Chabot College

Senior Administrative Assistant

Job:  #2CBU06

Salary:  $4,696.58/month

Closing Date:  03/20/20

Location: Hayward, CA

To apply, submit your application and required documents on-line via our applicant system at: https://clpccd.peopleadmin.com/postings/1835

Job Summary

The Chabot-Las Positas Community College District is seeking a Senior Administrative Assistant for Chabot College in Hayward, California.

Under direction, perform the full range of advanced level administrative, secretarial, and clerical duties of a complex nature in support of assigned program area in a large administrative, academic services, or student services department; provide support and assistance to assigned administrator, faculty, and staff; serve as a liaison between the department administrator and faculty, the general public, students, staff, and other campus and community officials; and plan, coordinate, and implement on-going operations and activities of the assigned office.

The Senior Administrative Assistant is the advanced journey-level classification in the administrative support/secretarial series. Incumbents are assigned to perform the full range of administrative support and complex secretarial and clerical duties independently for a large/complex administrative, academic services, or student services program area. Incumbents at this level typically receive instruction or assistance only as new or unusual situations arise, and must be fully aware of the operating procedures and policies of the work unit. The Senior Administrative Assistant classification typically reports to and is the primary position supporting an administrator at the level of Dean, Director, or higher or provides advanced journey-level secretarial support to executive, administrative, or management staff.

The Senior Administrative Assistant level is distinguished from the Administrative Assistant by its responsibility for providing support to senior management staff with responsibility for a large/complex administrative, academic services, or student services program area whereas the Administrative Assistant provides secretarial support to a program area including providing general administrative and secretarial support to professional or management staff.

Minimum Education and Experience

Any combination of the following would provide a typical way to obtain the required knowledge and abilities.

Education/Training:

Equivalent to the completion of the twelfth grade supplemented by two years of college level course work or specialized training in business, secretarial science, office automation, or a related field.

Experience:

Four years of increasingly responsible secretarial and administrative support experience involving a high level of public contact, use of computer and office applications, and providing administrative support to management staff, preferably in an administrative office in an educational environment.

Minimum Qualifications

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

1. Operational characteristics, services, and activities of the functions, programs, and operations of the assigned department and/or division.

2. Work organization and office management principles and practices.

3. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

4. Basic processes, procedures, and practices of budget preparation and administration.

5. Principles, practices, and procedures of business letter writing.

6. Principles and practices used to establish and maintain files and information retrieval systems.

7. Principles, practices, and procedures of complex fiscal, statistical, and administrative research and report preparation.

8. Mathematical concepts.

9. Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.

10. Interpersonal skills using tact, patience, and courtesy.

11. Principles and practices of providing training, lead direction, and guidance to lower-level office staff and student workers.

12. English usage, grammar, spelling, punctuation, and vocabulary.

13. Oral and written communication skills.

14. Pertinent federal, state, and local laws, codes, and regulations including applicable sections of the State Education Code and other legal requirements related to area of assignment.

Desirable Qualifications

1. Ability to work under extreme deadlines, constant interruptions, and with a diverse population.

2. Knowledge of State and Federal Funding.

3. Experience in Banner preferred.

4. Requires extensive knowledge of Excel and accounting procedures.

5. Experience in an educational setting.

Job Work Schedule

40 hours/week, Monday – Friday, 7:30 a.m. – 4:30 p.m., hours may vary depending on department needs, occasional evening and weekends required as needed, 12 months/year.

Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment:

Work is performed primarily in a standard office setting.

Physical:

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Posting Detail Information

Posting Number AS364P

Open Date 02/28/2020

Close Date 03/20/2020

Open Until Filled No

Special Instructions to Applicants

Notification to Applicants The Chabot-Las Positas Community College District reserves the right to close or not fill any advertised position

Instructions for Personal Qualifications Statement The purpose of the personal qualifications statement is for you to provide information on how your education and experience relate to the requirements and duties of the position. There is no form to complete. Applicants are requested to provide their personal qualifications statement by uploading a document, the same way as you do for your cover letter.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed To Apply

Required Documents

1.     Resume

2.     Cover Letter

3.     Personal Qualifications Statement

Optional Documents

1. Other Document