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SENIOR DIVISION ADMINISTRATIVE ASSISTANT, (Academic Success & Student Equity)

Position Title:

SENIOR DIVISION ADMINISTRATIVE ASSISTANT, (Academic Success & Student Equity) Posting Number:

S2507 Close/First Review Date:

03/09/2025 Department:

Academic Success & Student Equity Work Location:

San Jose City College Position Status:

Full Time Salary Range:

$75,559 - $92,211 Annual Salary (Range 90: Classified Salary Schedule Fiscal Year 2024-2025). Starting placement is generally at Step 1. Benefits Summary:

Excellent fringe benefit package includes a pension, medical, dental, vision, EAP (employee assistance plan) and life insurance for employee and eligible dependents, and income protection. Voluntary plans include supplemental life insurance, Flexible Spending Accounts, 403b and 457 Deferred Compensation Accounts. Classified employees also receive vacation, 12 sick leave days and 20 paid holidays. POSITION SUMMARY: The Senior Division Administrative Assistant reports to the Division Dean of Academic Success & Student Equity at San Jose City College. The work schedule is 12 months per year; Monday – Friday; 8:00 a.m. to 5:00 p.m.

This position is represented by the California School Employees Association (CSEA), Chapter 363. POSITION PURPOSE: Under the direction of assigned administrator, the Senior Division Administrative Assistant will be the primary individual providing a full range of administrative support to the administrator who has responsibility for a division, multiple disciplines or broad programs and functions. Incumbents in this position perform complex clerical, standard and advanced office operational tasks; ensure smooth running of the office, work independently, and coordinate various communications and activities among the administrator, faculty, staff, students and the public. Responsibilities may include providing technical or functional direction to hourly or student assistants. DUTIES AND RESPONSIBILITIES: Exercise independent judgment in relieving administrator of actions not requiring his/her immediate attention. Screen telephone calls, incoming mail, publications, and other correspondence. Respond to routine and non-routine inquiries using standardized formats, and using judgment to refer unusual or complex inquiries to supervisor. Receive visitors and callers, providing information as requested and resolving conflicts, and referring callers to proper administrator or department as appropriate. Maintain calendar and appointments of supervisor, including lodging and travel arrangements. Serve as secretary to committees, prepare agendas, take and transcribe minutes, collect and distribute materials and information. Maintain accurate and detailed calendar of events, due dates, and schedules as they relate to assigned areas and services to ensure proper tasks and activities occur as scheduled. Assist in the preparation of departmental reports by gathering, organizing, and summarizing information from a variety of sources. Assist in locating qualified and available instructional staff to teach in a variety of diverse disciplines. Participate in management activities and committee work in place of supervisor, as assigned. Coordinate and monitor budget for multi-disciplined budget accounts, compile and prepare information for budget development. Generate, receive and maintain confidential and sensitive files, information and reports and ensure security of files. Implement District policies and procedures relating to the assigned area, researching difficult questions pertaining to policies and procedures as needed. Plan, assign and participate in the work of the office including training and directing the work of hourly employees or student help. Relieve supervisor of routine personnel, budget and payroll functions. Produce brochures, flyers, newsletters, and programs related to programs, classes and productions. Perform other duties reasonably related to the job classification. Knowledge, Skills and Abilities: Knowledge of: Organization, time management and standard office procedures. The use of the English language for editing and composing written communications, spelling, grammar and punctuation. Modern office methods and equipment including computer terminal and micro-computer usage and word processing applications. Record keeping principles and procedures. Business accounting and mathematics. Acceptable business and office etiquette. Training, planning and directing work of other employees. Ability to: Explain policies, rules and regulations. Work independently in the absence of supervision. Determine work priorities, work independently and follow through on tasks. Communicate clearly both orally and in writing. Analyze situations carefully and adopt effective course of action. Effectively communicate and interact with persons of diverse backgrounds and abilities. Establish and maintain cooperative working relationships. EDUCATION AND EXPERIENCE: Education equivalent to a high school diploma or GED, including or supplemented by specialized administrative training. At least three years of administrative (clerical) experience involving heavy public contact and primary support to an individual or department. District’s Diversity Requirements: Demonstrated sensitivity, knowledge and understanding of the diverse academic, socioeconomic, gender identity, sexual orientation, cultural, disability, and ethnic background of groups historically underrepresented, and groups who may have experienced discrimination. Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the District’s hiring policy; or demonstrated equivalent transferable skills to do so. Typical office environment. EQUAL OPPORTUNITY EMPLOYER STATEMENT: San José-Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws. CONTACT: Employment Services, Human Resources, SJECCD 40 S. Market Street, San Jose, CA 95113 Phone: (408) 270-6414 Email: hremploymentservices@sjeccd.edu Employment Website: https://sjeccd.peopleadmin.com District Website: www.sjeccd.edu APPLICATION PROCEDURES: Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.

A completed online San José-Evergreen Community College District APPLICATION. A COVER LETTER (Stating how you feel you meet the qualifications as outlined in the job announcement). A current RESUME / CURRICULUM VITAE. TRANSCRIPT – (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted. OTHER APPLICANT INFORMATION:

Only complete application materials will be considered. No exceptions. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee. 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. Application materials become the property of the District and will not be returned or duplicated. Travel expenses to attend the interview are the responsibility of the candidate. Meeting the minimum qualifications does NOT assure an interview. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.

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