Administrative Assistant, Outreach & Student Activities
- Employer
- West Valley-Mission Community College District
- Location
- Saratoga
View more
- Administrative Jobs
- Institutional & Business Affairs, Clerical & Administrative Support, Student Affairs, Student Activities & Services
- Employment Type
- Full Time
- Institution Type
- Community College
Job Details
Administrative Assistant, Outreach & Student Activities
West Valley-Mission Community College District
Closing Date: 10/17/2022
Definition:
Mission College is seeking a talented, equity-minded individual to fill the position of Administrative Assistant in the Office of Outreach & Student Activities.
Mission College is located in the heart of Silicon Valley. Our staff and faculty are among the most qualified in the state and our students appreciate the college for its friendly staff and supportive atmosphere. We are also proud to receive dual designation from the federal government as an Asian American Native American Pacific Islander Serving Institution (AANAPISI) and an Hispanic Serving Institution.
The Office of Outreach & Student Activities works to ensure greater access to students from historically marginalized backgrounds, support the development of student leaders, and foster an inclusive and equitable campus environment. The Administrative Assistant will support the Program Director in executing the logistics related to college outreach and retention efforts, the support and development of the college's student government, student clubs and organizations, coordination of college-wide events including Convocation and Commencement, as well as the college's Basic Needs Program and Food Pantry.
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 November 21, 2022. Schedule may change to include some evening or weekend hours, as needed. This position is represented by the West Valley-Mission Classified Employees Association (WVMCEA), Office, Technical & Business Services Employee Unit. Work Location: Mission College, Santa Clara, CA
Salary and Benefits:
Anticipated Hiring Range: $6,493 – $7,092 monthly (WVMCEA Salary Schedule, Range 63, 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:
Experience:
- Two years of responsible office administrative support experience, preferably in an educational environment, or two years of experience similar to an Office Coordinator
with the West Valley-Mission Community College District.
- Equivalent to the completion of the twelfth grade, supplemented with college level courses in business or accounting
Examples of Duties and Responsibilities:
Duties may include, but are not limited to, the following:
- Perform a wide variety of complex, responsible, and confidential administrative and secretarial duties for an assigned Director or Dean; research and analyze routine administrative projects; prepare first draft reports on administrative matters.
- Establish and coordinate office activities and schedules; establish methods for office operations; implement office policies and procedures; develop and recommend office procedures and systems; ensure smooth office operations.Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities.
- Participate and assist in the development and administration of an assigned budget; prepare budget reports; compile annual budget requests; track, monitor and control expenditures; coordinate related budgets; assure expenditures from categorical funds comply with applicable regulations.
- Research, compile, and analyze background data; perform routine and special administrative activities and projects; prepare independent draft reports and documentation; maintain records and files regarding administrative activities; prepare agendas for a variety of meetings, committees, and groups.
- Coordinate and implement assigned program activities of an operational area of assignment; prepare status reports and documents related to program activities.
- Review, verify, and process documents related to administrative and program activities such as invoices, contracts, grants, certificates, claims, legislation and other specialized documents; verify eligibility requirements and coordinate with outside agencies.
- Provide follow up to assignments given to management and/or operations staff by an assigned Director or Dean; provide status reports to an assigned Director or Dean; assist in coordinating, preparing, and producing staff reports.
- Facilitate communications between assigned supervisor, other administrators, students, academic staff, and other offices, educational institutions or public agencies.
- Order and purchase supplies for administrative operations; perform accounting functions related to ordering supplies, equipment, and services; make budget transfers as appropriate.
- Maintain time card and payroll records; maintain administrative files and records for personnel including employee evaluations and disciplinary actions.
- May provide technical and functional oversight of assigned clerical staff; plan, prioritize, assign and review the work of staff involved in providing administrative support.
- May receive, process and document cash receipts using district cash handling policies and procedures.
- Respond to letters and general correspondence not requiring the attention of management staff.
- Receive and distribute incoming mail and email; review and evaluate mail and email to identify those items requiring priority attention; receive telephone calls including complaints, and provide assistance to callers using judgment as to calls requiring priority attention.
- Interpret and explain district and organizational policies, rules and regulations in response to inquiries; refer inquiries as appropriate; assist in developing department policies and procedures in order to meet department objectives.
- Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.
- Provide administrative support for assigned task forces, committees, commissions and boards, including taking meeting minutes; review and summarize miscellaneous reports and documents; prepare background documents as necessary.
- 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.
For more information on this position and to apply, please visit our website at the following link: wvm.peopleadmin.com
Applicants who, due to a disability, require accommodations to complete the application, testing or interview process, please contact Human Resources at (408) 741–2174 to arrange for assistance.
West Valley-Mission Community College District is an Equal Opportunity Employer.
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Organization
West Valley-Mission Community College District has a devoted Board of Trustees and a dedicated staff that serves its two colleges. West Valley College in Saratoga and Mission College in Santa Clara are on the cutting edge among higher education institutions in the Silicon Valley. Every semester over 20,000 students enroll in courses at the colleges. Thousands of others take online, off-campus, or non-credit courses and seminars offered through a variety of programs. These programs are aimed at meeting the training and retraining needs of the people of Silicon Valley.
Mission College is a public community college located in the City of Santa Clara, and in the heart of the Silicon Valley. We offer a future of transfer to a four year institution, a future in a career of your choice, a future of increasing skills for both higher education and the workforce and a future for an Associate’s Degree or Certificate that can get you on your way to any goal.
The highly diverse and active student population makes the environment at Mission College energetic and vibrant. It is a great place to meet new friends, participate in clubs and make your voice heard in student advocacy. Our faculty is among the most qualified in the state and our students appreciate the college for its friendly staff and supportive atmosphere. The staff at Mission College is uniquely poised to help and guide your path to the future.
Mission College has many programs and services to ensure student success and support. Financial Aid can assist in making college affordable. Counseling helps students set achievable goals and provides guidance through orientation, study skills, and career courses. The college Career Center and Job Placement Office help students transition to the working world after college and each year sponsor’s a job fair featuring more than 60 employers. Finally, our Transfer Center helps to guide the transition from the two-year college to a four-year college so that students can easily gain a Bachelor’s degree. Each spring semester, Mission College hosts the largest college fair in the San Francisco Bay Area, where more than 180 national and international colleges and universities are represented.
West Valley is about success. It’s about helping students create a future for themselves so they can contribute to a world that needs their talents, drive and enthusiasm. We do that by providing as much one-on-one interaction with students as possible. The results speak for themselves.
- 571 students transferred to UCs and CSUs in 2012
- 552 students earned AA/AS degrees in 2012
- 170 students earned Certificates that led to careers in 2012
- We host learners from 25 countries who come to the United States looking for the kind of instruction that will help them contribute to the global economy.
- We offer classes on our beautiful 143-acre Saratoga campus in the foothills of the Santa Cruz Mountains, located at the southwest border of Silicon Valley. Here you can expand your mind, hang out with friends, and
Why not join us, and build your future as we build the future of Silicon Valley, one student at a time.contemplate a world of ideas.
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