Administrative Assistant, Office of Advancement

West Valley College - Saratoga, CA4.3

Full-time
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The Office College Advancement is seeking a talented individual to fill the position of Administrative Assistant to the Executive Director. College Advancement functions to facilitate alumni relations, public and private funding opportunities in research and individual philanthropy, marketing and communications on behalf of the College, and working with the fiscal sponsor for extramural revenues, the WVC-Mission District Foundation.

The Administrative Assistant will support the Executive Director in executing the logistics related to fundraising, accounting, financial analysis, database management, marketing and communications, campus and outreach events, strategic planning, and research administration.

West Valley College is dedicated to the continuous improvement of student life and success. The college has among the best transfer and success rates in California. Additionally, the college is set on 143 wooded acres that makes the college feel like home for our students. We seek energetic, student-centered applicants who want to help the college cultivate a diverse and inclusive community.

Applicants who possess the knowledge, skills, and life experiences to address the cultural and educational needs of a culturally diverse student population are encouraged to apply.

Assignment
100% of full time, 37.5 hours per week, 12 months per year, with anticipated start date of September 9, 2019. Schedule may change to include some evening or weekend hours, as needed. This position is a member of the West Valley-Mission Classified Employees Association (WVMCEA), Office, Technical & Business Services Employee Unit.

Work Location: West Valley College, Saratoga, CA

Salary and Benefits

Anticipated Hiring Range:
$5,608–$6,126 monthly (WVMCEA Salary Schedule, Range 63, Steps A-C).

Benefits include:
Employer-contributed medical, dental and vision for employee, spouse, and/or dependents.
Employer-paid long term disability for employee.
Employer-provided life insurance.
13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
12 days vacation leave accrued annually; rate increases step-wise up to maximum 22 days vacation leave accrued annually.
12 days sick leave accrued annually.
Personal necessity leave and personal business leave.
Educational growth incentive program from $45 to $225 monthly.
$500 longevity award annually after 10 years of service and $1,000 longevity award annually after 15 years of service.
CalPERS retirement.
Position is union affiliated.
Minimum Qualifications
Any combination of experience and education that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

1. Understanding of, and sensitivity to the diverse academic, socio-economic, ethnic, religious and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.

2. Equivalent to the completion of the twelfth grade, supplemented with college level courses in business or accounting.

3. Two years of responsible office administrative support experience, preferably in an educational environment, or two years of experience similar to an Office Coordinator with the West Valley-Mission Community College District.

Desired Qualifications
In addition, the ideal candidate shall possess knowledge of or familiarity with:

Fundamentals of philanthropy, budgeting, research administration, marketing and communications, alumni relations, and corporate relations.
Event and activity coordination, strategic planning, and project management.
Enterprise software such as Banner, PeopleSoft, Workday, etc., related to budgets, grant and endowment management, and contracts.
Adaptability and to think quickly and efficiently in shifting priorities.
Problem solving and ability to handle challenging situations.
Interpersonal skills and ability to work well with teams and various divisions and offices across campus.
Organizational skills and ability to multitask.
Time management skills in organizing own time and the Executive Director’s schedule.
Strong written and oral communication skills, including ability to write and speak clearly and succinctly. *Diplomacy in handling potential office politics carefully and professionally.
Confidentiality while dealing with sensitive information, including donor’s financial and personnel details.
Technology skills, including demonstrated competence in software programs, e.g. spreadsheets, databases, word processing, and graphic presentations.
Knowledge and Abilities

Knowledge of:
Organization, procedures, and operating details of an office.
Principles and practices of routine research and project planning.
Basic accounting skills; methods and practices of budget tracking and monitoring.
Principles and practices of office management and records management.
Principles and methods of business letter and report writing; grant reporting requirements.
Modern office practices, procedures and computer equipment and standard office software.
English usage, grammar, spelling, punctuation and vocabulary.
Applicable local, state, and federal laws, regulations, and forms.

Ability to:
Plan, oversee, and implement activities related to an office.
Intermittently, review and evaluate documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve issues for the public and with staff.
On a continuous basis, sit at desk for long periods of time or stand at public counter; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone; write or use a keyboard to communicate through written means; and lift or carry weight of 10 pounds or less.
Interpret and apply district and campus rules, laws and policies.
Coordinate and organize timely workflow while maintaining effective and harmonious relationships.
Learn and work with multiple software programs and databases.
Type at a speed necessary for successful job performance.
Learn and understand community college policies and procedures.
Think critically and independently.
Work confidentially with discretion.
Work effectively to meet demanding schedules and multiple timelines.
Research and compile information for statistical and budget reports; compose complex correspondence and prepare preliminary reports.
Maintain official and complex records and files.
Use sound judgment in recognizing scope of authority.
Operate and use modern office equipment including computers and applicable software.
Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
Utilize appropriate safety procedures and practices for assigned duties.
Communicate effectively orally and in writing.
Relate effectively with people of varied academic, cultural and socio-economic backgrounds using tact, diplomacy and courtesy.
Establish and maintain effective, cooperative, and collaborative working relationships with others.
Examples of Duties and Responsibilities

