Job Details

Administrative Assistant II (VP of Equity & Instruction)

Posting Number: 0002087
Location: Diablo Valley College
Salary: $56,424-$68,724 per year

Position Definition:
To perform a variety of responsible clerical duties for assigned office or department; may be responsible for more complex customer service, data entry and correspondence, compiling and preparing reports and research, indexing records, and performing general accounting functions.

Distinguishing Characteristics:
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:

• Acts as a liaison between campus employees and the public to coordinate activities; answers phones and screens calls; schedules appointments; provides general departmental information, documents, and forms.
• Assists in departmental orientation and training of new classified staff, hourly and student employees.
• Assists or gives guidance and general information to staff, students and the public in navigating departmental processes.
• Communicates effectively and professionally with the general public, vendors, employees and students.
• Compiles reports and related analyses following established formats and procedures, collecting information from a variety of databases.
• Inputs and retrieves data and information from relevant computer applications and programs; prepares routine statistical reports.
• Maintains and orders office inventory supplies and equipment; maintains storeroom.
• Maintains department/office records such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports.
• Operates a variety of office equipment, including photocopier, calculator, and computer.
• Prepares and files departmental forms and documents, such as memoranda, exams, class outlines, reports, schedules, and letters; uses established filing systems.
• Processes invoices and maintains running balance of monies.
• Receives, classifies, reconciles, interprets, consolidates, and/or summarizes documents and information.
• Develops schedules related to division/department activities and services; maintains calendars and coordinates committee and other meetings; reviews, updates and informs the administrator and others of essential timelines.

Minimum Qualifications:
Education/Experience:
EXPERIENCE AND TRAINING
Two (2) years of experience performing clerical and administrative duties.
EDUCATION/LICENSE OR CERTIFICATE
Possession of a high school diploma / GED or the equivalent.

Knowledge Of:
Modern office procedures, practices and technology/equipment.
English usage, grammar, spelling, punctuation and vocabulary.
Modern software applications (Microsoft Office Suite, etc.).

Skill To:
Keyboard with accuracy.
Perform routine clerical work.
Meet multiple established timelines and deadlines without immediate supervision.
Make mathematical calculations quickly and accurately.
Learn and operate office machines and computer programs, applying established methods, rules and policies.
Communicate effectively, both orally and in writing.
Serve students, staff and colleagues in a helpful, empathetic, professional manner.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Apply general rules, policies and procedures of the department/office to which assigned.
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.

Ability To:
N/A

Desirable Qualifications:

• Experience with taking and editing meeting minutes.
• Ability to work with and keep track of budgets
• Experience with event planning
• Ability to meet deadline goals and excellent time management skills
• Experience maintaining websites
• Awareness of Community College Shared Governance Structure
• Excellent written and verbal communication skills
• Experience with Microsoft Office Suite, including Excel, Outlook and Word

Special Instructions:
The successful applicant will work closely with the Academic Senate and the office of the Vice President of Equity and Instruction and will support academic and college committees by developing agendas, producing meeting minutes and keeping websites updated with pertinent information. Additionally, they will help organize events and assist in other duties for the Academic Senate and Vice President. The successful applicant needs to be detail-orientated with good time management, record keeping and organizational skills.

Please address all listed desirable qualifications in your CV/resume and cover letter. Applicants must upload a CV/resume and cover letter in the attachment section of the online application.

Note: New employees will be placed at the first step which is $56,424 per year, second step $59,268 per year or third step at $62,268 per year (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 $68,724 per year is reached on the salary schedule.

Job Close Date: 11/13/2024
Open Until Filled: No

To apply, visit https://www.4cdcareers.net/postings/10937







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