ADMINISTRATIVE SECRETARY, (Strategic Partnerships & Workforce Innovations - Grant Funded)
Job Description
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 Administrative Secretary reports to the Vice President of Strategic Partnerships & Workforce Innovations at San Jose City College. The work schedule is 12 months per year; Monday – Friday; 8:00 a.m. to 5:00 p.m.
The Administrative Secretary position is a grant funded and contingent upon yearly funding.
This position is represented by the California School Employees Association (CSEA), Chapter 363.
POSITION PURPOSE
Under general supervision, performs a variety of advanced administrative and secretarial support to a College Vice President. Incumbents in this class may be responsible for overseeing day-to-day office functions, and are responsible for difficult and responsible duties assigned to classes in the series. Employees at this level are fully trained in all procedures related to the assigned area of responsibility.
DUTIES AND RESPONSIBILITIES
1. Exercise independent judgment in relieving a Vice President of actions not requiring his/her immediate attention.
2. Screen office and telephone calls; respond to sensitive complaints and requests for information from the general public, students, faculty, and staff; resolve concerns and complaints; refer inquiries as appropriate.
3. Establish and maintain a variety of sensitive files and records; research and gather information for special reports.
4. Maintain calendar of department activities, meetings and various events; make reservations for conferences and other events; coordinate travel arrangements for department staff as needed.
5. Maintain a variety of program and departmental budgets; make budget transfers, create purchase orders, and pay vendors.
6. Perform paraprofessional support work as assigned; research questions pertaining to policies and procedures.
7. Perform a variety of administrative, secretarial, and clerical support functions for assigned office activities; independently prepare and send correspondence; respond to letters and general correspondence of a routine nature; prepare reports and graphic materials as assigned.
8. Receive and process agreements; edit and maintain agreements; monitor expiration dates; inform appropriate executive staff.
9. Provide staff support on a variety of boards and committees; prepare agendas and other material; prepare minutes and distribute.
10. Open, sort and distribute mail; identify priority items.
11. Order and maintain adequate supplies as required.
12. Perform related duties as required.
EMPLOYMENT STANDARDS
Knowledge:
1. Organization, time management and standard office procedures.
2. Principles of business letter writing.
3. Advanced principles and procedures of record keeping and reporting.
4. Modern office procedures, methods and computer equipment.
5. English usage, spelling, grammar and punctuation.
6. Basic mathematical principles.
Skills and Abilities:
1. Perform responsible and difficult administrative and secretarial work involving the use of independent judgment and personal initiative.
2. Interpret and apply administrative and departmental policies, procedures, laws and regulations.
3. Work independently in the absence of supervision.
4. Compile and maintain sensitive records.
5. Independently prepare correspondence and memorandums.
6. Type at a speed necessary for successful job performance.
7. Manage and maintain multiple budgets.
8. Maintain effective audio visual discrimination and perception needed for making observations, communicating with others, reading and writing, operating assigned equipment, handling varied tasks simultaneously.
9. Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include standing or sitting for extended periods of time, operating assigned equipment, typing for extended periods of time.
10. Maintain mental capacity which allows the capability of making sound decisions, answering questions, and demonstrating intellectual capabilities
The Administrative Secretary reports to the Vice President of Strategic Partnerships & Workforce Innovations at San Jose City College. The work schedule is 12 months per year; Monday – Friday; 8:00 a.m. to 5:00 p.m.
The Administrative Secretary position is a grant funded and contingent upon yearly funding.
This position is represented by the California School Employees Association (CSEA), Chapter 363.
POSITION PURPOSE
Under general supervision, performs a variety of advanced administrative and secretarial support to a College Vice President. Incumbents in this class may be responsible for overseeing day-to-day office functions, and are responsible for difficult and responsible duties assigned to classes in the series. Employees at this level are fully trained in all procedures related to the assigned area of responsibility.
DUTIES AND RESPONSIBILITIES
1. Exercise independent judgment in relieving a Vice President of actions not requiring his/her immediate attention.
2. Screen office and telephone calls; respond to sensitive complaints and requests for information from the general public, students, faculty, and staff; resolve concerns and complaints; refer inquiries as appropriate.
3. Establish and maintain a variety of sensitive files and records; research and gather information for special reports.
4. Maintain calendar of department activities, meetings and various events; make reservations for conferences and other events; coordinate travel arrangements for department staff as needed.
5. Maintain a variety of program and departmental budgets; make budget transfers, create purchase orders, and pay vendors.
