Administrative Assistant (Counseling)

Administrative Assistant (Counseling)West Valley College is seeking a talented, equity-minded individual to fill the position of Administrative Assistant in the Counseling department. West Valley College, though just minutes from the heart of the Silicon Valley, is in a beautiful park-like setting on 143 wooded acres. Our staff and faculty are among the most qualified in the state and our students appreciate the college for its friendly staff and supportive atmosphere. 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.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.