Administrative Assistant, Senior (OEI)
Initial closing Date:
*This position will become Open Until Filled after the initial
Review Date. Any complete applications received while the position
is Open Until Filled will be reviewed by the hiring committee only
upon committee request.
$6,027.77 (per month) plus benefits;
Full Salary Range:
$6,027.77 - $8,099.15 (per month)
The Foothill-De Anza Community College District is currently
accepting applications for the classified position above.
Foothill - De Anza Community College District Mission
The mission of the Foothill-De Anza Community College District is
student success and educational excellence. The district and its
colleges provide access to affordable, quality educational programs
and services that develop a broadly educated and socially
responsible community that supports an equitable and just future
for California and the global community. Every member of our
district contributes to a dynamic instructional and learning
environment that fosters student engagement, equal opportunity, and
innovation in meeting the various educational and career goals of
our diverse students. Foothill-De Anza is driven by an equity
agenda and core values of integrity, inclusion, care for our
students' well-being, and sustainability.
The California Virtual Campus (CVC) is a state-wide online
education initiative to help students reduce time to graduation or
transfer through centralized access to high-quality online courses
and programs across the California Community Colleges (CCC). The
CVC includes a state-wide online learning technology ecosystem,
course exchange, common learning management system, faculty
professional development, and an overall focus on increasing
equitable outcomes for students. The CVC is operated by the
Foothill - De Anza Community College District on behalf of the
California Community Colleges Chancellor's Office as the recipient
of the state-wide Online Education Initiative (OEI) grant. Composed
of high-quality online courses, resources for students, and
educational technologies, the CVC represents a comprehensive and
collaborative program that increases the opportunity for higher
education degree attainment in California.
The CVC Exchange, integrated into cvc.edu, includes a
student-centered, searchable catalog of online courses and programs
across nearly 90 California Community Colleges, and is rapidly
growing. Typically, students utilizing the CVC Exchange are
searching for an online course not currently available at their
home college or are searching for a fully online program of study.
The system enables a growing number of CCC students to register,
without completing a new application, in available online courses
outside of their home colleges, while also integrating financial
aid, payment and credit transfer between colleges.
This position serves as a key support to the CVC leadership team
and overall operations, particularly with grant administrative
processes (including but not limited to budget tracking, processing
invoices, interfacing with district accounting, and contract
approvals), serving as a primary point-of-contact for external
stakeholders (including coordination of the program's online
support help desk), organizing and supporting meetings, workshops,
travel, and/or other events, maintaining accurate and complete
internal records and databases, utilizing a variety of technologies
and data management programs, and coordinating data collection for
required reports and/or presentations.
This position is expected to work primarily remotely; however,
periodic travel to the district, State Chancellor's Office, or
other locations may be required to meet program needs. Office space
at the Foothill - De Anza Community College District site may be
provided at the discretion of the Executive Director. Most work is
completed using videoconferencing, telephone, and collaborative
tools such as Zoom, Slack, G-Suite, Office 365, and similar
Under direction, performs a variety of advanced administrative
support duties of considerable complexity requiring a significant
level of knowledge of assigned department/division,
College/District policies and procedures, and local, state, and
federal regulations; provides administrative support to assigned
Dean, Director, faculty, and staff, including coordinating multiple
calendars, schedules, making travel arrangements, and handling
sensitive materials; coordinates development, input, and
maintenance of class schedules; composes and prepares complex
correspondence, reports, and other documents using considerable
judgment in content and style; provides information to students,
staff, faculty, a variety of other public and regulatory agencies,
community groups, the business community, and the general public;
administers complex budgets; coordinates workflow of the office;
and performs related duties as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from assigned managerial staff. Exercises no
supervision of staff. May provide technical and functional
direction and training to assigned staff.
This is the advanced journey-level class in the Administrative
Assistant series. Incumbents at this level are capable of
performing advanced and complex administrative support duties
requiring the use of considerable discretion and independent
judgment in performing assigned work and have responsibility for
ensuring the efficient and effective functioning of assigned
program or operational area. Assignments are given with general
guidelines and incumbents are responsible for establishing
objectives, timelines, and methods to deliver work products or
services. Work is typically reviewed upon completion for soundness,
appropriateness, and conformity to policy and requirements. This
class is distinguished from the Executive Assistant classification
series in that the latter acts in a higher-level capacity and
provides highly responsible and complex professional assistance to
a Vice President or Vice Chancellor.
