Administrative Assistant, Senior (Vice President, Business and Administrative Services)
Position TitleAdministrative Assistant, Senior (Vice President, Business and Administrative Services)
Special Instructions to Applicants
Yearly Salary: $62,004, step 1 – $75,540, step 5
The Senior Administrative Assistant supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.
Our Vision for Social Justice
The intention of social justice work is to strengthen humanity by understanding that every person deserves the benefits of fully participating in our society and institutions.
Academic researchers have illustrated that crucial social justice principles are a compilation of equality, equity, diversity, inclusion, engagement, environmental sustainability and human rights. These complex principles are challenging to operationalize in higher education; yet, we are steadfast in our diligence to forge ahead to advance this vital mission.
Community colleges are uniquely positioned to lead higher education in the work of social justice. Many of our students come from historically underserved and underrepresented backgrounds; students of color, students with recent immigrant histories, students from cycles of low income if not poverty, students from indigenous communities, and students from first-generation families.
The idea of promoting social mobility through education is unconditionally and uncompromisingly embraced by community colleges. This is an exciting role, and it comes with a heavy responsibility. Simply put, we need to create environments where our students achieve greater academic success, so much so that we close our persistent equity/opportunity gaps.
If you are committed to social and racial justice and if you are interested in joining a community dedicated to solving these inequities through education, please apply.
Recruitment Type:Open (Internal and External applicants)
LocationContra Costa College
# of Openings1
SalaryYearly Salary: $62,004, step 1 - $75,540, step 5 (see special instructions for step placement)
Overtime StatusNon-Exempt (eligible)
If temporary, employment duration:N/A
# of Hours Scheduled Per Week40
Work Schedule By Day and Work Hours
Shift Differential %N/A
# of Months12
EEO Job CategoryClerical/Secretarial
Administrative Assistant II
Administrative Assistant III – This classification performs more complex administrative tasks and interpretation of policies and procedures with minimal supervision. Typically reports to a College Dean or other high-level manager.
Administrative Assistant, Senior – This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.
Examples of Duties/Essential Functions
- Serves as administrative assistant to an assigned high-level executive manager such as a Vice President; participates and assists in the administration the Executive’s Office, relieving the executive of a variety of technical and administrative duties.
- Serves as a liaison between the executive and the public, students, staff, and other campus officials.
- Exercises good judgment and discretion in handling matters of a difficult and sensitive nature.
- Assists assigned executive in meeting reporting requirements, functional responsibilities, and research objectives
- Provides complex workflow and office coordination of assigned department or program area.
- Maintains and updates web pages for assigned department.
- Assists in the development and implementation of department or program goals, objectives, strategies and work plans.
- Assists or gives guidance to staff, students and the public regarding departmental processes.
- Assists in planning, scheduling and supervising department activities; researches and provides direction for the more difficult or complex questions pertaining to policies and procedures.
- Participates in budget preparation and administration; prepares cost estimates for budget recommendations; examines and verifies fiscal records and expenditures; maintains budget records; reconciles budget accounts to ensure accuracy; receives invoices for purchases and arranges for payment of purchases.
- Develops initiates and maintains a variety of files and records such as payroll, budget, staff vacation, sick leave and schedule changes.
- Receives, classifies, reconciles, interprets, consolidates, and/or summarizes documents and information.
- Maintains department/office records and balance information for control purposes, such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports.
- Researches and prepares complex reports and analyses, including highly complex statistical reports, drawing data from a variety of sources within and outside of the department.
- Prepares and proofreads a wide variety of documents such as course proposals, confidential memoranda, exams, class outlines, reports, schedules, and letters.
- Operates a variety of office equipment, including photocopier, calculator, and computer.
- May notify students of and post canceled classes.
- Dispatches service requisitions; determines and assigns priorities of requests.
- May serve as Secretary to a Committee; prepares agendas; schedules facilities; records and prepares minutes.
- Performs related duties as assigned.
Four (4) years of experience performing broad and increasingly responsible clerical and administrative duties.
EDUCATION/LICENSE OR CERTIFICATE
Possession of an Associate degree from an accredited college, or the equivalent.
Minimum Qualification-Knowledge Of
Modern software applications (Microsoft Office Suite, etc.).
English usage, grammar, spelling, punctuation and vocabulary.
Minimum Qualification-Skill To
Keyboard with accuracy.
