Administrative Assistant (Counseling)

West Valley-Mission Community College District

Saratoga (CA)

On-site

USD 90,000 - 98,000

Full time

2 days ago

Be an early applicant

Get a reply from this employer

Your resume and cover letter, tailored to exactly what they’re hiring for.

Get past ATS filters

Benefits offered by this job

Medical/dental/vision

Long-term disability

Life insurance

Holidays & leave

CalPERS retirement

Job summary

West Valley College is seeking an Administrative Assistant in the Counseling department to support a Director or Dean, manage confidential tasks, and coordinate office activities at 100% effort. The role emphasizes equity, organizational efficiency, and strong collaboration with district staff and students.

The candidate will handle administrative and technical support for projects, assist in budgeting, and maintain records while serving a diverse student population with discretion and

Qualifications

Two years of responsible office administrative support experience, preferably in an educational environment, or two years of experience similar to an Office Coordinator with the West Valley-Mission Community College District.
Equivalent to the completion of the twelfth grade, supplemented with college level courses in business or accounting.
Experience providing administrative and technical support to assigned projects and programs.
Experience working with college student to complete a variety of administrative tasks.
Experience with scheduling tools for a high traffic, in-person and remote office.

Responsibilities

Perform a wide variety of complex, responsible, and confidential administrative and secretarial duties for an assigned Director or Dean; research and analyze routine administrative projects; prepare first draft reports on administrative matters.
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; track, monitor and control expenditures; coordinate related budgets; assure expenditures from categorical funds comply with applicable regulations.
Research, compile, and analyze background data; perform routine and special administrative activities and projects; prepare independent draft reports and documentation; maintain records and files regarding administrative activities; prepare agendas for a variety of meetings, committees, and groups.

Skills

Office administrative support

Project support

Education

High school diploma with business or accounting coursework

Tools

Scheduling tools

Job description

Position Information

Administrative Assistant (Counseling)

Number of Positions: 1

Campus: West Valley College

Position Summary Information

West Valley College is seeking a talented, equity-minded individual to fill the position of Administrative Assistant in the Counseling department.

West Valley College, though just minutes from the heart of the Silicon Valley, 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 supportive atmosphere.

The administrative assistant will perform responsible and confidential administrative duties for a Director or Dean; represent the assigned Director or Dean’s office with district staff and the public; and provide administrative and technical support to assigned projects and programs.

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.

Assignment

100% of full time, 37.5 hours per week, 12 months per year, with anticipated start date of 01/25/2027. Schedule may change to include some evening or weekend hours, as needed. This position is represented by the West Valley-Mission Classified Employees Association ( WVMCEA ), Office, Technical & Business Services Employee Unit.

Work Location

West Valley College, Saratoga, CA

IMPORTANT NOTE : The position is a categorically funded position and therefore, a condition of program continuance is whether the program can generate a level of funding sufficient to cover all associated costs including overhead and salaries. This position is currently grant‑funded through June 30, 2028. The funding cycle for this grant is every 5 years.

Salary and Benefits

Anticipated Hiring Range:

$8,042.92–$ 8,785.25 monthly ( WVMCEA Salary Schedule, Range 63, Steps A‑C).

Benefits

Employer-contributed medical, dental and vision for employee, spouse, and/or dependents.
Employer-paid long term disability for employee.
Employer-provided life insurance.
14 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
12 days vacation leave accrued annually; rate increases step-wise up to maximum 22 days vacation leave accrued annually.
12 days sick leave accrued annually.
Personal necessity leave and personal business leave.
Educational growth incentive program from $45 to $225 monthly.
$1,000 longevity award annually after 10 years of service and $1,500 longevity award annually after 15 years of service.
CalPERS retirement.
Position is union affiliated.

Minimum Qualifications

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:

Experience

Two years of responsible office administrative support experience, preferably in an educational environment, or two years of experience similar to an Office Coordinator with the West Valley-Mission Community College District.

Education

Equivalent to the completion of the twelfth grade, supplemented with college level courses in business or accounting.

Desired Qualifications

Experience providing administrative and technical support to assigned projects and programs.
Experience working with college student to complete a variety of administrative tasks.
Experience with scheduling tools for a high traffic, in-person and remote office.

Knowledge and Abilities

Knowledge of

Organization, procedures, and operating details of an office.
Principles and practices of routine research and project planning.
Basic accounting skills; methods and practices of budget tracking and monitoring.
Principles and practices of office management and records management.
Principles and methods of business letter and report writing; grant reporting requirements.
Modern office practices, procedures and computer equipment and standard office software.
English usage, grammar, spelling, punctuation and vocabulary.
Applicable local, state, and federal laws, regulations, and forms.

