Administrative Assistant (SHORT-TERM, TEMPORARY)

Administrative Assistant (SHORT-TERM, TEMPORARY)Position Title - Administrative Assistant (SHORT-TERM, TEMPORARY)Campus - WVMCCD District (All Campuses)Position Summary InformationDefinition - SHORT-TERM,TEMPORARYSTAFFPOOLApplications for Short-Term, Temporary Staff pools are continually accepted (unless otherwise specified) by the District and will be added to the application pool for review by hiring authorities on an as-needed basis. Should you be invited for an interview, you will be contacted by a District representative.POSITIONDEFINITIONTo perform responsible and confidential administrative and secretarial duties for a Director or Dean; to represent the assigned Director or Dean's office with district staff and the public; and to provide administrative and technical support to assigned projects and programs.Assignment - This is a temporary, hourly position, with possible assignments located at eitherWVMCCDcampus:Mission College, Santa Clara, CAWest Valley College, Saratoga, CAGenerally, most assignments are Monday-Friday, 8:30am-5:00pm. Hours may vary depending on departmental needs.Salary and Benefits - $38.05 (hourly)Due to the temporary nature of this position, benefits are not included.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 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;ANDEquivalent to the completion of the twelfth grade, supplemented with college level courses in business or accounting.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.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.Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.Perform related duties as assigned.Application Information - APPLICATIONINFORMATION:Interested applicants must submit online all materials requested, including: A completed onlineWest Valley-Mission Community College District application; andResumeAll sections of the online application, including Education and Work History, must be completed thoroughly.Supervisor(s) name(s) and telephone numbers must be included in the application.Incomplete applications will not be considered.DoNOTsend unrequested materials. Unrequested materials will be removed from your application and will not be used for consideration of employment.The employment application and supporting documents represent you; it is to your advantage to fill out the application form carefully and completely.For reasonable accommodations and assistance, contact:Office of Human Resources, Attn: Recruitment14000 Fruitvale Ave, Saratoga, CA 95070Phone: View phone number on click.appcast.io Fax: (408) 867-9059Email: View email address on click.appcast.io Process - SELECTIONPROCESSINFORMATION:Applications will be screened by appropriate department representatives on an as-needed basis. Qualified applicants who best meet the needs of the division will be contacted for an interview.Travel expenses to attend the interview are the responsibility of the candidate.Applications will remain in our online system for 1 year. Each year, part-time pools will be refreshed and applicants will be notified of the opportunity to re-submit application.Application materials become the property of the District and will not be returned or duplicated.The District reserves the right to contact former, current, the most recent employers, and others to investigate past employment records of applicants.Offers of employment are contingent upon the successful clearance from a criminal background check, freedom from tuberculosis, and proof of identity and eligibility to work in the United States prior to the first day of work.EEOSTATEMENT:West Valley-Mission Community College District is an Equal Opportunity Employer that seeks to employ a diverse workforce who will contribute to an inclusive and welcoming educational and employment environment. The District is committed to nondiscrimination on the basis of ethnic group identification, race, color, national origin, religion, age, sex, physical disability, mental disability, genetic information, ancestry, gender identity, gender expression, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, military or veteran status, and medical condition consistent with applicable federal and state laws.