Administrative Assistant (SHORT-TERM, TEMPORARY)

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.

Working Conditions:


Other Duties:


Physical Demands:


Application Information:
APPLICATION INFORMATION:

• Interested applicants must submit online all materials requested, including: A completed online
  • West Valley-Mission Community College District application; and
  • Resume
  
  
  

All sections of the online application, including Education and 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.

For reasonable accommodations and 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:

• Applications will be screened by appropriate department representatives on an as-needed basis. Qualified applicants who best meet the needs of the division will be contacted for an interview.
• Travel expenses to attend the interview are the responsibility of the candidate.
• Applications will remain in our online system for 1 year. Each year, part-time pools will be refreshed and applicants will be notified of the opportunity to re-submit application.
• Application materials become the property of the District and will not be returned or duplicated.
• The District reserves the right to contact former, current, the most recent employers, and others to investigate past employment records of applicants.
• Offers of employment are contingent upon the successful clearance from a criminal background check, freedom from tuberculosis, and proof of identity and eligibility to work in the United States prior to the first day of work.

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:


Posting Detail Information

Posting Number: FY21/22-008POOL
Open Date: 03/11/2022
Close Date:
Open Until Filled: Yes

For more information on this position and to apply, please visit our website at the following link: wvm.peopleadmin.com

West Valley-Mission Community College District is an Equal Opportunity Employer.

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