Administrative Assistant, Senior (Vice President's Office)
- Contra Costa Community College District
- Location: San Pablo, California
- Category: Executive-Administrative Vice President
- Posting Date: 07/21/2020
- Application Deadline: Open until filled
Position TitleAdministrative Assistant, Senior (Vice President's Office)
Special Instructions to Applicants
Contra Costa College serves about 10,000 students, credit and non-credit, who pursue transfer preparation, career education and foundational skills. The College’s student population reflects its surrounding diverse communities. Serving predominately African American and Latinx students, Contra Costa College is situated in a socioeconomically diverse, resilient and culturally vibrant community. As a proud Hispanic Serving Institution, we seek candidates who embrace our community, our student population, and our central work: strengthening West County by meeting our students where they are and helping them get to where they want to be.
We seek a colleague who operates with a growth mindset, a strength-based approach centered on students, and an unflinching commitment to equity, especially concerning the elimination of barriers to college access, success, and completion. The ideal candidate will be eager to help construct and maintain a culture of continuous improvement in instructional effectiveness, student service, and leadership.
Note: New employees will be placed at the first step which is $4,614.00 per month, or second step $4,847.00 per month (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $5,622.00 per month is reached on the salary schedule.
It is the District’s policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.
Recruitment Type:Open (Internal and External applicants)
LocationContra Costa College
# of Openings1
Salary$4,614 - $5,622 per month (See salary guideline above)
Overtime StatusNon-Exempt (eligible)
If temporary, employment duration:N/A
# of Hours Scheduled Per Week40
Work Schedule By Day and Work Hours
Monday – Friday
8:00 am – 5:00 pm
Shift Differential %N/A
# of Months12
EEO Job CategoryClerical/Secretarial
To perform a variety of highly responsible and complex administrative and secretarial duties in support of an assigned Vice President’s Office or other high-level executive manager.
Administrative Assistant I -This classification performs less complex clerical, program, or instructional support assignments while learning District policies and procedures.
Administrative Assistant II – This classification is distinguished from the Administrative Assistant I by the performance of a variety of activities involved in the preparation of reports, scheduling and a broad range of complex administrative tasks.
Administrative Assistant III – This classification performs more complex administrative tasks and interpretation of policies and procedures with minimal supervision. Typically reports to a College Dean or other high-level manager.
Administrative Assistant, Senior – This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.
Examples of Duties/Essential Functions
Duties may include, but are not limited to, the following:
Serves as administrative assistant to an assigned high-level executive manager such as a Vice President; participates and assists in the administration the Executive’s Office, relieving the executive of a variety of technical and administrative duties.
Serves as a liaison between the executive and the public, students, staff, and other campus officials.
Exercises good judgment and discretion in handling matters of a difficult and sensitive nature.
Assists assigned executive in meeting reporting requirements, functional responsibilities, and research objectives
Provides complex workflow and office coordination of assigned department or program area.
Maintains and updates web pages for assigned department.
Assists in the development and implementation of department or program goals, objectives, strategies and work plans.
Assists or gives guidance to staff, students and the public regarding departmental processes.
Assists in planning, scheduling and supervising department activities; researches and provides direction for the more difficult or complex questions pertaining to policies and procedures.
Participates in budget preparation and administration; prepares cost estimates for budget recommendations; examines and verifies fiscal records and expenditures; maintains budget records; reconciles budget accounts to ensure accuracy; receives invoices for purchases and arranges for payment of purchases.
Develops initiates and maintains a variety of files and records such as payroll, budget, staff vacation, sick leave and schedule changes.
Receives, classifies, reconciles, interprets, consolidates, and/or summarizes documents and information.
Maintains department/office records and balance information for control purposes, such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports.
Researches and prepares complex reports and analyses, including highly complex statistical reports, drawing data from a variety of sources within and outside of the department.
Prepares and proofreads a wide variety of documents such as course proposals, confidential memoranda, exams, class outlines, reports, schedules, and letters.
Operates a variety of office equipment, including photocopier, calculator, and computer.
May notify students of and post canceled classes.
Dispatches service requisitions; determines and assigns priorities of requests.
May serve as Secretary to a Committee; prepares agendas; schedules facilities; records and prepares minutes.
Performs related duties as assigned.
EXPERIENCE AND TRAINING
Four (4) years of experience performing broad and increasingly responsible clerical and administrative duties.
EDUCATION/LICENSE OR CERTIFICATE
Possession of an Associate degree from an accredited college, or the equivalent.
Minimum Qualification-Knowledge Of
Modern office procedures, practices and technology/equipment.
Modern software applications (Microsoft Office Suite, etc.).
English usage, grammar, spelling, punctuation and vocabulary.
Minimum Qualification-Skill To
Keyboard with accuracy.
Perform responsible and complex clerical work with accuracy and speed.
Meet multiple established timelines and deadlines without immediate supervision.
Develop new procedures for the clerical and administrative operation of assigned area.
Interpret and communicate District or college rules, laws, and policies, and apply them using good judgment in a variety of procedural situations.
Carry out verbal and written directions independently.
Make mathematical calculations quickly and accurately.
