"Confidential Executive Administrative Assistant"

Job Description

In addition to the salary, this position qualifies for the choice of one of the Districts excellent Health Benefits and Welfare plans, which the premium cost is 100% paid by the District for the employee and their eligible dependents, and one health plan costing an estimated $60,000 for the District for fiscal year 2025-2026. We offer two medical plans (Anthem Blue Cross [PPO] and Kaiser Permanente (HMO]); dental (Delta Dental PPO); vision (VSP Choice); life insurance for the employee (The Hartford); life insurance for eligible dependents (The Hartford); a long term disability/income protection plan (The Hartford); and an employee assistance plan (Anthem EAP).

In addition, the District contributes an additional 26.81% of the employees salary towards an eligible employees pension (CalPERS).

Employees may also elect to participate in optional plans including purchasing additional life insurance for themselves and their eligible dependent(s); enroll in a medical, transportation, and/or dependent care Flexible Spending Account(s) (with the $4 monthly administrative fee paid by the District); and set pre-taxed dollars aside to supplement their pension in a 403b (tax shelter annuity) and/or a 457 (deferred compensation) plan(s).

Managers, Supervisor and Confidential employees earn 22 days per year of vacation, up to 12 sick leave days and 6 administrative leave days. There are currently 20 paid holidays.

Position Description

POSITION SUMMARY

The Confidential Executive Administrative Assistant reports to the Vice Chancellor of Human Resources at the District Office. The work schedule is 12 months per year; Monday – Friday; 7:30 a.m. to 4:30 p.m.

POSITION PURPOSE

This position is responsible for managing and coordinating the administrative functions within the office of the assigned Executive. Incumbents perform a variety of confidential administrative and secretarial duties for the assigned executive or administrative management staff, assists in the administration of office functions, and provide information and assistance to faculty, staff, students and the public.

NATURE and SCOPE

This class is distinguished from other classes in the Administrative Assistant series in that this class provides advanced and confidential administrative and secretarial support to an Executive. Incumbents in this class may be responsible for overseeing day—to-day office functions, and are responsible for the most difficult and responsible types of duties assigned to classes in the series. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility. Incumbent assigned to the classification is exposed to sensitive collective bargaining information and materials during the negotiating process and is designated as Confidential classification.

KEY DUTIES and RESPONSIBILITIES

1. Serve as a liaison with all levels of administration, faculty, and students. Work with all constituent groups and ensure the implementation of the vision for the District.
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 confidential files and records; research and gather information for special reports.
4. Maintain calendars of department activities, meetings and various events; make reservations for conferences and other events; coordinate travel arrangements for department staff as needed.
5. Perform paraprofessional support work as assigned; research questions pertaining to policies and procedures.
6. Perform a variety of administrative and clerical support functions; receive, review and initiate the processing of workers compensation claims; submit appropriate paperwork; office; follow-up as necessary.
7. Perform confidential administrative assistant functions for assigned office activities; independently prepare 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. Compile Board meeting material; ensure all information is assembled and properly file; route to Chancellors Office by assigned deadline.
10. Provide staff support on a variety of boards and committees; prepare agendas and other material; prepare minutes and distribute.
11. Conduct special projects as assigned related to the development of proposals such as gathering collective bargaining data.
12. May prepare, negotiate, review, and administer contracts or independent contractor agreements, be a liaison with property insurer for liability claims, or monitor the risk management program.
13. Open, sort and distribute mail; identify priority items.
14. Order and maintain adequate supplies as required.
15. Perform other related duties as assigned.

EMPLOYMENT STANDARDS

Knowledge of:

1. Principles of business letter writing.
2. Advanced principles and procedures of record keeping and reporting.
3. Modern office procedures, methods and computer equipment.
4. English usage, spelling, grammar and punctuation.
5. Basic mathematical principles.
6. Training, planning and directing work of other employees.

Skills and Abilities to:

1. Perform routine secretarial work involving the use of district procedures and processes
2. Work with administrators, staff and students in providing support and assistance to the Chancellors Office.
3. Interpret and apply administrative and departmental policies and procedures.
4. Operate a variety of office machines including computer devices.
5. Use Microsoft Office software effectively.
6. Maintain confidential and administrative records and files.
7. Communicate clearly and concisely, both orally and in writing.
8. Work independently in the absence of supervision.
9. Establish and maintain cooperative working relationships with those contacted in the course of work.
10. Demonstrate superior public service skills.

Required Qualifications

EDUCATION AND EXPERIENCE

1. Equivalent to completion of the twelfth grade supplemented by specialized secretarial training and/or college level course work.
2. Three years of increasingly responsible administrative secretarial experience.

Districts Diversity

• 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 Districts hiring policy; or demonstrated equivalent transferable skills to do so.

Desired Qualifications

1. Human Resources experience.
2. Public Sector experience.
3. Proficiency in MS Office.

Foreign Degree

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.

Working Environment

Environmental Conditions:

1. Typical office environment.

Physical Conditions:

1. Essential and other important functions may require maintaining physical condition necessary for sitting for prolonged periods of time.

About San Jose/Evergreen Community College District

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 Spring 2024, with enrollment of approximately 15,655 students per semester, and an extremely diverse student population (Hispanic/Latino 45.20%, Black/African-American 3.45%, Asian/Pacific Islander 31.70%, American Indian/Native American 0.36%, White/Caucasian 12.76%) attaining educational goals reflecting 56% – Transfer to a 4-Year College/ University, the Districts 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 group of managers, supervisors and confidential staff consisting of 34.2% Hispanic/Latino, 26.0% Asian/Pacific Islander, 6.8% Black/African American, 17.8% White/Caucasian, 1.4% American Indian/Native American and as well as encouraging applications from all qualified, outstanding applicants.

Important Information

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/

World Education Services
Website: www.wes.org

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