Confidential Executive Administrative Assistant; Human Resources
Job in
San Jose, Santa Clara County, California, 95199, USA
Listing for:
San Jose-Evergreen Community College District
Full Time
position
Listed on 2026-01-12
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Clerical
Salary/Wage Range or Industry Benchmark: 80000 - 100000 USD Yearly
USD
80000.00
100000.00
YEAR
Job Description & How to Apply Below
Position: CONFIDENTIAL EXECUTIVE ADMINISTRATIVE ASSISTANT, (Human Resources)
POSITION SUMMARY
The Confidential Executive Administrative Assistant reports to the Vice Chancellor of Human Resources at the District Office. The work schedule is 12 months per year;
Monday – Friday; 7:30 a.m. to 4:30 p.m.
POSITION PURPOSE
This position is responsible for managing and coordinating the administrative functions within the office of the assigned Executive. Incumbents perform a variety of confidential administrative and secretarial duties for the assigned executive or administrative management staff, assists in the administration of office functions, and provide information and assistance to faculty, staff, students and the public.
NATURE and SCOPE
This class is distinguished from other classes in the Administrative Assistant series in that this class provides advanced and confidential administrative and secretarial support to an Executive. Incumbents in this class may be responsible for overseeing day–to–day office functions, and are responsible for the most difficult and responsible types of duties assigned to classes in the series. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.
Incumbent assigned to the classification is exposed to sensitive collective bargaining information and materials during the negotiating process and is designated as Confidential classification.
KEY DUTIES and RESPONSIBILITIES
Serve as a liaison with all levels of administration, faculty, and students. Work with all constituent groups and ensure the implementation of the vision for the District.Screen office and telephone calls; respond to sensitive complaints and requests for information from the general public, students, faculty and staff; resolve concerns and complaints; refer inquiries as appropriate.Establish and maintain a variety of confidential files and records; research and gather information for special reports.Maintain calendars of department activities, meetings and various events; make reservations for conferences and other events; coordinate travel arrangements for department staff as needed.Perform paraprofessional support work as assigned; research questions pertaining to policies and procedures.Perform a variety of administrative and clerical support functions; receive, review and initiate the processing of workers' compensation claims; submit appropriate paperwork; follow up as necessary.Perform confidential administrative assistant functions for assigned office activities; independently prepare correspondence; respond to letters and general correspondence of a routine nature; prepare reports and graphic materials as assigned.Receive and process agreements; edit and maintain agreements; monitor expiration dates, inform appropriate executive staff.Compile Board meeting material; ensure all information is assembled and properly filed; route to Chancellor's Office by assigned deadline.Provide staff support on a variety of boards and committees; prepare agendas and other material; prepare minutes and distribute.Conduct special projects as assigned related to the development of proposals such as gathering collective bargaining data.May prepare, negotiate, review, and administer contracts or independent contractor agreements, be a liaison with property insurer for liability claims, or monitor the risk management program.Open, sort and distribute mail; identify priority items.Order and maintain adequate supplies as required.Perform other related duties as assigned.EMPLOYMENT STANDARDS
Knowledge of:
Principles of business letter writing.Advanced principles and procedures of record keeping and reporting.Modern office procedures, methods and computer equipment.English usage, spelling, grammar and punctuation.Basic mathematical principles.Training, planning and directing work of other employees.Skills and Abilities to:
Perform routine secretarial work involving the use of district procedures and processes.Work with administrators, staff and students in providing support and assistance to the Chancellor’s Office.Interpret and apply administrative and departmental policies and procedures.Operate a variety of office machines including computer devices.Use Microsoft Office software effectively.Maintain confidential and administrative records and files.Communicate clearly and concisely, both orally and in writing.Work independently in the absence of supervision.Establish and maintain cooperative working relationships with those contacted in the course of work.Demonstrate superior public service skills.#J-18808-Ljbffr
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