Select positions in this classification are designated as
"confidential" as this term is used within the Educational
Employment Relations Act (EERA), 3540.1(c). “Confidential”
positions in this classification assist management personnel with
developing collective bargaining proposals and/or have regular
access to information which contributes to the development of
management's collective bargaining positions and/or labor relations
EXAMPLES OF TYPICAL FUNCTIONS (Illustrative Only)
- Provides advanced and complex administrative support to
assigned dean, director, or management staff; acts as a liaison
between the dean, director, and management staff with other staff
or the public, coordinating resolutions to issues, problems, and
complaints as appropriate.
- Oversees workflow of the office by continuously monitoring and
evaluating the efficiency and effectiveness of service delivery
methods and procedures; assesses and monitors work load,
administrative and support systems, and internal reporting
relationships; identifies opportunities for improvement and reviews
with management; directs the implementation of improvements.
- Analyzes, plans, and coordinates activities related to an
assigned program or activity, including conducting studies and
projects by selecting, adapting, and applying appropriate
analytical, research, and statistical techniques; evaluating
alternatives, making preliminary and final recommendations, and
assisting with the implementation of procedural, policy,
administrative, and/or operational changes after approval; prepares
comprehensive technical records and reports.
- Coordinates program, department, or division budget
administration processes; gathers and analyzes data related to
revenues, expenditures, and projections; researches and works with
management to resolve budget questions and reconcile
inconsistencies; monitors and tracks expenditures and revenues;
creates and processes contracts, agreements, and requisitions;
processes invoices and prepares chargeback documentation; verifies
budget and account codes; develops budget reports as needed.
- Coordinates development and maintenance of class schedules by
working with the Dean and faculty, inputting data, resolving
scheduling and room assignment conflicts, calculating and ensuring
accurate allocation of faculty load and assignment, and ensuring
timely completion of the schedule in accordance with established
policies, procedures, and regulations.
- Serves as point of contact for students, parents, staff,
faculty, and the general public for assigned program, department,
or division by answering a variety of questions and responding to
complaints; providing information regarding classes and campus
facilities and directions; explaining program requirements,
policies, procedures, and eligibility questions according to
established guidelines or by referring the customer to other
programs, departments, off-campus services, agencies, and community
groups, as appropriate.
- Designs, creates, and edits a variety of documents, including
correspondence, letters, memos, agendas, reports, lists, forms,
schedules, flyers, event materials, and statistical reports.
- Verifies and reviews forms and reports for completeness and
conformance with established policies and procedures; applies
policies and procedures in determining completeness of
applications, records, and files.
- Serves as staff support to College/District committees,
including compiling agenda items and supporting documentation,
communicating directly with committee members, and maintaining
detailed tracking of governance processes and actions.
- Plans, schedules, and organizes department, division, and/or
District-wide events, workshops, informational seminars,
presentations, and related activities including developing and
monitoring budgets; processing independent contractor agreements
and purchase requisitions; and ensuring compliance with established
timeline and budget.
- Organizes and maintains accurate and detailed databases, files,
and records, verifies accuracy of information, researches
discrepancies, and records information.
- Performs a variety of administrative office support duties such
as collecting and reporting student data to local, state, and
federal agencies; reviewing a wide variety of student and program
data, records, applications, and information to ensure compliance
with policies, procedures, and state and federal regulations;
coordinating travel arrangements; processing and maintaining
timesheets and confidential personnel documents; tracking staff and
faculty leaves; and processing reimbursements.
- May provide direction, training, orientation, and guidance to
assigned staff; plan, schedule, prioritize, and assign work; and
review and control quality of work.
- Learns and applies emerging technologies related to the areas
- Performs related duties as assigned.
- Modern office management practices, procedures, technology, and
computer equipment and applications, including word processing,
database, and spreadsheet applications.
- Organizational practices as applied to the analysis,
evaluation, development, and implementation of programs, policies,
and procedures within assigned areas of responsibility.
- Principles and techniques of conducting analytical studies,
evaluating alternatives, making sound recommendations, and
preparing and presenting effective and technical reports.
- Applicable federal, state, and local laws, rules, regulations,
ordinances, and District policies and procedures relevant to
assigned area of responsibility.
- Record keeping and filing systems and methods.
- Basic statistics, business arithmetic, and bookkeeping.
- Business letter writing and the standard format for reports and
- English usage, grammar, spelling, vocabulary, and
- Techniques for providing a high level of customer service by
effectively dealing with the public, students, and District staff,
including individuals of diverse academic, socio-economic, ethnic,
religious, and cultural backgrounds, disability, and sexual
- Demonstrate understanding of, sensitivity to, and respect for
the diverse academic, socio-economic, ethnic, religious, and
cultural backgrounds, disability, and sexual orientation of
community college students, faculty and staff.