Perform responsible and complex clerical work with accuracy and speed.
Meet multiple established timelines and deadlines without immediate supervision.
Develop new procedures for the clerical and administrative operation of assigned area.
Interpret and communicate District or college rules, laws, and policies, and apply them using good judgment in a variety of procedural situations.
Carry out verbal and written directions independently.
Make mathematical calculations quickly and accurately.
Communicate effectively, both orally and in writing.
Serve students, staff and colleagues in a helpful and professional manner.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.
Minimum Qualification-Ability To
- Ability to work and converse effectively with all levels of colleagues, students and other external constituents in a diverse multicultural setting
- Demonstrate talent for planning, initializing and implementing operational procedures and streamlining complex work procedures
- Well versed in taking and compiling minutes for meetings
- Strong skills in Microsoft Office applications (Excel, Word, PowerPoint, etc.)
- Knowledge of Colleague by Ellucian student, faculty, and course operations
- Expertise producing and managing databases
- Excellent verbal and written communication skills
- Ability to successfully coordinate complex projects dependent on multiple staff/faculty inputs for completion
- Ability to multi-task and prioritize competing deadlines
Job Open Date:05/23/2023
Job Close Date:06/30/2023
Open Until FilledNo
Foreign Degree and Credit Statement:
The mission of the Contra Costa Community College District is to transform lives by providing outstanding learning opportunities that nurture and empower all students to achieve their educational goals. The dedicated faculty, classified professionals and administrators in the District are committed to core values and action that promote excellence in learning and equitable student success. The District is committed to hiring and developing a diverse staff that understands that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive role models for all students; and creates an inclusive and supportive educational work environment for its students, employees, and the community it serves.
Located in Contra Costa County, in the beautiful and diverse San Francisco East Bay area, the District serves the 1 million residents of the County through education, business partnerships and service in the community. The District first opened its doors in 1949 and is the second oldest and eighth largest multi-college community college district in California. The District consists of three colleges and two centers; Contra Costa College in San Pablo; Diablo Valley College in Pleasant Hill; Los Medanos College in Pittsburg; and the centers in Brentwood and San Ramon. The District Office located in downtown Martinez, supports the mission and functions of the colleges.
As evidenced by the rich diversity in Contra Costa County, the District enrolls a highly diverse student population. Serving over 50,354 students a year, in 2019-20 fiscal year the demographic make-up of the students was 9% Black/African American; 17% Asian/Pacific Islander; 35% Hispanic/Latino; 26% White/Caucasian; and 13% Other.
The District actively encourages a diverse pool of applicants to serve the dynamic student population and work collaboratively with existing colleagues that are equally dynamic and diverse.
Contra Costa College
Contra Costa College is a dynamic, comprehensive community college with a diverse student population. The institution has served the communities of West Contra Costa County for more than 69 years. Most of the 10,500-plus students who attend the college come from local communities, but many also come from neighboring communities and from countries throughout the world. The college offers certificates and degree programs in 70 areas. It prepares students for immediate employment and for transfer to four-year colleges and universities. Faculty and staff are proud to be affiliated with an institution that has a tradition of excellence and a reputation for educating students to live and work in a diverse global environment.
Diablo Valley College
DVC is committed to increasing student success. The college has distinguished itself as one of the nation’s most successful community colleges by offering incomparable transfer opportunities and exceptional career-technical programs. In both Pleasant Hill and San Ramon, a diverse student body engages with high-quality instruction and support services designed for excellence and equity in student learning. DVC’s career-technical programs keep pace with emerging technologies and skill requirements, while unparalleled transfer programs prepare students to be successful in four-year colleges and universities. DVC continuously ranks among the top transfer pathways to UC Berkeley.
Los Medanos College
Los Medanos College, opened in 1974, is the newest campus of the Contra Costa Community College District. The college prepares students to excel and succeed economically, socially and intellectually in an innovative, engaging and supportive learning environment. LMC provides quality programs and state-of-the-art facilities to serve the needs of a rapidly-growing and changing East County while enhancing the quality of life of the diverse communities it serves. Los Medanos College is known for its transferable general education program and career technical programs strongly connected with local business and industry. The college serves approximately 10,000 students.
Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.
Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.
Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).
Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.
Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union. If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $2.50. (All confidential, supervisory and management positions are exempt from union membership)
For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:
Classified Employees Local 1 Contract (Article 20-Benefits):
Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):
POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)
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