others to investigate past employment records of applicants.
  • Any tentative verbal offer of employment is contingent upon formal approval of the college Governing Board.
  • Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.

EEO STATEMENT:
West Valley-Mission Community College District is an Equal Opportunity Employer that seeks to employ a diverse workforce who will contribute to an inclusive and welcoming educational and employment environment. The District is committed to nondiscrimination on the basis of ethnic group identification, race, color, national origin, religion, age, sex, physical disability, mental disability, genetic information, ancestry, gender identity, gender expression, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, military or veteran status, and medical condition consistent with applicable federal and state laws.

Special Instructions to the Applicant Posting Detail Information

Posting NumberFY19/20-910FTOpen Date09/16/2019Close Date10/14/2019Open Until FilledNoRequisition Specific Questions

Required fields are indicated with an asterisk (*).

  1. * This position is expected to work under compressed timelines while interfacing with faculty and staff to complete complex projects. Describe your experience completing similar projects and how you organize and manage multiple tasks and priorities to meet deadlines.

    (Open Ended Question)

  2. * Describe your experience working with relevant enterprise software systems, databases, and spreadsheets.

    (Open Ended Question)

Applicant DocumentsRequired Documents
  1. Resume/CV
  2. Cover Letter
  3. Transcripts
Optional Documents
  1. Additional Transcripts
  2. Other Related Licenses or Certificates

 

 

 

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Job No:
Posted: 9/17/2019
Application Due: 10/14/2019
Work Type:
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