Executive Assistant to the President, West Valley College
West Valley-Mission Community College District
Closing Date: 8/16/2021
West Valley College is seeking a talented individual to fill the
position of Executive Assistant to the President.
Just minutes from the heart of the Silicon Valley, West Valley
College is in a beautiful park-like setting on 143 wooded acres.
Our staff and faculty are among the most qualified in the state and
our students appreciate the college for its friendly staff and
Under direction of the President, serve as executive assistant and
manage the office, assuring that work is performed in a timely and
accurate manner; represent the executive's office as
Applicants who possess the knowledge, skills, and life experiences
to address the cultural and educational needs of a culturally
diverse student population are encouraged to apply.
100% of full time, 40 hours per week, 12 months per year, with an
anticipated start date of September 27, 2021. Schedule may change
to include some evening or weekend hours, as needed. This position
is a member of the Confidential Employee Unit.
Work Location: President’s office, West Valley College, Saratoga,
Salary and Benefits:
Anticipated Hiring Range:
- $7,545-$8,242 monthly (Confidential Employee Salary Schedule,
Range 49, Steps A-C).
- Annual salary step increases to maximum of salary range, $9,965
(Confidential Employee Salary Schedule, Range 49, Step G)
- Employer-contributed medical, dental and vision for employee,
spouse and dependents.Employer-paid long term disability for
- Employer-provided life insurance.
- 13 paid holidays, plus 1 floating holiday annually; paid
non-workdays between Christmas and New Year.
- 22 days vacation leave accrued annually (24 days after 7
- 12 days sick leave accrued annually.
- Personal necessity leave and personal business leave.
- Educational growth incentive program from $45 to $225
- $500 longevity award annually after 10 years of service and
$1,000 longevity award annually after 15 years of service.
- CalPERS retirement.
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:
Examples of Duties and Responsibilities:
- Understanding of, and sensitivity to the diverse academic,
socio-economic, ethnic, religious and cultural backgrounds,
disability, and sexual orientation of community college students,
faculty and staff.
- Equivalent to an Associate’s degree from an accredited college
with major coursework in general education, business or a related
- Two years of responsible management level administrative
support experience, preferably in an educational environment, or
two years of experience similar to a Management Assistant with the
West Valley-Mission Community College District.
Duties may include, but are not limited to, the following:
For more information on this position and to apply, please visit
our website at the following link: wvm.peopleadmin.com
- Perform a wide variety of complex, responsible, and
confidential administrative and secretarial duties for the
President; research and analyze routine administrative projects for
the executive; prepare first draft reports on administrative
- 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.
- Evaluate operations and activities of assigned
responsibilities; recommend improvements and modifications; prepare
various reports on operations and activities.
- Participate and assist in the development and administration of
an assigned budget; prepare budget reports; compile annual budget
requests; monitor and control expenditures.
- Research, compile, and analyze background data; perform routine
and special administrative activities and projects; prepare draft
reports and documentation; maintain records and files regarding
administrative activities; prepare agendas for a variety of
meetings and groups.
- Read, process, and coordinate confidential information related
to the District’s employer-employee relations, collective
bargaining negotiations, and/or employee grievances.
- 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, claims,
legislation and other specialized documents.
- Provide follow up to assignments given to management and/or
operations staff by the President; provide status reports to the
President; assist in coordinating, preparing, and producing staff
- Order and purchase supplies for administrative operations;
perform accounting functions related to ordering supplies,
equipment, and services; make budget transfers as appropriate.
- May maintain time card and payroll records; maintain
administrative files and records for personnel including employee
evaluations and disciplinary actions.
- May provide technical and functional supervision of assigned
clerical staff; plan, prioritize, assign and review the work of
staff involved in providing administrative support.
- Respond to letters and general correspondence not requiring the
attention of executive staff.
- Receive and distribute incoming mail and email; review and
evaluate mail and email to identify those items requiring priority
attention; receive telephone calls including complaints, and
provide assistance to callers using judgment as to calls requiring
- Interpret and explain district and campus policies, rules and
regulations in response to inquiries; refer inquiries as
appropriate; assist in developing policies and procedures in order
to meet district objectives.
- Coordinate and make travel arrangements; maintain appointment
schedules and calendars; arrange meetings and conferences.
- Provide administrative support for assigned task forces,
committees, commissions and boards; review and summarize
miscellaneous reports and documents; prepare background documents
- Build and maintain positive working relationships with
co-workers, other district employees, and the public using
principles of good customer service.
- Foster an environment that embraces diversity, integrity, trust
- Be an integral team player, which involves flexibility,
cooperation and communication.
- Perform related duties as assigned.
Applicants who, due to a disability, require accommodations to
complete the application, testing or interview process, please
contact Human Resources at (408) 741-2174 to arrange for
West Valley-Mission Community College District is an Equal