Administrative Assistant II (VP of Equity & Instruction)
Job Description
Position Title
Administrative Assistant II (VP of Equity & Instruction)Special Instructions to Applicants
The successful applicant will work closely with the Academic Senate and the office of the Vice President of Equity and Instruction and will support academic and college committees by developing agendas, producing meeting minutes and keeping websites updated with pertinent information. Additionally, they will help organize events and assist in other duties for the Academic Senate and Vice President. The successful applicant needs to be detail-orientated with good time management, record keeping and organizational skills.
Please address all listed desirable qualifications in your CV/resume and cover letter. Applicants must upload a CV/resume and cover letter in the attachment section of the online application.
Note: New employees will be placed at the first step which is $56,424 per year, second step $59,268 per year or third step at $62,268 per year (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $68,724 per year is reached on the salary schedule.
Please address all listed desirable qualifications in your CV/resume and cover letter. Applicants must upload a CV/resume and cover letter in the attachment section of the online application.
Note: New employees will be placed at the first step which is $56,424 per year, second step $59,268 per year or third step at $62,268 per year (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $68,724 per year is reached on the salary schedule.
Our Vision for Social Justice
We are seeking people who recognize the critical role community colleges play in social justice, who have ability in this space, enthusiasm for this work, ideas and vision to improve our approaches, and a commitment to achieving equitable academic success for the 50,000+ students attending our five beautiful colleges and centers. Our social justice work calls for employees who have a sense of social responsibility, interest in our community and world in which we live.
The intention of social justice work is to strengthen humanity by understanding that every person deserves the benefits of fully participating in our society and institutions.
Academic researchers have illustrated that crucial social justice principles are a compilation of equality, equity, diversity, inclusion, engagement, environmental sustainability and human rights. These complex principles are challenging to operationalize in higher education; yet, we are steadfast in our diligence to forge ahead to advance this vital mission.
Community colleges are uniquely positioned to lead higher education in the work of social justice. Many of our students come from historically underserved and underrepresented backgrounds; students of color, students with recent immigrant histories, students from cycles of low income if not poverty, students from indigenous communities, and students from first-generation families.
The idea of promoting social mobility through education is unconditionally and uncompromisingly embraced by community colleges. This is an exciting role, and it comes with a heavy responsibility. Simply put, we need to create environments where our students achieve greater academic success, so much so that we close our persistent equity/opportunity gaps.
If you are committed to social and racial justice and if you are interested in joining a community dedicated to solving these inequities through education, please apply.
The intention of social justice work is to strengthen humanity by understanding that every person deserves the benefits of fully participating in our society and institutions.
Academic researchers have illustrated that crucial social justice principles are a compilation of equality, equity, diversity, inclusion, engagement, environmental sustainability and human rights. These complex principles are challenging to operationalize in higher education; yet, we are steadfast in our diligence to forge ahead to advance this vital mission.
Community colleges are uniquely positioned to lead higher education in the work of social justice. Many of our students come from historically underserved and underrepresented backgrounds; students of color, students with recent immigrant histories, students from cycles of low income if not poverty, students from indigenous communities, and students from first-generation families.
The idea of promoting social mobility through education is unconditionally and uncompromisingly embraced by community colleges. This is an exciting role, and it comes with a heavy responsibility. Simply put, we need to create environments where our students achieve greater academic success, so much so that we close our persistent equity/opportunity gaps.
If you are committed to social and racial justice and if you are interested in joining a community dedicated to solving these inequities through education, please apply.
Recruitment Type:
Open (Internal and External applicants)Location
Diablo Valley CollegePosting Number
0002087# of Openings
1Range
52Salary
$56,424-$68,724 per yearPosition Status
PermanentOvertime Status
Non-Exempt (eligible)Position
Full-TimeIf temporary, employment duration:
N/A# of Hours Scheduled Per Week
40Work Schedule By Day and Work Hours
Monday to Friday
8am-5pm
8am-5pm
Shift Differential %
N/A# of Months
12Non-work Periods:
N/AEEO Job Category
Clerical/SecretarialEmployee Group
ClassifiedDepartment
D1042-Faculty Senate OfficePosition Definition
To perform a variety of responsible clerical duties for assigned office or department; may be responsible for more complex customer service, data entry and correspondence, compiling and preparing reports and research, indexing records, and performing general accounting functions.
Distinguishing Characteristics
Administrative Assistant I – This classification performs less complex clerical, program, or instructional support assignments while learning District policies and procedures.
Administrative Assistant II – This classification is distinguished from the Administrative Assistant I by the performance of a variety of activities involved in the preparation of reports, scheduling and a broad range of complex administrative tasks.
Administrative Assistant III – This classification performs more complex administrative tasks and interpretation of policies and procedures with minimal supervision. Typically reports to a College Dean or other high-level manager.
Administrative Assistant, Senior – This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.
Administrative Assistant II – This classification is distinguished from the Administrative Assistant I by the performance of a variety of activities involved in the preparation of reports, scheduling and a broad range of complex administrative tasks.
Administrative Assistant III – This classification performs more complex administrative tasks and interpretation of policies and procedures with minimal supervision. Typically reports to a College Dean or other high-level manager.
Administrative Assistant, Senior – This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.
Examples of Duties/Essential Functions
Duties may include, but are not limited to, the following:
- Acts as a liaison between campus employees and the public to coordinate activities; answers phones and screens calls; schedules appointments; provides general departmental information, documents, and forms.
