Administrative Assistant, Senior

HR EMPLOYMENT/CAREERS
Initial closing Date: 06/07/22*

*This position will become Open Until Filled after the initial Review Date. Any complete applications received while the position is Open Until Filled will be reviewed by the hiring committee only upon committee request.

Starting Salary: $5,434.73 (per month) plus benefits; Salary Grade: C1-52

Full Salary Range: $5,434.73 - $7,302.33 (per month)

The Foothill-De Anza Community College District is currently accepting applications for the classified position above.

Foothill - De Anza Community College District Mission Statement:

The mission of the Foothill-De Anza Community College District is student success. We are driven by an equity agenda and guided by core values of excellence, inclusion, and sustainability. Every member of our district contributes to a dynamic learning environment that fosters student engagement, equal opportunity, and innovation in meeting the various educational and career goals of our diverse students. We are committed to providing an accessible, quality undergraduate education dedicated to developing a broadly educated and socially responsible community that supports an equitable and just future for California.

Foothill College Mission Statement:

Believing a well-educated population is essential to sustaining and enhancing a democratic society, Foothill College offers programs and services that empower students to achieve their goals as members of the workforce, as future students, and as global citizens. We work to obtain equity in achievement of student outcomes for all California student populations, and are guided by our core values of honesty, integrity, trust, openness, transparency, forgiveness, and sustainability. Foothill College offers associate degrees and certificates in multiple disciplines, and a baccalaureate degree in dental hygiene.

JOB SUMMARY:

Reporting to the Dean of Health Sciences and Horticulture, this position will provide support the Health Sciences and Horticulture division, including the faculty, students, and the dean. A primary function of this position is to handle the admissions process for all health sciences programs. This includes managing the collection of student transcripts, evaluations, referrals for course equivalencies as well as the lottery for spots in programs. In addition, the position will be responsible for the efficient and productive workflow of the office, including processing and tracking vendor contracts, invoices, requisitions, and expenditures; class scheduling, including data input, room assignments, and allocation of faculty assignment loads; completion and tracking of forms (digital and print), such as non-teaching contracts, reassigned time, and evaluations; management of databases and files, including confidential personnel materials and faculty syllabi; and the planning/coordination of division and department events, including division meetings, retreats, and awards ceremonies. The position serves as a point of contact for students, staff, faculty, and the general public, providing information about division programs; fielding concerns/complaints; interpreting and resolving questions and concerns; and supporting facilities needs/requests. The position works closely and collaboratively with administrative support colleagues in the Office of Instruction to develop and implement efficient processes and procedures. This position calls for someone highly motivated, independent, tech savvy and has strong problem-solving skills. The successful candidate will have strong verbal and written communication skills, a keen eye for detail, enjoys working with diverse populations. This position is located on the main Foothill College campus in Los Altos Hills, CA.

DEFINITION

Under direction, performs a variety of advanced administrative support duties of considerable complexity requiring a significant level of knowledge of assigned department/division, College/District policies and procedures, and local, state, and federal regulations; provides administrative support to assigned Dean, Director, faculty, and staff, including coordinating multiple calendars, schedules, making travel arrangements, and handling sensitive materials; coordinates development, input, and maintenance of class schedules; composes and prepares complex correspondence, reports, and other documents using considerable judgment in content and style; provides information to students, staff, faculty, a variety of other public and regulatory agencies, community groups, the business community, and the general public; administers complex budgets; coordinates workflow of the office; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from assigned managerial staff. Exercises no supervision of staff. May provide technical and functional direction and training to assigned staff.

CLASS CHARACTERISTICS

This is the advanced journey-level class in the Administrative Assistant series. Incumbents at this level are capable of performing advanced and complex administrative support duties requiring the use of considerable discretion and independent judgment in performing assigned work and have responsibility for ensuring the efficient and effective functioning of assigned program or operational area. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver work products or services. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements. This class is distinguished from the Executive Assistant classification series in that the latter acts in a higher-level capacity and provides highly responsible and complex professional assistance to a Vice President or Vice Chancellor.

Select positions in this classification are designated as 'confidential' as this term is used within the Educational Employment Relations Act (EERA), 3540.1(c). 'Confidential