SENIOR DIVISION ADMINISTRATIVE ASSISTANT (Humanities and Social
San Jose/Evergreen Community College District
Close/First Review Date:
San Jose City College
The Senior Division Administrative Assistant reports to the
Division Dean of Humanities and Social Sciences at San Jose City
College. The work schedule is 12 months per year; Monday - Friday;
8:00 a.m. to 5:00 p.m.
This position is represented by the California School Employees
Association (CSEA), Chapter 363.
Under the direction of assigned administrator, the Senior Division
Administrative Assistant will be the primary individual providing a
full range of administrative support to the administrator who has
responsibility for a division, multiple disciplines or broad
programs and functions. Incumbents in this position performs
complex clerical, standard and advanced office operational tasks;
ensures smooth running of the office, works independently, and
coordinates various communications and activities among the
administrator, faculty, staff, students and the public.
Responsibilities may include providing technical or functional
direction to hourly or student assistants.
DUTIES AND RESPONSIBILITIES
1. Exercise independent judgment in relieving administrator of
actions not requiring his/her immediate attention.
2. Screen telephone calls, incoming mail, publications, and other
3. Respond to routine and non-routine inquiries using standardized
formats, and using judgment to refer unusual or complex inquiries
4. Receive visitors and callers, providing information as requested
and resolving conflicts, and referring callers to proper
administrator or department as appropriate.
5. Maintain calendar and appointments of supervisor, including
lodging and travel arrangements.
6. Serve as secretary to committees, prepare agendas, take and
transcribe minutes, collect and distribute materials and
7. Maintain accurate and detailed calendar of events, due dates,
and schedules as they relate to assigned areas and services to
ensure proper tasks and activities occur as scheduled.
8. Assist in the preparation of departmental reports by gathering,
organizing, and summarizing information from a variety of
9. Assist in locating qualified and available instructional staff
to teach in a variety of diverse disciplines.
10. Participate in management activities and committee work in
place of supervisor, as assigned.
11. Coordinate and monitor budget for multi-disciplined budget
accounts, compile and prepare information for budget
12. Generate, receive and maintain confidential and sensitive
files, information and reports and ensure security of files.
13. Implement District policies and procedures relating to the
assigned area, researching difficult questions pertaining to
policies and procedures as needed.
14. Plan, assign and participate in the work of the office
including training and directing the work of hourly employees or
15. Relieve supervisor of routine personnel, budget and payroll
16. Produce brochures, flyers, newsletters, and programs related to
programs, classes and productions.
17. Perform other duties reasonably related to the job
Knowledge, Skills and Abilities:
1. Organization, time management and standard office
2. The use of the English language for editing and composing
written communications, spelling, grammar and punctuation.
3. Modern office methods and equipment including computer terminal
and micro-computer usage and word processing applications.
4. Record keeping principles and procedures.
5. Business accounting and mathematics.
6. Acceptable business and office etiquette.
7. Training, planning and directing work of other employees.
1. Explain policies, rules and regulations.
2. Work independently in the absence of supervision.
3. Determine work priorities, work independently and follow through
4. Communicate clearly both orally and in writing.
5. Analyze situations carefully and adopt effective course of
6. Effectively communicate and interact with persons of diverse
backgrounds and abilities.
7. Establish and maintain cooperative working relationships with
EDUCATION AND EXPERIENCE
1. Education equivalent to a high school diploma or GED, including
or supplemented by specialized administrative training.
2. At least three years of administrative (clerical) experience
involving heavy public contact and primary support to an individual
1. Bilingual abilities, desirable.
District’s Diversity Requirements
- Demonstrated sensitivity, knowledge and understanding of the
diverse academic, socioeconomic, gender identity, sexual
orientation, cultural, disability, and ethnic background of groups
historically underrepresented, and groups who may have experienced
- Success integrating diversity as appropriate into the major
duties outlined in the job description and in the duties listed in
the District’s hiring policy; or demonstrated equivalent
transferable skills to do so.
$68,541 - $83,645 Annual Salary (Range 90: Classified Salary
Schedule Fiscal Year 2022-2023). Starting placement is generally at
Excellent fringe benefit package includes a pension, medical,
dental, vision, EAP (employee assistance plan) and life insurance
for employee and eligible dependents, and income protection.
Voluntary plans include supplemental life insurance, Flexible
Spending Accounts, 403b and 457 Deferred Compensation Accounts.
Classified employees also receive vacation, 12 sick leave days and
20 paid holidays.
To be considered for this position please visit our web site and
apply on line at the following link: https://sjeccd.peopleadmin.com/
About San Jose/Evergreen Community College District
The District is represented by dedicated and talented employees who
are passionate about providing our student population with the best
educational experience possible. The District recognizes that
cultural diversity in the academic environment promotes academic
excellence; fosters cultural, racial and human understanding;
provides positive roles models for all students, and creates an
inclusive and supportive educational and work environment for its
employees, students, and the community it serves.
As of fall 2017, with enrollment of approximately 18,500 per
semester, and an extremely diverse student population
(Hispanic/Latino 44%, Black/African-American 4%, Asian/Pacific
Islander 32%, American Indian/Native American 0.5%, White/Caucasian
11%) attaining educational goals reflecting 45% - AA Degree and
Transfer to a 4-Year College/ University, the District’s emphasis
on student success makes it a recognized educational leader in the
The District encourages a diverse pool of applicants to serve as
colleagues to an existing diverse group of managers, supervisors
and confidential staff consisting of 29 % Hispanic/Latino, 13%
Asian/Pacific Islander, 7% Black/African American, 23%
White/Caucasian, and as well as encouraging applications from all
qualified, outstanding applicants.