6. Perform paraprofessional support work as assigned; research questions pertaining to policies and procedures.
7. Perform a variety of administrative, secretarial, and clerical support functions for assigned office activities; independently prepare and send correspondence; respond to letters and general correspondence of a routine nature; prepare reports and graphic materials as assigned.
8. Receive and process agreements; edit and maintain agreements; monitor expiration dates; inform appropriate executive staff.
9. Provide staff support on a variety of boards and committees; prepare agendas and other material; prepare minutes and distribute.
10. Open, sort and distribute mail; identify priority items.
11. Order and maintain adequate supplies as required.
12. Perform related duties as required.
EMPLOYMENT STANDARDS
Knowledge:
1. Organization, time management and standard office procedures.
2. Principles of business letter writing.
3. Advanced principles and procedures of record keeping and reporting.
4. Modern office procedures, methods and computer equipment.
5. English usage, spelling, grammar and punctuation.
6. Basic mathematical principles.
Skills and Abilities:
1. Perform responsible and difficult administrative and secretarial work involving the use of independent judgment and personal initiative.
2. Interpret and apply administrative and departmental policies, procedures, laws and regulations.
3. Work independently in the absence of supervision.
4. Compile and maintain sensitive records.
5. Independently prepare correspondence and memorandums.
6. Type at a speed necessary for successful job performance.
7. Manage and maintain multiple budgets.
8. Maintain effective audio visual discrimination and perception needed for making observations, communicating with others, reading and writing, operating assigned equipment, handling varied tasks simultaneously.
9. Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include standing or sitting for extended periods of time, operating assigned equipment, typing for extended periods of time.
10. Maintain mental capacity which allows the capability of making sound decisions, answering questions, and demonstrating intellectual capabilities
EDUCATION AND EXPERIENCE
1. Education equivalent to a high school diploma or GED supplemented by specialized administrative secretarial training.
2. At least three years of administrative (clerical) experience involving heavy public contact and primary support to management staff.
1. Education equivalent to a high school diploma or GED supplemented by specialized administrative secretarial training.
2. At least three years of administrative (clerical) experience involving heavy public contact and primary support to management staff.
- 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.
1. Bilingual abilities, desirable.
For positions that require a degree or coursework:
Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.
Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.
Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.
Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.
Environment:
1. Typical office environment.
Physical Demands:
1. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time, to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operation of office equipment required repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
1. Typical office environment.
Physical Demands:
1. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time, to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operation of office equipment required repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.
As of Fall 2022, with enrollment of approximately 14,400 students per semester, and an extremely diverse student population (Latinx 48%, Black/African-American 4%, Asian/Pacific Islander 31%, American Indian/Native American 0.3%, White/Caucasian 9%) attaining educational goals reflecting 56% – Transfer to a 4-Year College/ University, the District’s emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 42% Latinx, 28% Asian/Pacific Islander, 5% Black/African American, 1% American Indian/Native American, 18% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
As of Fall 2022, with enrollment of approximately 14,400 students per semester, and an extremely diverse student population (Latinx 48%, Black/African-American 4%, Asian/Pacific Islander 31%, American Indian/Native American 0.3%, White/Caucasian 9%) attaining educational goals reflecting 56% – Transfer to a 4-Year College/ University, the District’s emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 42% Latinx, 28% Asian/Pacific Islander, 5% Black/African American, 1% American Indian/Native American, 18% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
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.
1. A completed online San José-Evergreen Community College District APPLICATION.
2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).
3. A current RESUME/CURRICULUM VITAE
4. 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. (See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.
OTHER APPLICANT INFORMATION:
1. Only complete application materials will be considered. No exceptions.
2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee.
3. 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.
4. Application materials become the property of the District and will not be returned or duplicated.
5. Travel expenses to attend the interview are the responsibility of the candidate.
6. Meeting the minimum qualifications does NOT assure an interview.
7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:
Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/
Education Records Evaluation Services
Website: www.eres.com
International Education Research Foundation
Website: http://www.ierf.org/
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.
1. A completed online San José-Evergreen Community College District APPLICATION.
2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).
3. A current RESUME/CURRICULUM VITAE
4. 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. (See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.
OTHER APPLICANT INFORMATION:
1. Only complete application materials will be considered. No exceptions.
2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee.
3. 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.
4. Application materials become the property of the District and will not be returned or duplicated.
5. Travel expenses to attend the interview are the responsibility of the candidate.
6. Meeting the minimum qualifications does NOT assure an interview.
7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:
Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/
Education Records Evaluation Services
Website: www.eres.com
International Education Research Foundation
Website: http://www.ierf.org/
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