Duties may include, but are not limited to, the following:
Perform a wide variety of complex, responsible, and confidential administrative and secretarial duties for the Director ; research and analyze routine administrative projects; prepare first draft reports on administrative matters.
Establish and coordinate office activities and schedules; establish methods for office operations; implement office policies and procedures; develop and recommend office procedures and systems; ensure smooth office operations.
Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities.
Participate and assist in the development and administration of an assigned budget; prepare budget reports; compile annual budget requests; track, monitor and control expenditures; coordinate related budgets; assure expenditures from categorical funds comply with applicable regulations.
Research, compile, and analyze background data; perform routine and special administrative activities and projects; prepare independent draft reports and documentation; maintain records and files regarding administrative activities; prepare agendas for a variety of meetings, committees, and groups.
Coordinate and implement assigned program activities of an operational area of assignment; prepare status reports and documents related to program activities.
Review, verify, and process documents related to administrative and program activities such as invoices, contracts, grants, certificates, claims, legislation and other specialized documents; verify eligibility requirements and coordinate with outside agencies.
Provide follow up to assignments given to management and/or operations staff by the Director ; provide status reports to the Director ; assist in coordinating, preparing, and producing staff reports.
Facilitate communications between assigned supervisor, other administrators, students, academic staff, and other offices, educational institutions or public agencies.
Order and purchase supplies for administrative operations; perform accounting functions related to ordering supplies, equipment, and services; make budget transfers as appropriate.
Maintain time card and payroll records; maintain administrative files and records for personnel including employee evaluations and disciplinary actions.
May provide technical and functional oversight of assigned clerical staff; plan, prioritize, assign and review the work of staff involved in providing administrative support.
May receive, process and document cash receipts using district cash handling policies and procedures.
Respond to letters and general correspondence not requiring the attention of management staff.
Receive and distribute incoming mail and email; review and evaluate mail and email to identify those items requiring priority attention; receive telephone calls including complaints, and provide assistance to callers using judgment as to calls requiring priority attention.
Interpret and explain district and organizational policies, rules and regulations in response to inquiries; refer inquiries as appropriate; assist in developing department policies and procedures in order to meet department objectives.
Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.
Provide administrative support for assigned task forces, committees, commissions and boards, including taking meeting minutes; review and summarize miscellaneous reports and documents; prepare background documents as necessary.
Build and maintain positive working relationships with co-workers, other district employees, and the public using principles of good customer service.
Foster an environment that embraces diversity, integrity, trust and respect.
Be an integral team player, which involves flexibility, cooperation and communication.
Perform related duties as assigned.
Working Conditions Other Duties Physical Demands Applicant Information

APPLICATION INFORMATION:
Interested applicants must submit online all materials requested, including: (1) A completed online West Valley-Mission Community College District application; (2) Supplemental application questions; (3) Resume; (4) Unofficial copies of transcripts, if requested; (5) Cover letter and/or reference list, if requested; and (6) Any requested licenses or certificates, if applicable.
All sections of the online application, including Education and Educational Work History, must be completed thoroughly.
Supervisor(s) name(s) and telephone numbers must be included in the application.
Incomplete applications will not be considered.
Do NOT send unrequested materials. Unrequested materials will be removed from your application and will not be used for consideration of employment.
The employment application and supporting documents represent you; it is to your advantage to fill out the application form carefully and completely.

ABOUT TRANSCRIPTS:
If a minimum requirement is possession of a degree, then a copy of transcripts is required to be included with your application to verify the degree being awarded. If no transcripts are included, the application may be screened as not meeting minimum requirements.
Should the minimum qualifications state “any combination equivalent to,” then additional relevant work experience may substitute for education. In this case, please upload a document stating such in the Required Transcripts document field.
Degrees 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.
Candidates with degrees earned outside of the United States must provide official certification of equivalency to U. S. degrees by a certified U. S. credential review service, must have a U.S. evaluation (course by course of the transcripts) and must be submitted with this online application.
If you do not have an electronic version of the transcript, you can get it scanned at an office supply or copy store; then attach the electronic version of your transcript to this online application.
Copies of diplomas, grade reports, graduation petitions, transcript evaluations requests, or similar documents WILL NOT be accepted in lieu of transcripts.

For assistance, contact:
Office of Human Resources, Attn: Recruitment
14000 Fruitvale Ave, Saratoga, CA 95070
Phone: (408) 741-2174 Fax: (408) 867-9059
Email: Jobs@wvm.edu

Selection Process

SELECTION PROCESS INFORMATION:
After the deadline date, a committee will review and evaluate applications and supporting materials to select the applicants to be interviewed. Meeting the minimum qualifications does not assure the candidate an interview.
All candidates will receive an e-notification to acknowledge receipt of their application materials. If not contacted within 3-6 weeks following the close of the recruitment, no suitable match was determined at this time.
Travel expenses to attend first-level interview are the responsibility of the candidate.
Application materials become the property of the District and will not be returned or duplicated.
The District may choose to re-advertise or indefinitely delay filling a position. Some positions may include first and second level interviews.
The District reserves the right to contact former, current, the most recent employers, and others to investigate past employment records of applicants.
Any tentative verbal offer of employment is contingent upon formal approval of the college Governing Board.
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.

EEO STATEMENT:
West Valley-Mission Community College District is an Equal Opportunity Employer that seeks to employ a diverse workforce who will contribute to an inclusive and welcoming educational and employment environment. The District is committed to nondiscrimination on the basis of ethnic group identification, race, color, national origin, religion, age, sex, physical disability, mental disability, genetic information, ancestry, gender identity, gender expression, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, military or veteran status, and medical condition consistent with applicable federal and state laws.

Special Instructions to the Applicant