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Administrative Assistant, Senior

Employer
Foothill-De Anza Community College District
Location
Los Altos Hills

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
Employment Type
Full Time
Institution Type
Community College
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Job Details



Administrative Assistant, Senior

Foothill-De Anza Community College District

Posting #: 18-173

Campus: De Anza College

Close/Initial Review Date:

Open Until Filled: No

Description:
Starting Salary: $5,127.11 (per month) plus benefits; Salary Grade: C1-52
Full Salary Range: $5,127.11 - $6,888.99 (per month)
The Foothill-De Anza Community College District is currently accepting applications for the classified position above.

JOB SUMMARY:

The General Counseling Division is seeking a candidate that is proficient in student scheduling systems and technology. The candidate will be assisting with all aspects of student scheduling on campus in areas where counselors are housed. The candidate is responsible for Implementation of the scheduling system, data collection, trouble-shooting issues and general operation of the system. This position will include, but not be limited, to the following duties: monitor all day-to-day functions of the General Counseling Division, budgeting and finance reports, assist with course scheduling, student appointment scheduling, assisting the Dean, the Counseling Chair, and the Counselors and staff with administrative tasks. This position reports to the Dean of Counseling, DSPS, and Title IX.
DEFINITION:
Under the direction of an assigned supervisor, perform complex analysis and reporting typically with College-wide or District-wide reports. Develop and analyze data; perform complete segments of an assigned program or function; perform research and special projects for assigned area; implement and oversee program or task elements related to assigned function; assist managers with a broad range of reports, schedule and activities.
EXAMPLE OF DUTIES AND RESPONSIBILITIES:
Depending upon assignment, duties may include, but are not limited to, the following:
  • Perform more complex analysis and reporting typically with College-wide or District-wide reports.
  • Coordinate activities of an entire campus for an assigned part of the instructional day; resolve a full range for issues pertaining to a variety of administrative aspects of campus events, activities and programs; coordinate with faculty and other staff.
  • Develop and coordinate catalogs and schedules affecting College classrooms and programs.
  • Analyze, plan and coordinate activities related to an assigned program or activity; monitor budget and grants.
  • Perform complex research assignments providing written reports and utilizing spreadsheets and sophisticated software to provide graphs, charts and tables; provide analysis and interpret results.
  • Prepare and monitor reports based on special projects; research and analyze topics related to assigned program; develop and analyze data.
  • Organize and direct an assigned part of a program or activity on an on-going basis; lead others as necessary to accomplish program or functional objectives.
  • Serve as a resource to others for data, research, special projects, schedules and other information pertaining to the assigned area.
  • Operate a computer utilizing standard and functional-related software and a variety of office equipment.
  • Operate one or more aspects of a program reporting periodically to an assigned administrator to resolve issues, provide reports and assure program objectives and policies are properly implemented; train others as assigned; coordinate daily operations.
  • Maintain records regarding assigned activities; coordinate schedules, integrate activities with other parties-at-interest and schedule facilities.
  • Assist students, parents and others regarding eligibility forms; provide information to the public; interact with broad constituencies to coordinate, facilitate and communicate assigned activities.
  • Participate in and oversee financial records; monitor budgets.
  • Design and write promotional materials, correspondence, reports and other documentation.
  • Perform related duties as assigned. EMPLOYMENT STANDARDS:
    Knowledge of:
  • Organization, rules, regulations and programs related to an assigned office or function.
  • Applicable sections of State Education Code and other applicable laws.
  • District organization, operations, policies and objectives.
  • Operation of a computer terminal and data entry techniques.
  • Financial and statistical record-keeping techniques and analysis.
  • Budget and grant monitoring and control.
  • Modern office practices, procedures and equipment.
  • Telephone techniques and etiquette.
  • Correct English usage, grammar, spelling, punctuation and vocabulary.
  • Interpersonal skills using tact, patience and courtesy. Ability to:
  • 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.
  • Perform complex analysis and reporting typically with College-wide or District-wide reports.
  • Coordinate activities of an entire campus for an assigned part of the instructional day.
  • Perform a variety of administrative and program support activities.
  • Develop and analyze data for reports and catalogs and schedules affecting College classrooms and programs.
  • Perform complete segments of an assigned program or function.
  • Perform research and special projects for assigned area.
  • Implement and oversee program or task elements related to assigned function.
  • Assist managers with a broad range of reports, schedule and activities.
  • Analyze situations accurately and adopt an effective course of action.
  • Compose independently or from oral instructions letters, memos, or other materials.
  • Read, interpret, apply and explain rules, regulations, policies and procedures.
  • Maintain records and prepare reports.
  • Communicate effectively both orally and in writing.
  • Meet schedules and time lines.
  • Add, subtract, multiply and divide quickly and accurately.
  • Establish and maintain cooperative and effective working relationships with others. WORKING CONDITIONS:
    Environment:
  • Office environment.
  • Constant interruptions. Physical Abilities:
  • Hearing and speaking to exchange information in person and on the telephone as well as making presentations.
  • Dexterity of hands and fingers to operate a computer keyboard.
  • Seeing to read various materials.
  • Standing for extended periods of time.
  • Reaching overhead, above the shoulders and horizontally.
  • Bending at the waist, kneeling or crouching.
  • Lifting, carrying, pushing or pulling objects up to 30 lbs. MINIMUM QUALIFICATIONS:
  • 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.
  • Any combination equivalent to an Associate's degree in a related field AND five (5) year of related work experience. LICENSES AND OTHER REQUIREMENTS:
  • Some positions in this class may be required to speak, read and write in designated second language. APPLICATION PACKET:
  • 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.
  • A cover letter addressing your qualifications for the position.
  • 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
    Email: employment@fhda.edu
    http://hr.fhda.edu/


