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Executive Assistant (VP Student Services)

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FootHill-De Anza Community College District

Job Description

Initial Review Date: 10/16/2024**

**Any complete applications received after the review date will only be forwarded to the hiring committee at their request.

Salary Grade: C1-57

Starting Salary: $7,297.88 (per month) plus benefits

Full Salary Range: $7,297.88 - $9,801.28 (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 and educational excellence. The district and its colleges provide access to affordable, quality educational programs and services that develop a broadly educated and socially responsible community that supports an equitable and just future for California and the global community. Every member of our district contributes to a dynamic instructional and learning environment that fosters student engagement, equal opportunity, and innovation in meeting the various educational and career goals of our diverse students. Foothill-De Anza is driven by an equity agenda and core values of integrity, inclusion, care for our students' well-being, and sustainability.

De Anza College Mission Statement:

De Anza College provides an academically rich, multicultural learning environment that challenges students of every background to develop their intellect, character and abilities; to realize their goals; and to be socially responsible leaders in their communities, the nation and the world.

De Anza College fulfills its mission by engaging students in creative work that demonstrates the knowledge, skills and attitudes contained within the college’s Institutional Core Competencies:

    Communication and expressionInformation literacyPhysical/mental wellness and personal responsibilityCivic capacity for global, cultural, social and environmental awarenessCritical thinking   
JOB SUMMARY:

Reporting to the Vice President of Student Services, the role provides a full range of administrative support to the Office of the Vice President. The position serves as the first point of contact for district and college-wide divisions, departments, programs, and services, including communication with students, employees, and community members. It involves engaging with Student Services areas to provide information, coordination, follow-up, and support. The role also collaborates with other administrative assistants and colleagues across the college to support the operations of the office and the overall mission of the college. Additionally, the position assists the Vice President in monitoring Student Services budgets, adhering to state and federal guidelines, meeting reporting deadlines, and providing regular updates as needed. Other related duties may be assigned.

 DEFINITION 

Under general direction, performs a variety of advanced administrative coordination duties of considerable complexity requiring thorough knowledge of the assigned department, College/District policies and procedures, and local, state, and federal regulations; provides executive support to assigned Vice Chancellor or Vice President; administers complex budgets, contracts, research projects, and/or programs; prepares agenda items and reports for the Board of Trustees or other boards, commissions, and committees; fosters cooperative working relationships among and acts as point of contact for other College/District divisions, departments, the Presidents’ Offices, intergovernmental and regulatory agencies, various public and private groups, and the general public; provides highly responsible and complex assistance to assigned manager; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED 

Receives general direction from assigned Vice Chancellor or Vice President.  Exercises no supervision of staff.  May provide technical and functional direction and training to assigned staff.

CLASS CHARACTERISTICS 

This administrative support classification performs a wide variety of specialized, complex, and highly sensitive technical and administrative support functions for an assigned Vice Chancellor or Vice President.  The work involves a high-level of problem-solving and critical thinking requiring analysis of unique issues or increasingly complex problems without precedent and/or structure and formulating, presenting, and implementing strategies and recommendations for resolution.  Work assignments are typically given as broad, conceptual ideas and directives and incumbents are accountable for overall results and responsible for developing guidelines, action plans, and methods to produce deliverables on time and within budget.  This classification is distinguished from other office administrative classes in the nature, scope, and diversity of responsibilities originating at a department and/or College-wide level requiring a broader understanding of department, College, and District functions and the capability of relieving assigned executive or senior administrator of day-to-day administrative and coordinative duties.  The work requires extensive public contact, the frequent use of tact, discretion, confidentiality, and independent judgment, knowledge of department, College, and District activities, policies, and procedures, state and federal laws and regulations, and the ability to conduct independent projects.  This class is distinguished from the Executive Assistant, Office of the President in that the latter is specifically assigned to the President of a College.

EXAMPLES OF TYPICAL FUNCTIONS (Illustrative Only)

