Administrative Assistant IV (confidential) Job Vacancy in Glendale Community College Glendale, CA 91208 – Latest Jobs in Glendale, CA 91208 – updated today

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Company Name : Glendale Community College
Location : Glendale, CA 91208
Position : Administrative Assistant IV (confidential)

Job Description : Description

Under direction, performs a wide variety of complex administrative support duties for multiple major programs for a Vice President’s and/or Cabinet Level Administrator’s office; performs office manager duties by relieving supervisor(s) of routine administrative details; performs related duties as required.

SUPERVISION EXERCISED AND RECEIVED

General supervision is provided by a Vice President and/or Cabinet Level Administrator.

Assignment may require the direct or indirect supervision of general clerical positions.

THE ASSIGNMENT
This is a permanent, Confidential (unrepresented) position assigned to the Office of Executive Vice President.

Per Government Code 3562 (d) and Educational Employment Relations Act (EERA) 3540.1(c), “Confidential employee means an employee who is required to develop or present management positions with respect to employer-employee relations or whose duties normally require access to confidential information that is used to contribute significantly to the development of management positions.”

WORK SCHEDULE
This is a full-time, 40 hours per week, 12 months per year position
(evenings and weekends may be required)

Examples of Duties

Performs complex administrative support duties for multiple major programs assigned to the reporting department, which may include the office of a Vice President, Cabinet Level Administrator and/or governing board, which has jurisdiction over college policies, rules and regulations.

Prepares, types, edits and proofreads a variety of materials and reports in relation to programs supported utilizing a various computer software programs.

Greets and screens telephone calls, students, faculty, staff and the public and responds to questions, requests, and complaints in a sensitive and cooperative manner; maintains harmonious operating conditions in a service-oriented environment serving a multicultural and multiethnic population.

Resolves everyday work problems involving administration, staff, or students by exercising independent judgment in the application of established procedures and routines; refers difficult policy questions to the appropriate office.

Assists in the coordination of meetings and events by arranging for facilities, food services, parking, mailing notifications, telephone communications, contacting and arranging for speakers.

Works closely with variety of departments and personnel in performing the duties of the office assigned.

Handles daily office situations such as establishing priorities to meet deadlines, preparing Board Action Slips, assignment sheets for classified and timesheets for faculty, classified and students assigned to the reporting department.

Submits conference attendance requests, and expense/travel reimbursement claims for payment; requisitions supplies, printing, and advertising; submits work orders and key requests.

May access the District financial computer system, prepare data for budget requests, transfer funds to accounts as needed and research budget items.

Competently operates a variety of computer programs, including but not limited to word processing, spreadsheets, database, and presentation software.

Compiles, calculates and analyzes data from a variety of sources related to program area; maintains confidential and complex interrelated files and records.

Monitors and controls statistical data having major financial impact or accountability for faculty, students and the District. This may include evaluating student’s academic history through transcripts and computer information.

Handles faculty evaluations in a confidential manner.

Interprets policies and procedures to faculty, students and staff.

Receives, reviews, and routes mail and information using discretion in the handling of confidential and sensitive material.

Acts as office manager and relieves the Administrator of routine administrative details, which may include the selection, training, time keeping and evaluation of subordinate staff.

Schedules appointments, travel arrangements and meetings; sets up calendars.

May record minutes for various departmental meetings.

Gathers information to complete surveys, directories, organizational charts and questionnaires requested by external agencies.

May perform the duties of an Administrative Assistant III (Confidential) or lower level clerical duties.

Depending on area of assignment may prepare faculty handbook; Bargaining Unit Contracts or amended contracts both for academic and classified.

Performs related duties as required.

Minimum Qualifications

Knowledge of
:

Public relations, principles and techniques.

Office practices and procedures used in performing complex secretarial tasks with speed and accuracy.

Proper English usage including grammar, vocabulary, spelling and punctuation.

Word processing, spreadsheet, database and presentation computer software. Assigned program area may require knowledge of additional software applications.

Effective oral and written communication.

Basic principles of training and supervision.

Ability to
:

Perform complex and difficult secretarial duties; be highly organized and able to anticipate the need for information in order to respond to requests, conduct meetings and complete correspondence.

Learn District policies, procedures, regulations, and special programs to apply them with good judgment.

Use tact and discretion in a diverse multicultural and multiethnic public service environment.

Analyze situations accurately and use judgment when referring problems.

Compose effective correspondence independently.

Review, edit and proofread written documents for grammar, completeness and accuracy.

Compile and maintain accurate records and write clear, concise reports.

Establish and maintain a variety of confidential and complex interrelated files and records.

Works independently; understands and carries out oral and written directions.

Type at a corrected speed of 50 wpm; Take dictation at a speed of 80 wpm with translation.

Make mathematical calculations with speed and accuracy.

Effectively use a variety of computer software applications. Operate a variety of standard office equipment.

EMPLOYMENT STANDARDS

Minimum Qualifications
:

Six years administrative assistant experience, which includes four years in a senior secretary/clerical position in a high volume, high traffic office, plus the equivalent of two years of course work in business or a related field from an accredited college or university.

Desired Qualifications:

Graduation from a two-year or four-year college from an accredited college or university may be substituted for the administrative assistant experience on a year-for-year basis.

Additional Information

Starting salary is from $5,755.00 to $6,347.00 per month depending upon education and experience, per the Classified Confidential Classifications and Salary Schedule. Fringe benefits, which are subject to change pursuant to negotiations under Section 3500 of the California Government Code, are presently provided and include family and domestic partner medical and dental, two-party vision plan, and employee life insurance.
Application Process This position requires the following documents to be attached to your online application in order to be considered:

Current resume
Scanned copy of official transcripts with required course work/degree(s) must be submitted. Foreign transcripts and degrees require official certification of equivalency to U.S. transcripts and degrees by a certified U.S. review service at the time of application and must identify graduate level coursework.
As a condition of employment, you must comply with
GCCD Board Policy 3507 COVID-19 Vaccination Requirements by the first date of employment.

Please note: All required documentation must be attached to the online application by the applicant.
Your application and any required attachments must be submitted by Friday, April 1, 2022. Applications with incomplete information (i.e. statements such as “see resume”) or missing documents will not be considered. Additional documents not requested in the announcement will not be reviewed.
Position Funding This position is offered contingent upon funding. GCCD reserves the right to extend, withdraw, and/or reopen this position at any time. Additional openings, for the same position, which become available prior to the end of the hiring process may be filled by qualified applicants that applied to this job announcement.
Visas
The District does not sponsor Visas.

Commitment to Diversity and Equal Employment Opportunity Employer
GCCD is committed to employing administrators, faculty, and staff members who are dedicated to student success. GCCD recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for all students.

GCCD is committed to hiring processes that support equal opportunity, diversity, and provide equitable consideration for all candidates as required in federal and state law. To find out more about GCCD, please visit our website at glendale.edu.

Accommodations
If accommodations are needed for the application process in compliance with the Americans with Disabilities Act, please inform Human Resources.

Thank you for your interest in employment opportunities with Glendale Community College.

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