- Assists in departmental orientation and training of new classified staff, hourly and student employees.
- Assists or gives guidance and general information to staff, students and the public in navigating departmental processes.
- Communicates effectively and professionally with the general public, vendors, employees and students.
- Compiles reports and related analyses following established formats and procedures, collecting information from a variety of databases.
- Inputs and retrieves data and information from relevant computer applications and programs; prepares routine statistical reports.
- Maintains and orders office inventory supplies and equipment; maintains storeroom.
- Maintains department/office records such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports.
- Operates a variety of office equipment, including photocopier, calculator, and computer.
- Prepares and files departmental forms and documents, such as memoranda, exams, class outlines, reports, schedules, and letters; uses established filing systems.
- Processes invoices and maintains running balance of monies.
- Receives, classifies, reconciles, interprets, consolidates, and/or summarizes documents and information.
- Develops schedules related to division/department activities and services; maintains calendars and coordinates committee and other meetings; reviews, updates and informs the administrator and others of essential timelines.
Minimum Qualification-Education/Experience
EXPERIENCE AND TRAINING
Two (2) years of experience performing clerical and administrative duties.
EDUCATION/LICENSE OR CERTIFICATE
Possession of a high school diploma / GED or the equivalent.
Two (2) years of experience performing clerical and administrative duties.
EDUCATION/LICENSE OR CERTIFICATE
Possession of a high school diploma / GED or the equivalent.
Minimum Qualification-Knowledge Of
Modern office procedures, practices and technology/equipment.
English usage, grammar, spelling, punctuation and vocabulary.
Modern software applications (Microsoft Office Suite, etc.).
English usage, grammar, spelling, punctuation and vocabulary.
Modern software applications (Microsoft Office Suite, etc.).
Minimum Qualification-Skill To
Keyboard with accuracy.
Perform routine clerical work.
Meet multiple established timelines and deadlines without immediate supervision.
Make mathematical calculations quickly and accurately.
Learn and operate office machines and computer programs, applying established methods, rules and policies.
Communicate effectively, both orally and in writing.
Serve students, staff and colleagues in a helpful, empathetic, professional manner.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Apply general rules, policies and procedures of the department/office to which assigned.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.
Perform routine clerical work.
Meet multiple established timelines and deadlines without immediate supervision.
Make mathematical calculations quickly and accurately.
Learn and operate office machines and computer programs, applying established methods, rules and policies.
Communicate effectively, both orally and in writing.
Serve students, staff and colleagues in a helpful, empathetic, professional manner.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Apply general rules, policies and procedures of the department/office to which assigned.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.
Minimum Qualification-Ability To
N/A
Desirable Qualifications
- Experience with taking and editing meeting minutes.
- Ability to work with and keep track of budgets
- Experience with event planning
- Ability to meet deadline goals and excellent time management skills
- Experience maintaining websites
- Awareness of Community College Shared Governance Structure
- Excellent written and verbal communication skills
- Experience with Microsoft Office Suite, including Excel, Outlook and Word
Job Open Date:
10/21/2024Job Close Date:
11/13/2024Open Until Filled
NoForeign Degree and Credit Statement:
In accordance with the Human Resources Procedure 3050.05, all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services (NACES) agency www.naces.org prior to the implementation of the equivalency process. You must upload your evaluation with your application when you apply for this position to be considered. We cannot accept foreign degree evaluations after the closing date. The candidate bears all responsibility and costs associated with obtaining the evaluation.
Employee Benefits:
Insurance: The District offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents. Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.
Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.
Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.
Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).
Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.
Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union. If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $2.50. (All confidential, supervisory and management positions are exempt from union membership)
For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:
Classified Employees Local 1 Contract (Article 20-Benefits):
https://www.4cd.edu/hr/localonecontract/2019-2022%20Local%201%20Contract.pdf
Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):
https://www.4cd.edu/gb/policies-procedures/manuals/MSC_08.pdf
Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.
Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.
Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).
Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.
Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union. If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $2.50. (All confidential, supervisory and management positions are exempt from union membership)
For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:
Classified Employees Local 1 Contract (Article 20-Benefits):
https://www.4cd.edu/hr/localonecontract/2019-2022%20Local%201%20Contract.pdf
Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):
https://www.4cd.edu/gb/policies-procedures/manuals/MSC_08.pdf
POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)
All job offers of employment are conditional upon the applicant’s satisfactory results of the Post Offer Pre-Placement Evaluation Program. This involves a physical strength test to demonstrate a minimum level of strength to perform the essential duties of the job. There is no charge for this service. Please do not make an appointment for testing until you have received notification from the Human Resources Department after a job offer is extended. The positions we currently evaluate are: Building Maintenance Worker, Custodian I and II, Lead Custodian, Cook, Food Services Assistant, Food Services Supervisor, Food Services Supply Clerk, Food Services Coordinator, Grounds Worker/ Gardener I and II, Senior/ Lead Grounds Worker/Gardener, Lead Maintenance Mechanic, Senior Equipment Maintenance Worker. If you are not hired in a listed classification, you may disregard this notification.
ADA Accommodations:
In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to slever@4cd.edu. For administrative purposes, requests must be made at the time of application.
Quicklink
https://www.4cdcareers.net/postings/10843Diversity Statement
It is the District’s policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.
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