  • Provides executive administrative support to assigned Vice Chancellor or Vice President by coordinating multiple calendars, scheduling meetings, making travel arrangements, and handling sensitive and confidential information; and acts as a liaison between the Vice Chancellor or Vice President with other faculty, staff, students, or the public, coordinating resolutions to issues, problems, and complaints as appropriate.
  • Plans, designs, organizes, and oversees complex projects and programs; assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems.
  • Oversees workflow by continuously monitoring and evaluating the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors work load, administrative and support systems, and internal reporting relationships; identifies opportunities for improvement and reviews with management; directs the implementation of improvements.
  • Coordinates department budget tracking and reconciliation processes; gathers and analyzes data related to revenues, expenditures, and projections; researches and works with management to resolve budget questions and reconcile inconsistencies; monitors and tracks expenditures and revenues; creates and processes contracts, agreements, invoices, and requisitions; verifies budget and account codes; develops budget reports as needed.
  • Conducts studies and research projects by selecting, adapting, and applying appropriate analytical, research, and statistical techniques; evaluating alternatives, making preliminary and final recommendations, and assisting with the implementation of procedural, policy, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports.
  • Serves as point of contact for staff, faculty, administrators, intergovernmental and regulatory agencies, various public and private groups, and the general public for assigned the Vice Chancellor’s or Vice President’s Office, by answering a variety of questions, processing confidential communications, and responding to complaints in a timely manner; providing information and explaining program requirements, policies, procedures, and eligibility questions according to established guidelines or by referring the customer to the appropriate source; and referring visitors/callers to other programs, departments, off-campus services, agencies, and community groups, as appropriate.
  • Serves as staff support to College/District committees, including preparing and distributing agendas and supporting documentation, communicating directly with committee members, coordinating meeting logistics, and maintaining detailed tracking of governance processes and actions.
  • Plans, schedules, and organizes department, College, and/or District-wide events, workshops, informational seminars, presentations, and related activities including developing and monitoring budgets; processing independent contractor agreements and purchase requisitions; and ensuring compliance with established timeline and budget.
  • Processes and responds to requests for information including public records requests and subpoenas.
  • Coordinates the organization and management of accurate and detailed databases, files, and records, verifies accuracy of information, researches discrepancies, and records information. 
  • Verifies and reviews forms and reports for completeness and conformance with established policies and procedures; applies policies and procedures in determining completeness of applications, records, and files.
  • Serves as system administrator for assigned databases and information systems in support of assigned department or division; provides training, technical assistance, and support to staff, faculty, and students.
  • Performs a variety of administrative office support functions such as designing, creating, and editing a variety of documents; collecting data from various sources for reporting to local, state, and federal agencies; reviewing a wide variety of student, faculty, staff, administrator, and program data, records, and information to ensure compliance with policies, procedures, and state and federal regulations; maintaining websites; scheduling meetings with other staff; processing and maintaining confidential personnel documents; processing reimbursements; attending meetings and taking minutes; and ordering and maintaining office and other related supplies.
  • Learns and applies emerging technologies related to the areas of assignment.
  • Performs related duties as assigned.
    • QUALIFICATIONS 

    Knowledge of: 

  • Organization and function of educational institutions, including the role of Board of Trustees and appointed boards and commissions.
  • Organizational practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures within assigned areas of responsibility.
  • Principles and techniques of conducting analytical studies, evaluating alternatives, making sound recommendations, and preparing and presenting effective and technical reports.
  • Sources of information related to a broad range of educational and administrative programs, services, and administration.
  • Modern office management practices, procedures, technology, and computer equipment and applications, including word processing, database, and spreadsheet applications.
  • Applicable federal, state, and local laws, rules, regulations, ordinances, and District policies and procedures relevant to assigned area of responsibility.
  • Record keeping and filing systems and methods.
  • Basic statistics, business arithmetic, and bookkeeping.
  • Business letter writing and the standard format for reports and correspondence.
  • English usage, grammar, spelling, vocabulary, and punctuation.
  •  Techniques for providing a high level of customer service by effectively dealing with the public, students, and District staff, including individuals of diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation.
    • Ability to:

  • 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.
  • Perform advanced and complex executive administrative support work accurately, within established deadlines, and with use of independent judgment.
  • Assist in developing and implementing goals, objectives, policies, procedures, work standards, and internal controls for assigned functional areas.
  • Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
  • Coordinate and oversee assigned administrative, budgeting, fiscal reporting, programmatic, and project management activities. 
  • Plan, organize, and carry out assignments from management staff with minimal direction.
  • Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
  • Evaluate and develop improvements in operations, procedures, policies, or methods.
  • Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
  • Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, ordinances, and District policies and procedures relevant to assigned area of responsibility.
  • Prepare, review, and present reports and other correspondence and communications in a clear and concise manner.
  • Maintain accurate databases, records, and files.
  • Maintain confidentiality and be discreet in handling and processing confidential information and data.
  • Perform arithmetic, financial, and statistical computations accurately.
  • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. 
  • Effectively use and keep current with computer systems, software, and modern business equipment to perform a variety of work tasks.
  • Use English effectively to communicate in person, over the telephone, and in writing.
  • Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 
    • Education and Experience:

  • 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.
  •  Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be equivalent to an Associate’s degree from an accredited college AND five (5) years of increasingly responsible and varied administrative support experience.
    • Licenses and Certifications: 

    None.

    PHYSICAL DEMANDS

    Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.  Standing in and walking between work areas is frequently required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds with the use of proper equipment.  Reasonable accommodations will be made for individuals on a case-by-case basis.

    ENVIRONMENTAL ELEMENTS

    Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  

    APPLICATION PACKET:

  • 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.
  • A cover letter addressing your qualifications for the position.
  • 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/

    *Please mention you saw this ad on DiversePositions.*

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