    To apply, visit: http://hr.fhda.edu/careers/





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    • Organization

    Working at Foothill-De Anza Community College District

    For more than 50 years, Foothill-De Anza has demonstrated excellence and innovation in academic programs and student services. As one of the largest community college districts in the United States, Foothill-De Anza provides credit classes for about 43,000 students per quarter. The colleges are active members of the League for Innovation in the Community College, a national consortium of leading two-year institutions.

    The mission of the Foothill – De Anza Community College District is student success. We accomplish this by providing access to a dynamic learning environment that fosters excellence, opportunity and innovation in meeting the diverse educational and career goals of our students and communities.

    Located in the heart of Silicon Valley, Foothill-De Anza serves the communities of Cupertino, Los Altos, Los Altos Hills, Mountain View, Palo Alto, Stanford, Sunnyvale, and portions of San Jose.

    Foothill College

    Foothill College envisions itself as a community of scholars where a diverse population of students, faculty and staff intersect and are engaged in the search for truth and meaning. We recognize that by necessity this search must be informed by a multiplicity of disciplinary modes of inquiry. In order to ensure that every student has the opportunity to share in this vision, Foothill College commits itself to providing students with the necessary student support services, outstanding instruction, and opportunities for leadership both within and outside the classroom. By enacting this vision, the college ensures that it remains the distinctive and innovative institution it has been since its inception.

    De Anza College

    Two words—"excellence" and "innovation" — have captured the essence of De Anza College for nearly four decades. Although each carries importance, together they're a winning combination that has established De Anza in the forefront of community colleges nationwide.   De Anza provides outstanding general education and vocational courses as well as interdisciplinary studies, community service opportunities, on-the-job-training, internships, collaborative programs with businesses and industries, and online and television classes.     

    Employment with Foothill - De Anza

    Foothill - De Anza Community College District is one of the largest community college districts in the U.S. that has distinguished itself as a leader among California Community Colleges.

    We currently employ approximately 1,200 full-time employees and 1,900 part-time employees. It is the policy of the District to provide an educational and employment environment which is committed to high quality, equal opportunity and diversity.

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