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Office Coordinator, Health Services

Closing Date:

Definition:

Assignment:

Salary and Benefits:

• $6,697.42-$7,295.17 monthly (WVMCEA Salary Schedule, Range 59, Steps A-C).

• 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.
• $1000 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:

Examples of Duties and Responsibilities:

• Perform a wide variety of responsible administrative and secretarial duties for an assigned program director; research and compile routine administrative projects.
• Establish and coordinate office activities and schedules; establish methods for office and front counter operations; implement office policies and procedures; develop and recommend office procedures and systems; ensure smooth office operations; may function as office manager.
• Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various status 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; identify and resolve budget discrepancies.
• Research and compile background data; perform routine and special administrative activities and projects; prepare independent draft 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, statistical 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; review and verify compliance with district and/or program regulations.
• May provide follow up to assignments given to staff by an assigned program director; provide status reports to an assigned program director; assist in coordinating and producing reports.
• May 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 serve as initial point of contact and source of information for students, program participants, outside vendors and organizations, and/or members of the public.
• May provide technical and functional oversight of assigned clerical staff; plan, prioritize, assign and review the work of staff involved in providing clerical support.
• May hire, orient, train, schedule, and assign and direct the work of hourly employees.
• Respond to letters and general correspondence not requiring the attention of supervisory staff.
• Receive and distribute incoming mail and email; review and evaluate mail and email to identify those items requiring priority attention; receive telephone calls and provide assistance to callers using judgment as to calls requiring escalation.
• Interpret and explain district and program policies, rules and regulations in response to inquiries; refer inquiries as appropriate; assist in developing office policies and procedures in order to meet program and organizational objectives.
• Coordinate and make travel and meeting arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.
• May assist with and participate in program outreach and marketing functions, including designing and producing marketing materials or attending outreach events and presentations.
• Provide administrative support for assigned task forces, committees, commissions and boards; review and summarize miscellaneous reports and documents; prepare background documents as necessary.
• Monitor and maintain office supplies and equipment including printers, copiers, and computers; contact vendors and/or district facilities staff for repairs as needed; assure maintenance of common spaces for appearance and functionality.
• 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.