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Executive Assistant to the President, Mission College

West Valley-Mission Community College District

Closing Date: 5/1/2024

Definition:
Mission College is seeking a talented, student-centered, equity-minded individual to fill the position of Executive Assistant to the President. Mission College is located in the heart of Silicon Valley and is known for its cutting-edge equity work, collaborative culture, and innovative thinking. As both an HSI and AANAPISI, Mission College serves a diverse array of students, ensuring every student finds their mission. What makes Mission special is the people, and the caring campus culture that is cultivated to ensure that all stakeholders find joy and success at the institution. The President's Office is one of the most fast-paced and public facing offices on campus. From hosting events, to hiring and onboarding, and overseeing all campus operations; the office requires a creative and collaborative team member, focused on meeting student needs. Under direction of the President, the executive assistant will manage the day-to-day office operations collaboratively with team members, assuring that work is performed in a timely and accurate manner, and represent the office with the highest level of customer service to internal and external community members. Other duties include coordinating large-scale events, communicating with public officials, collaboratively managing the President's calendar, and supporting committee operations. Applicants who possess the knowledge, skills and life experiences to address the equity and educational needs of a culturally diverse student population are encouraged to apply.

Assignment:
100% of full time, 40 hours per week, 12 months per year, with an anticipated start date of June 2024. Schedule may change to include some evening or weekend hours, as needed. This position is a member of the Confidential Employee Unit.

Work Location: Mission College, Santa Clara, CA

Salary and Benefits:
Anticipated Hiring Range:

• $8,398.00-$9,173.67 monthly (Confidential Employee Salary Schedule, Range 49, Steps A-C).

Benefits include:

• Employer-contributed medical, dental and vision for employee, spouse and 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.
• 22 days vacation leave accrued annually (24 days after 7 years)
• 12 days sick leave accrued annually.
• Personal necessity leave and personal business leave.
• Educational growth incentive program from $45 to $225 monthly.
• $1000 longevity award annually after 10 years of service and $1,500 longevity award annually after 15 years of service.
• CalPERS retirement

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:

• Two years of responsible management level administrative support experience, preferably in an educational environment, or two years of experience similar to a Management Assistant with the West Valley-Mission Community College District.
• Equivalent to an Associates degree from an accredited college with major coursework in general education, business or a related field.

AND

Understanding of, and sensitivity to the diverse academic, socio-economic, ethnic, religious and cultural backgrounds, disability, and sexual orientation of community college students, faculty, and staff.

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 Associate Vice Chancellor or President; research and analyze routine administrative projects for the executive; 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; monitor and control expenditures.
• Research, compile, and analyze background data; perform routine and special administrative activities and projects; prepare draft reports and documentation; maintain records and files regarding administrative activities; prepare agendas for a variety of meetings and groups.
• Read, process, and coordinate confidential information related to the Districts employer-employee relations, collective bargaining negotiations, and/or employee grievances.
• 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, claims, legislation and other specialized documents.
• Provide follow up to assignments given to management and/or operations staff by an assigned Vice Chancellor or President; provide status reports to an assigned Associate Vice Chancellor or President; assist in coordinating, preparing, and producing staff reports.
• Order and purchase supplies for administrative operations; perform accounting functions related to ordering supplies, equipment, and services; make budget transfers as appropriate.
• May maintain time card and payroll records; maintain administrative files and records for personnel including employee evaluations and disciplinary actions.
• May provide technical and functional supervision of assigned clerical staff; plan, prioritize, assign and review the work of staff involved in providing administrative support.
• Respond to letters and general correspondence not requiring the attention of executive 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 campus policies, rules and regulations in response to inquiries; refer inquiries as appropriate; assist in developing policies and procedures in order to meet district 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; 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

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

Applicants who, due to a disability, require accommodations to complete the application, testing or interview process, please contact Human Resources at (408) 741-2174 to arrange for assistance.

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