Administrative Assistant (Counseling)

Requisition Details

Position Information

Position Title
Administrative Assistant (Counseling)

How many positions are you recruiting for?
1

Campus
West Valley College

Position Summary Information

Definition

West Valley College is seeking a talented, equity-minded individual to fill the position of Administrative Assistant in the Counseling department.

The administrative assistant will perform responsible and confidential administrative duties for a Director or Dean; represent the assigned Director or Dean's office with district staff and the public; and provide administrative and technical support to assigned projects and programs.

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 01/25/2027. Schedule may change to include some evening or weekend hours, as needed. This position is represented by the West Valley-Mission Classified Employees Association (WVMCEA), Office, Technical & Business Services Employee Unit.

Work Location: West Valley College, Saratoga, CA

IMPORTANT NOTE:

This position is a categorically funded position and therefore, a condition of program continuance is whether the program can generate a level of funding sufficient to cover all associated costs including overhead and salaries. This position is currently grant-funded through June 30, 2028. The funding cycle for this grant is every 5 years.

Salary and Benefits

Anticipated Hiring Range:

• $8,042.92-$ 8,785.25 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.
• 14 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.
• $1,000 longevity award annually after 10 years of service and $1,500 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:

Experience

• 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.

Education

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

Desired Qualifications

The ideal candidate will also demonstrate the following desired qualifications:

• Experience providing administrative and technical support to assigned projects and programs.
• Experience working with college student to complete a variety of administrative tasks.
• Experience with scheduling tools for a high traffic, in-person and remote office.

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 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.
• 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 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.
• 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.
• If you have a question that isn't covered in our FAQs, please contact us at careers@wvm.edu.

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 or the transcript does not show a degree conferred AND degree conferred date, the application may be screened as not meeting minimum requirements, 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.
• When uploading transcripts, please ensure they are NOT encrypted, secured, or password-protected or they will be rejected by the system.