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Executive Assistant - Office of the President
FootHill-De Anza Community College District in Los Altos Hills, California
 
 
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Date Posted 10/24/2019
Category
Executive-President and Chancellor
Salary   $5,851.87 - $7,846.05 (per month)</span></span> -  
Employment Type Full Time
Application Deadline Open until filled
 
 
 
 
 

Starting Salary: $5,851.87 (per month) plus benefits; Salary Grade: C5-11

Full Salary Range:  $5,851.87 - $7,846.05 (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.

JOB SUMMARY:

Reporting directly to the President, the Executive Assistant position supports all business in the President's office. This position is also a liaison between the President, Chancellor, Board of Trustees, and management.  In addition, the position manages the President's calendar, organizes meeting agendas, answers and writes emails, transcribes minutes, maintains office files and manages the office budget.

DEFINITION: 

Reporting to the President serves as confidential executive assistant.  Acts as a liaison between the President, Chancellor, Board of Trustees, and senior management.  Organizes, manages, and directs daily operations in the President’s Office.  Prioritizes and routes incoming mail and correspondence.  Initiates preparation of responses to correspondence and phone calls.  Schedules appointments with students, faculty, community members, other colleges, and businesses.  Coordinates numerous forums, events, luncheons, and other meetings; monitors the office budget.  Organizes agendas, prepares background materials, and arranges meetings that the President attends, both internally and externally; transcribes minutes; prepares agenda items to be submitted to the Board of Trustees, and maintains office files relating to all matters that go through the President’s Office.

NATURE AND SCOPE:

The Executive Assistant supervises the student worker and casual employees as needed, with supervisor’s approval.

The Executive Assistant is responsible for distributing incoming mail, reports, and articles; deciding whether telephone calls should be delegated and to whom, and making routine office decisions regarding travel arrangements, purchases, etc. 

EXAMPLE OF DUTIES AND RESPONSIBILITIES:

  1. Depending upon assignment, duties may include, but are not limited to, the following:
  2. Answer phones for President, make appointments, handle complaints, questions, daily business discussion, etc.
  3. Type correspondence; open, sort and distribute mail, reports and articles; maintain files.
  4. Respond to in person requests from students, faculty, staff, and community members.
  5. Create agendas for various meetings and record and type minutes.
  6. Write receipts, process checks, mail “thank you” letters and receipts for President’s Office and for the Development Office.
  7. Develop submission material for Board of Trustees.
  8. Performs other related duties as assigned.

EMPLOYMENT STANDARDS:

Knowledge of:

  1. Computers: Word, Word Perfect, technological communication tools.
  2. Grammar / correspondence-writing skills.
  3. Community colleges rules, administrative regulations, Laws, Codes.
  4. Board policies, administrative travel policies.

Ability to:

  1. Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
  2. Communicate effectively both orally and in writing.
  3. Excellent computer skills, note-taking skills for minutes, etc.
  4. Reasoning and Problem solving skills.
  5. Organizational and time management skills.
  6. Public Relations (interpersonal) skills.
  7. Management / Supervisory skills.
  8. Prioritizing tasks and projects.

MINIMUM QUALIFICATIONS:

  1. Understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
  2. Any combination equivalent to an associate’s degree in a related field.
  3. Five (5) to ten (10) years secretarial experience.
  4. Experience in managing office and administrative support.
  5. Experience in report writing and presentation.

Preferred Qualifications:

  1. Bachelor’s degree.
  2. Experience working in a community college.

WORKING CONDITIONS:

Environment:

  1. Office environment.

Physical Abilities:

  1. Hearing and speaking to exchange information in person and on the telephone.
  2. Dexterity of hands and fingers to operate a computer keyboard.
  3. Seeing to read various materials.
  4. Standing for extended periods of time.
  5. Bending at the waist, kneeling or crouching.
  6. Lifting, carrying, pushing or pulling objects up to 30 lbs.

APPLICATION PACKET:

  1. A District on-line application on http://hr.fhda.edu/careers/. *In the application, you will provide information, which demonstrates your understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff. Additionally, you will be asked to explain how your life experiences, studies or work have influenced your commitment to diversity, equity and inclusion. 
  2. A cover letter addressing your qualifications for the position. 
  3. A current resume of all work experience, formal education and training.

If any required application materials are omitted, the committee will not review your application.  Items not required (including reference letters) will not be accepted.  For full-consideration, all application packets must be received by 11:59 pm on the closing date. 

Please allow yourself ample time to complete your application and resolve any technical difficulties that may arise with your submission.  We do not guarantee a response to application questions within 48 hours of the closing date.  You may also visit our “Applicant Information” to assist with technical difficulties at: http://hr.fhda.edu/careers/a-applicant-instructions.html

CONDITIONS OF EMPLOYMENT:

Position: Full-Time, Permanent, 12 months per year

Starting date:  As soon as possible upon completion of the search process.

Excellent benefits package which includes medical coverage for employee and eligible dependents, dental, vision care, employee assistance program, long term disability, retirement benefits and basic life insurance. For information on our benefits package that includes medical for employees and dependents, visit our web site: http://hr.fhda.edu/benefits/index.html.

Persons with disabilities who require reasonable accommodation to complete the employment process must notify Employment Services no later than the closing date of the announcement. The successful applicant will be required to provide proof of authorization to work in the U.S. All interviewing costs incurred by applicant are the responsibility of the applicant.

 

For more information about our application process contact:

Employment Services

Foothill-De Anza Community College District

12345 El Monte Road

Los Altos Hills, California 94022

 

Email: employment@fhda.edu

http://hr.fhda.edu/

 

 

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