Communicate effectively, both orally and in writing.
Serve students, staff and colleagues in a helpful and professional manner.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.
Minimum Qualification-Ability To
• Ability to work and converse effectively with all levels of colleagues, students and other external constituents in a diverse multicultural setting
• Demonstrate talent for planning, initializing and implementing operational procedures and streamlining complex work procedures
• Well versed in taking and compiling minutes for meetings
• Strong skills in Microsoft Office applications (Excel, Word, PowerPoint, etc.)
• Knowledge of Datatel Colleague student, faculty, and course operations
• Expertise producing and managing databases
• Excellent verbal and written communication skills
• Ability to successfully coordinate complex projects dependent on multiple staff/faculty inputs for completion
• Ability to multi-task and prioritize competing deadlines
Job Open Date:07/21/2020
Job Close Date:08/25/2020
Open Until FilledNo
Foreign Degree and Credit Statement:
In accordance with the Human Resources Procedure 3050.05, all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services (NACES) agency www.naces.org prior to the implementation of the equivalency process. You must upload your evaluation with your application when you apply for this position to be considered. We cannot accept foreign degree evaluations after the closing date. The candidate bears all responsibility and costs associated with obtaining the evaluation.
About the District
The mission of the Contra Costa Community College District is to transform lives by providing outstanding learning opportunities that nurture and empower all students to achieve their educational goals. The dedicated faculty, classified professionals and administrators in the District are committed to core values and action that promote excellence in learning and equitable student success. The District is committed to hiring and developing a diverse staff that understands that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive role models for all students; and creates an inclusive and supportive educational work environment for its students, employees, and the community it serves.
Located in Contra Costa County, in the beautiful and diverse San Francisco East Bay area, the District serves the 1 million residents of the County through education, business partnerships and service in the community. The District first opened its doors in 1949 and is the second oldest and eighth largest multi-college community college district in California. The District consists of three colleges and two centers; Contra Costa College in San Pablo; Diablo Valley College in Pleasant Hill; Los Medanos College in Pittsburg; and the centers in Brentwood and San Ramon. The District Office located in downtown Martinez, supports the mission and functions of the colleges.
As evidenced by the rich diversity in Contra Costa County, the District enrolls a highly diverse student population. Serving over 52,088 students a year, in 2017-18 fiscal year the demographic make-up of the students was 10% Black/African American; 17% Asian/Pacific Islander; 33% Hispanic/Latino; 29% White/Caucasian; and 11% Other.
The District actively encourages a diverse pool of applicants to serve the dynamic student population and work collaboratively with existing colleagues that are equally dynamic and diverse.
Contra Costa College
Contra Costa College is a dynamic, comprehensive community college with a diverse student population. The institution has served the communities of West Contra Costa County for more than 69 years. Most of the 10,500-plus students who attend the college come from local communities, but many also come from neighboring communities and from countries throughout the world. The college offers certificates and degree programs in 70 areas. It prepares students for immediate employment and for transfer to four-year colleges and universities. Faculty and staff are proud to be affiliated with an institution that has a tradition of excellence and a reputation for educating students to live and work in a diverse global environment.
Diablo Valley College
DVC is committed to increasing student success. The college has distinguished itself as one of the nation’s most successful community colleges by offering incomparable transfer opportunities and exceptional career-technical programs. In both Pleasant Hill and San Ramon, a diverse student body engages with high-quality instruction and support services designed for excellence and equity in student learning. DVC’s career-technical programs keep pace with emerging technologies and skill requirements, while unparalleled transfer programs prepare students to be successful in four-year colleges and universities. DVC continuously ranks among the top transfer pathways to UC Berkeley.
Los Medanos College
Los Medanos College, opened in 1974, is the newest campus of the Contra Costa Community College District. The college prepares students to excel and succeed economically, socially and intellectually in an innovative, engaging and supportive learning environment. LMC provides quality programs and state-of-the-art facilities to serve the needs of a rapidly-growing and changing East County while enhancing the quality of life of the diverse communities it serves. Los Medanos College is known for its transferable general education program and career technical programs strongly connected with local business and industry. The college serves approximately 10,000 students.
Insurance: The District offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents. Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.
Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.
Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.
Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).
Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.
Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union. If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $2.50.
For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:
Classified Employees Local 1 Contract (Article 20-Benefits):
Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):
POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)
All job offers of employment are conditional upon the applicant’s satisfactory results of the Post Offer Pre-Placement Evaluation Program. This involves a physical strength test to demonstrate a minimum level of strength to perform the essential duties of the job. There is no charge for this service. Please do not make an appointment for testing until you have received notification from the Human Resources Department after a job offer is extended. The positions we currently evaluate are: Building Maintenance Worker, Custodian I and II, Lead Custodian, Cook, Food Services Assistant, Food Services Supervisor, Food Services Supply Clerk, Food Services Coordinator, Grounds Worker/ Gardener I and II, Senior/ Lead Grounds Worker/Gardener, Lead Maintenance Mechanic, Senior Equipment Maintenance Worker. If you are not hired in a listed classification, you may disregard this notification.
In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to firstname.lastname@example.org. For administrative purposes, requests must be made at the time of application.