Starting Salary: $7,749.36 (per month) plus benefits; Salary Grade: C5-13

The Foothill-De Anza Community College District is currently accepting applications for the classified position above.

Foothill – De Anza Community College District Mission Statement:

JOB SUMMARY

DEFINITION 

1. Provides executive administrative support to assigned Vice Chancellor or Vice President by coordinating multiple calendars, scheduling meetings, making travel arrangements, and handling sensitive and confidential information; and acts as a liaison between the Vice Chancellor or Vice President with other faculty, staff, students, or the public, coordinating resolutions to issues, problems, and complaints as appropriate. 
2. Plans, designs, organizes, and oversees complex projects and programs; assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems. 
3. Access, analyze, process, summarize, and contribute to confidential information relating to employer-employee relations, including information relating to grievances directed to assigned Vice Chancellor. 
4. Oversees workflow by continuously monitoring and evaluating the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors work load, administrative and support systems, and internal reporting relationships; identifies opportunities for improvement and reviews with management; directs the implementation of improvements. 
5. Coordinates department budget tracking and reconciliation processes; gathers and analyzes data related to revenues, expenditures, and projections; researches and works with management to resolve budget questions and reconcile inconsistencies; monitors and tracks expenditures and revenues; creates and processes contracts, agreements, invoices, and requisitions; verifies budget and account codes; develops budget reports as needed. 
6. Conducts studies and research projects by selecting, adapting, and applying appropriate analytical, research, and statistical techniques; evaluating alternatives, making preliminary and final recommendations, and assisting with the implementation of procedural, policy, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports. 
7. Serves as point of contact for staff, faculty, administrators, intergovernmental and regulatory agencies, various public and private groups, and the general public for assigned the Vice Chancellor’s or Vice President’s Office, by answering a variety of questions, processing confidential communications, and responding to complaints in a timely manner; providing information and explaining program requirements, policies, procedures, and eligibility questions according to established guidelines or by referring the customer to the appropriate source; and referring visitors/callers to other programs, departments, off-campus services, agencies, and community groups, as appropriate. 
8. Serves as staff support to College/District committees, including preparing and distributing agendas and supporting documentation, communicating directly with  committee members, coordinating meeting logistics, and maintaining detailed tracking of governance processes and actions. 
9. Serves as staff support to assigned Vice Chancellor, including preparing and distributing preliminary bargaining positions and supporting documentation, communicating directly with District bargaining representatives, coordinating negotiation logistics, and maintaining detailed tracking of bargaining topics and strategies. 
10. Plans, schedules, and organizes department, College, and/or District-wide events, workshops, informational seminars, presentations, and related activities including developing and monitoring budgets; processing independent contractor agreements and purchase requisitions; and ensuring compliance with established timeline and budget. 
11. Processes and responds to requests for information including public records requests and subpoenas. 
12. Coordinates the organization and management of accurate and detailed databases, files, and records, verifies accuracy of information, researches discrepancies, and records information. 
13. Coordinates the organization and management of resources, information, internal communications, and internal collective negotiation strategies and positions in support of assigned Vice Chancellor.  
14. Verifies and reviews forms and reports for completeness and conformance with established policies and procedures; applies policies and procedures in determining completeness of applications, records, and files. 
15. Serves as system administrator for assigned databases and information systems in support of assigned department or division; provides training, technical assistance, and support to staff, faculty, and students. 
16. Performs a variety of administrative office support functions such as designing, creating, and editing a variety of documents; collecting data from various sources for reporting to local, state, and federal agencies; collecting data from various sources to assist in presenting management positions in collective bargaining; reviewing a wide variety of student, faculty, staff, administrator, and program data, records, and information to ensure compliance with policies, procedures, and state and federal regulations; maintaining websites; scheduling meetings with other staff; processing and maintaining confidential personnel documents, including disciplinary records, grievance records, and internal records relating to collective bargaining; processing reimbursements; attending meetings and taking minutes; and ordering and maintaining office and other related supplies. 
17. Learns and applies emerging technologies related to the areas of assignment. 
18. Performs related duties as assigned. 

1. Organization and function of educational institutions, including the role of Board of Trustees and appointed boards and commissions. 
2. Organizational practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures within assigned areas of responsibility. 
3. Principles and techniques of conducting analytical studies, evaluating alternatives, making sound recommendations, and preparing and presenting effective and technical reports. 
4. Sources of information related to a broad range of educational and administrative programs, services, and administration. 
5. Modern  office  management  practices,  procedures,  technology,  and  computer  equipment  and applications, including word processing, database, and spreadsheet applications. 
6. Applicable federal, state, and local laws, rules, regulations, ordinances, and District policies and procedures relevant to assigned area of responsibility. 
7. Record keeping and filing systems and methods. 
8. Basic statistics, business arithmetic, and bookkeeping. 
9. Business letter writing and the standard format for reports and correspondence. 
10. English usage, grammar, spelling, vocabulary, and punctuation. 
11. Techniques for providing a high level of customer service by effectively dealing with the public, students, and District staff, including individuals of diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation. 

1. Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff. 
2. Perform advanced and complex executive administrative support work accurately, within established deadlines, and with use of independent judgment. 
3. Assist in developing and implementing goals, objectives, policies, procedures, work standards, and internal controls for assigned functional areas. 
4. Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities. 
5. Coordinate and oversee assigned administrative, budgeting, fiscal reporting, programmatic, and project management activities. 
6. Plan, organize, and carry out assignments from management staff with minimal direction. 
7. Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner. 
8. Evaluate and develop improvements in operations, procedures, policies, or methods. 
9. Research, analyze, and evaluate new service delivery methods, procedures, and techniques. 
10. Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, ordinances, and District policies and procedures relevant to assigned area of responsibility. 
11. Prepare, review, and present reports and other correspondence and communications in a clear and concise manner. 
12. Maintain accurate databases, records, and files. 
13. Maintain confidentiality and be discreet in handling and processing confidential information and data. 
14. Perform arithmetic, financial, and statistical computations accurately. 
15. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. 
16. Effectively use and keep current with computer systems, software, and modern business equipment to perform a variety of work tasks. 
17. Use English effectively to communicate in person, over the telephone, and in writing. 
18. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. 
19. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 

1. Understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
2. Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be equivalent  to  an  Associate’s  degree  from  an  accredited  college  AND  five  (5)  years  of  increasingly responsible and varied administrative support experience. 

APPLICATION PACKET:

1. A District on-line application to be completed at http://hr.fhda.edu/careers/ *In the application, you will provide information, which demonstrates your understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff. Additionally, you will be asked to explain how your life experiences, studies or work have influenced your commitment to diversity, equity and inclusion.  
2. A cover letter addressing your qualifications for this position. 
3. A current resume of all work experience, formal education and training.

If any required application materials are omitted, the committee will not review your application packet. Items not required (including reference letters) will not be accepted.  For full-consideration, all application packets must be received by 11:59 pm on the closing date.

CONDITIONS OF EMPLOYMENT:

Excellent benefits package which includes medical coverage for employee and eligible dependents, dental, vision care, employee assistance program, long term disability, retirement benefits and basic life insurance.  For information on our benefits package that includes medical for employees and dependents, visit our web site: http://hr.fhda.edu/benefits/index.html

For more information about our application process contact: