Administrative Assistant (SHORT-TERM, TEMPORARY)

Definition

SHORT-TERM, TEMPORARY STAFF POOL
Applications for Short-Term, Temporary Staff pools are continually accepted (unless otherwise specified) by the District and will be added to the application pool for review by hiring authorities on an as-needed basis. Should you be invited for an interview, you will be contacted by a District representative.

POSITION DEFINITIONTo perform responsible and confidential administrative and secretarial duties for a Director or Dean; to represent the assigned Director or Dean’s office with district staff and the public; and to provide administrative and technical support to assigned projects and programs.

Assignment

This is a temporary, hourly position, with possible assignments located at either WVMCCD campus:

• Mission College, Santa Clara, CA
• West Valley College, Saratoga, CA

Generally, most assignments are Monday-Friday, 8:30am-5:00pm. Hours may vary depending on departmental needs.

Salary and Benefits

$38.05 (hourly)
Due to the temporary nature of this position, benefits are not included.

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:

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

Desired Qualifications

Not applicable

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 an assigned Director or Dean; 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.
• 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 an assigned Director or Dean; provide status reports to an assigned Director or Dean; 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.
• Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.
• Perform related duties as assigned.