- Perform advanced and complex administrative and program support
work accurately, within established deadlines, and with use of
- Understand the organization and operation of the District and
of outside agencies as necessary to assume assigned
- Coordinate and oversee assigned administrative, budgeting, and
fiscal reporting activities.
- Plan, organize, and carry out assignments from management staff
with minimal direction.
- Analyze, interpret, summarize, and present administrative and
technical information and data in an effective manner.
- Evaluate and develop improvements in operations, procedures,
policies, or methods.
- Research, analyze, and evaluate new service delivery methods,
procedures, and techniques.
- Interpret, apply, and explain applicable federal, state, and
local laws, rules, regulations, ordinances, and District policies
and procedures relevant to assigned area of responsibility.
- Prepare, review, and present reports and other correspondence
and communications in a clear and concise manner.
- Maintain accurate databases, records, and files.
- Maintain confidentiality and be discreet in handling and
processing confidential information and data.
- Perform arithmetic, financial, and statistical computations
- Organize and prioritize a variety of projects and multiple
tasks in an effective and timely manner; organize own work, set
priorities, and meet critical time deadlines.
- Effectively use and keep current with computer systems,
software, and modern business equipment to perform a variety of
- Use English effectively to communicate in person, over the
telephone, and in writing.
- Use tact, initiative, prudence, and independent judgment within
general policy, procedural, and legal guidelines.
- Establish, maintain, and foster positive and effective working
relationships with those contacted in the course of work.
Licenses and Certifications:
- Understanding of, sensitivity to, and respect for the diverse
academic, socio-economic, ethnic, religious, and cultural
backgrounds, disability, and sexual orientation of community
college students, faculty and staff.
- Any combination of training and experience which would provide
the required knowledge, skills, and abilities is qualifying. A
typical way to obtain the required qualifications would be
equivalent to completion of the twelfth (12th) grade supplemented
by college-level coursework AND five (5) years of
increasingly responsible and varied administrative support
Must possess mobility to work in a standard office setting and use
standard office equipment, including a computer; vision to read
printed materials and a computer screen; and hearing and speech to
communicate in person and over the telephone. Standing in and
walking between work areas is frequently required. Finger dexterity
is needed to access, enter, and retrieve data using a computer
keyboard or calculator and to operate standard office equipment.
Positions in this classification frequently bend, stoop, kneel, and
reach to perform assigned duties, as well as push and pull drawers
open and closed to retrieve and file information. Employees must
possess the ability to lift, carry, push, and pull materials and
objects up to 10 pounds with the use of proper equipment.
Reasonable accommodations will be made for individuals on a
Employees work in an office environment with moderate noise levels,
controlled temperature conditions, and no direct exposure to
hazardous physical substances.
If any required application materials are omitted, the committee
will not review your application. Items not required (including
reference letters) will not be accepted. For full-consideration,
all application packets must be received by 11:59 pm on the closing
Please allow yourself ample time to complete your
application and resolve any technical difficulties that may arise
with your submission. We do not guarantee a response to application
questions within 48 hours of the closing date.
CONDITIONS OF EMPLOYMENT:
- A District on-line application on http://hr.fhda.edu/careers/. *In
the application, you will provide information, which demonstrates
your understanding of, sensitivity to, and respect for the diverse
academic, socio-economic, ethnic, religious, and cultural
backgrounds, disability, and sexual orientation of community
college students, faculty and staff. Additionally, you will be
asked to explain how your life experiences, studies or work have
influenced your commitment to diversity, equity and inclusion.
- A cover letter addressing your qualifications for the
- A current resume of all work experience, formal education and
Full-Time, Grant Funded,12 months per year
As soon as possible upon completion of the
Excellent benefits package which includes medical coverage for
employee and eligible dependents, dental, vision care, employee
assistance program, long term disability, retirement benefits and
basic life insurance. For information on our benefits package that
includes medical for employees and dependents, visit our web site:
Persons with disabilities who require reasonable accommodation to
complete the application and interviewing process must notify
Employment Services no later than the closing date of the
announcement. The successful applicant will be required to provide
proof of authorization to work in the U.S. All interviewing costs
incurred by applicant are the responsibility of the
For more information about our application process contact:
Foothill-De Anza Community College District
12345 El Monte Road
Los Altos Hills, California 94022
To apply, visit https://fhda.csod.com/ux/ats/careersite/4/home/requisition/1309?c=fhda