Job Details

Glendale Community College
  • Position Number: 1692077
  • Location: Glendale, CA
  • Position Type: Administrative Vice Presidents

Administrative Assistant IV (confidential)


Salary

$5,347.00 - $5,898.00 Monthly

Location
Glendale, CA

Job Type
Confidential

Department
Human Resources

Job Number
00577

Description
DEFINITION

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 Human Resources.

    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.
    Monday-Friday: 8:00am-4:30pm.

    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
    Salary

    Starting salary is from $5,347.00 to $5,898.00 monthly depending upon education and experience, per the Management and Confidential 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
  • Transcripts showing required coursework must be submitted. Unofficial transcripts will be accepted only during the application process. Official transcripts are required upon offer of employment. 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.

    Please note: All required documentation must be attached to the online application by the applicant by the closing date.

    Additional documents not requested in the announcement, will not be reviewed. Those applicants deemed best qualified will be invited to the college for an interview.

    This position is open until filled. Applications with incomplete information (i.e. statements such as - see resume) or missing documents will not be considered. If you have additional questions please call 818-240-1000 ext. 5921.

    Selection Process
    All completed applications and application materials will be screened to ensure that the minimum requirements stated in the job announcement are met. Incomplete applications will not be considered. Only candidates who are selected for an interview will be notified.

    This position is offered contingent upon funding. The district reserves the right to extend, withdraw, and/or reopen this position at any time.

    About the College
    Glendale Community College (GCC) is nestled in the foothills of the San Rafael Mountains, centrally located at the intersection of three major freeways, just ten miles from downtown Los Angeles. Glendale is affectionately known as Jewel City, one of the fastest growing communities in the Southern California region. A vibrant hub of economic activity and cultural diversity; it is an exciting place to work and live!

    GCC is recognized throughout the state as a model of shared governance and collegiality. Known for excellence and rigor, we have one of the highest transfer rates to the UC system and other California four-year colleges. Additionally, the college offers a broad range of vocational programs and takes pride in providing outstanding student services and curriculum to help prepare students for success in the 21st Century.

    GCC is committed to maintaining an environment which provides opportunities to individuals with a wide variety of talents, experiences, perspectives, and backgrounds. We believe in the importance of diversity amongst our faculty, staff, and student population to better serve the college and surrounding communities.

    Equal Employment Opportunity
    Glendale Community College District provides all applicants for district employment with equal employment opportunities and provides present employees with training, compensation, promotion, and all other attributes of employment without regard to a person's race, religious creed, color, age, sex, national origin, veterans' status, ancestry, marital status, sexual orientation, medical condition, gender identity or disability.

    Accommodations
    Applicants who require a reasonable accommodation for the application, testing or interviewing processes should contact the Human Resources Department at the time of application submission.

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

    BOARD OF TRUSTEES
    Dr. Vahe Peroomian, Mr. Anthony P. Tartaglia, Ms. Yvette Vartanian Davis, Dr. Armine G. Hacopian, and Ms. Ann H. Ransford

    CALIFORNIA COMMUNITY COLLEGES: THE WAY CALIFORNIA WORKS


    To apply, visit: https://www.governmentjobs.com/careers/gccedu/jobs/2615798/administrative-assistant-iv-confidential?pagetype=jobOpportunitiesJobs





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