Ability to

Plan, oversee, and implement activities related to an office.
Intermittently, review and evaluate documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve issues for the public and with staff.
On a continuous basis, sit at desk for long periods of time or stand at public counter; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone; write or use a keyboard to communicate through written means; and lift or carry weight of 10 pounds or less.
Interpret and apply district and campus rules, laws and policies.
Coordinate and organize timely workflow while maintaining effective and harmonious relationships.
Learn and work with multiple software programs and databases.
Type at a speed necessary for successful job performance.
Learn and understand community college policies and procedures.
Think critically and independently.
Work confidentially with discretion.
Work effectively to meet demanding schedules and multiple timelines.
Research and compile information for statistical and budget reports; compose complex correspondence and prepare preliminary reports.
Maintain official and complex records and files.
Use sound judgment in recognizing scope of authority.
Operate and use modern office equipment including computers and applicable software.
Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
Utilize appropriate safety procedures and practices for assigned duties.
Communicate effectively orally and in writing.
Relate effectively with people of varied academic, cultural and socio-economic backgrounds using tact, diplomacy and courtesy.
Establish and maintain effective, cooperative, and collaborative working relationships with others.

Examples of Duties and Responsibilities

Perform a wide variety of complex, responsible, and confidential administrative and secretarial duties for an assigned Director or Dean; research and analyze routine administrative projects; prepare first draft reports on administrative matters.
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; track, monitor and control expenditures; coordinate related budgets; assure expenditures from categorical funds comply with applicable regulations.
Research, compile, and analyze background data; perform routine and special administrative activities and projects; prepare independent draft reports and documentation; maintain records and files regarding administrative activities; prepare agendas for a variety of meetings, committees, and groups.
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, certificates, claims, legislation and other specialized documents; verify eligibility requirements and coordinate with outside agencies.
Provide follow up to assignments given to management and/or operations staff by an assigned Director or Dean; provide status reports to an assigned Director or Dean; assist in coordinating, preparing, and producing staff reports.
Facilitate communications between assigned supervisor, other administrators, students, academic staff, and other offices, educational institutions or public agencies.
Order and purchase supplies for administrative operations; perform accounting functions related to ordering supplies, equipment, and services; make budget transfers as appropriate.
Maintain time card and payroll records; maintain administrative files and records for personnel including employee evaluations and disciplinary actions.
May provide technical and functional oversight of assigned clerical staff; plan, prioritize, assign and review the work of staff involved in providing administrative support.
May receive, process and document cash receipts using district cash handling policies and procedures.
Respond to letters and general correspondence not requiring the attention of management 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 priority attention.
Interpret and explain district and organizational policies, rules and regulations in response to inquiries; refer inquiries as appropriate; assist in developing department policies and procedures in order to meet department 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, including taking meeting minutes; review and summarize miscellaneous reports and documents; prepare background documents as necessary.
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 and respect.
Be an integral team player, which involves flexibility, cooperation and communication.
Perform related duties as assigned.

Working Conditions

Other Duties

Physical Demands

Reasonable Accommodations and Assistance Contact

Office of Human Resources, Attn: Recruitment
14000 Fruitvale Ave, Saratoga, CA 95070
Phone: (408) 741-2174 Fax: (408) 741-2564
Email: Careers@wvm.edu

Selection Process

After the deadline date, a committee will review and evaluate applications and supporting materials to select the applicants to be interviewed. Meeting the minimum qualifications does not assure the candidate an interview.
All candidates will receive an e-notification to acknowledge receipt of their application materials. If not contacted within 3-6 weeks following the close of the recruitment, no suitable match was determined at this time.
Travel expenses to attend first-level interview are the responsibility of the candidate.
Application materials become the property of the District and will not be returned or duplicated.
The district may choose to re-advertise or indefinitely delay filling a position. Some positions may include first and second level interviews.
The district reserves the right to contact former, current, the most recent employers, and others to investigate past employment records of applicants.
Any tentative verbal offer of employment is contingent upon formal approval of the college Governing Board.
Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.
The district does not provide visa sponsorship.

EEO Statement

West Valley-Mission Community College District is an Equal Opportunity Employer that seeks to employ a diverse workforce who will contribute to an inclusive and welcoming educational and employment environment. The District is committed to nondiscrimination on the basis of ethnic group identification, race, color, national origin, religion, age, sex, physical disability, mental disability, genetic information, ancestry, gender identity, gender expression, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, military or veteran status, and medical condition consistent with applicable federal and state laws.

Posting Details

Posting Number: FY22/23-363FT

Open Date: 11/02/2026

Close Date: 11/24/2026

Open Until Filled: No

Required Documents