Executive Assistant - HR & EO
- Employer
- Foothill-De Anza Community College District
- Location
- Los Altos Hills, CA
View more
- Administrative Jobs
- Institutional & Business Affairs, Clerical & Administrative Support, Diversity & Inclusion, Human Resources & Employee Development
- Employment Type
- Full Time
- Institution Type
- Community College
Job Details
- Provides executive administrative support to assigned Vice Chancellor or Vice President by coordinating multiple calendars, scheduling meetings, making travel arrangements, and handling sensitive and confidential information; and acts as a liaison between the Vice Chancellor or Vice President with other faculty, staff, students, or the public, coordinating resolutions to issues, problems, and complaints as appropriate. Plans, designs, organizes, and oversees complex projects and programs; assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems. Oversees workflow by continuously monitoring and evaluating the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors work load, administrative and support systems, and internal reporting relationships; identifies opportunities for improvement and reviews with management; directs the implementation of improvements. Coordinates department budget tracking and reconciliation processes; gathers and analyzes data related to revenues, expenditures, and projections; researches and works with management to resolve budget questions and reconcile inconsistencies; monitors and tracks expenditures and revenues; creates and processes contracts, agreements, invoices, and requisitions; verifies budget and account codes; develops budget reports as needed. Conducts studies and research projects by selecting, adapting, and applying appropriate analytical, research, and statistical techniques; evaluating alternatives, making preliminary and final recommendations, and assisting with the implementation of procedural, policy, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports. Serves as point of contact for staff, faculty, administrators, intergovernmental and regulatory agencies, various public and private groups, and the general public for assigned the Vice Chancellor’s or Vice President’s Office, by answering a variety of questions, processing confidential communications, and responding to complaints in a timely manner; providing information and explaining program requirements, policies, procedures, and eligibility questions according to established guidelines or by referring the customer to the appropriate source; and referring visitors/callers to other programs, departments, off-campus services, agencies, and community groups, as appropriate. Serves as staff support to College/District committees, including preparing and distributing agendas and supporting documentation, communicating directly with committee members, coordinating meeting logistics, and maintaining detailed tracking of governance processes and actions. Plans, schedules, and organizes department, College, and/or District-wide events, workshops, informational seminars, presentations, and related activities including developing and monitoring budgets; processing independent contractor agreements and purchase requisitions; and ensuring compliance with established timeline and budget. Processes and responds to requests for information including public records requests and subpoenas. Coordinates the organization and management of accurate and detailed databases, files, and records, verifies accuracy of information, researches discrepancies, and records information. Verifies and reviews forms and reports for completeness and conformance with established policies and procedures; applies policies and procedures in determining completeness of applications, records, and files. Serves as system administrator for assigned databases and information systems in support of assigned department or division; provides training, technical assistance, and support to staff, faculty, and students. Performs a variety of administrative office support functions such as designing, creating, and editing a variety of documents; collecting data from various sources for reporting to local, state, and federal agencies; reviewing a wide variety of student, faculty, staff, administrator, and program data, records, and information to ensure compliance with policies, procedures, and state and federal regulations; maintaining websites; scheduling meetings with other staff; processing and maintaining confidential personnel documents; processing reimbursements; attending meetings and taking minutes; and ordering and maintaining office and other related supplies. Learns and applies emerging technologies related to the areas of assignment. Performs related duties as assigned.
- Organization and function of educational institutions, including the role of Board of Trustees and appointed boards and commissions. Organizational practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures within assigned areas of responsibility. Principles and techniques of conducting analytical studies, evaluating alternatives, making sound recommendations, and preparing and presenting effective and technical reports. Sources of information related to a broad range of educational and administrative programs, services, and administration. Modern office management practices, procedures, technology, and computer equipment and applications, including word processing, database, and spreadsheet applications. Applicable federal, state, and local laws, rules, regulations, ordinances, and District policies and procedures relevant to assigned area of responsibility. Record keeping and filing systems and methods. Basic statistics, business arithmetic, and bookkeeping. Business letter writing and the standard format for reports and correspondence. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for providing a high level of customer service by effectively dealing with the public, students, and District staff, including individuals of diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation.
- 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 advanced and complex executive administrative support work accurately, within established deadlines, and with use of independent judgment. Assist in developing and implementing goals, objectives, policies, procedures, work standards, and internal controls for assigned functional areas. Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities. Coordinate and oversee assigned administrative, budgeting, fiscal reporting, programmatic, and project management activities. Plan, organize, and carry out assignments from management staff with minimal direction. Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner. Evaluate and develop improvements in operations, procedures, policies, or methods. Research, analyze, and evaluate new service delivery methods, procedures, and techniques. Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, ordinances, and District policies and procedures relevant to assigned area of responsibility. Prepare, review, and present reports and other correspondence and communications in a clear and concise manner. Maintain accurate databases, records, and files. Maintain confidentiality and be discreet in handling and processing confidential information and data. Perform arithmetic, financial, and statistical computations accurately. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Effectively use and keep current with computer systems, software, and modern business equipment to perform a variety of work tasks. Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
- 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 of training and experience which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be equivalent to an Associate’s degree from an accredited college and five (5) years of increasingly responsible AND varied administrative support experience.
- 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.
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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