ADMINISTRATIVE SECRETARY (ACADEMIC AFFAIRS)

San Jose-Evergreen Community College District; San Jose (CA); On-site; USD 90,000 - 110,000; Full time

Job summary

San Jose/Evergreen Community College District seeks an Administrative Secretary (Academic Affairs) at San Jose City College. The role supports the Vice President of Academic Affairs, manages calendars, correspondence and budgets, and coordinates committees and agendas.

12-month, Monday–Friday, 8:00 a.m.–5:00 p.m. with composed, confidential secretarial duties and heavy public contact. Base salary ranges reflect classified work in this district.

Qualifications

• Knowledge of office procedures and record keeping.
• Ability to manage sensitive files and calendar schedules.
• Proficiency in business correspondence and English usage.

Responsibilities

• Provide advanced administrative and secretarial support to a Vice President.
• Screen calls, respond to inquiries, and route information as needed.
• Maintain department budgets, purchase orders, and vendor payments.
• Prepare agendas, minutes, and distribute materials for meetings.
• Open mail, sort items, and manage supplies.

Skills

Organization

Time management

Office procedures

Business letter writing

Record keeping

English usage

Mathematics

Education

High school diploma or GED

Administrative secretarial training

Job description

ADMINISTRATIVE SECRETARY (ACADEMIC AFFAIRS)

San Jose/Evergreen Community College District

Close/First Review Date: 09/13/2026

Work Location: San Jose City College

Position Description:

POSITION SUMMARY

The Administrative Secretary reports to the Vice President ofAcademic Affairs at San Jose City College. The work schedule is 12months per year; Monday – Friday; 8:00 a.m. to 5:00 p.m.

This position is represented by the California School EmployeesAssociation (CSEA), Chapter 363.

POSITION PURPOSE

Under general supervision, performs a variety of advancedadministrative and secretarial support to a College Vice President.Incumbents in this class may be responsible for overseeingday-to-day office functions, and are responsible for difficult andresponsible duties assigned to classes in the series. Employees atthis level are fully trained in all procedures related to theassigned area of responsibility.

DUTIES AND RESPONSIBILITIES

• Exercise independent judgment in relieving a Vice President ofactions not requiring his/her immediate attention.
• Screen office and telephone calls; respond to sensitivecomplaints 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 sensitive files and records;research and gather information for special reports.
• Maintain calendar of department activities, meetings and variousevents; make reservations for conferences and other events;coordinate travel arrangements for department staff asneeded.
• Maintain a variety of program and departmental budgets; makebudget transfers, create purchase orders, and pay vendors.
• Perform paraprofessional support work as assigned; researchquestions pertaining to policies and procedures.
• Perform a variety of administrative, secretarial, and clericalsupport functions for assigned office activities; independentlyprepare and send correspondence; respond to letters and generalcorrespondence of a routine nature; prepare reports and graphicmaterials as assigned.
• Receive and process agreements; edit and maintain agreements;monitor expiration dates; inform appropriate executive staff.
• Provide staff support on a variety of boards and committees;prepare agendas and other material; prepare minutes anddistribute.
• Open, sort and distribute mail; identify priority items.
• Order and maintain adequate supplies as required.
• Perform related duties as required.

EMPLOYMENT STANDARDS

Knowledge:

• Organization, time management and standard officeprocedures.
• Principles of business letter writing.
• Advanced principles and procedures of record keeping andreporting.
• Modern office procedures, methods and computer equipment.
• English usage, spelling, grammar and punctuation.
• Basic mathematical principles.

Skills and Abilities:

• Perform responsible and difficult administrative and secretarialwork involving the use of independent judgment and personalinitiative.
• Interpret and apply administrative and departmental policies,procedures, laws and regulations.
• Work independently in the absence of supervision.
• Compile and maintain sensitive records.
• Independently prepare correspondence and memorandums.
• Type at a speed necessary for successful job performance.
• Manage and maintain multiple budgets.
• Maintain effective audio visual discrimination and perceptionneeded for making observations, communicating with others, readingand writing, operating assigned equipment, handling varied taskssimultaneously.
• Maintain physical condition appropriate to the performance ofassigned duties and responsibilities which may include standing orsitting for extended periods of time, operating assigned equipment,typing for extended periods of time.
• Maintain mental capacity which allows the capability of makingsound decisions, answering questions, and demonstratingintellectual capabilities

Required Qualifications:

EDUCATION AND EXPERIENCE

• Education equivalent to a high school diploma or GEDsupplemented by specialized administrative secretarialtraining.
• At least three years of administrative (clerical) experienceinvolving heavy public contact and primary support to managementstaff.

District's Diversity Requirements

• Demonstrated sensitivity, knowledge and understanding of thediverse academic, socioeconomic, gender identity, sexualorientation, cultural, disability, and ethnic background of groupshistorically underrepresented, and groups who may have experienceddiscrimination.
• Success integrating diversity as appropriate into the majorduties outlined in the job description and in the duties listed inthe District's hiring policy; or demonstrated equivalenttransferable skills to do so.

Salary Range

$90,227 - $110,089 Annual Salary (Range 100: Classified SalarySchedule Fiscal Year 2026-2027). Starting placement is generally at Step 1.

Benefits

• In addition to the salary, this position qualifies for the choiceof one of the District's excellent Health Benefits and Welfareplans, which the premium cost is 100% paid by the District for theemployee and their eligible dependents, and one health plan costingan estimated $60,000 for the District for fiscal year 2025-2026.
• We offer two medical plans (Anthem Blue Cross [PPO] and KaiserPermanente (HMO]); dental (Delta Dental PPO); vision (VSP Choice);life insurance for the employee (The Lincoln); life insurance foreligible dependents (The Lincoln); a long term disability/incomeprotection plan (The Lincoln); and an employee assistance plan(Anthem EAP).
• In addition, the District contributes an additional 26.81% of theemployee's salary towards an eligible employee's pension(CalPERS).
• Employees may also elect to participate in optional plans includingpurchasing additional life insurance for themselves and theireligible dependent(s); enroll in a medical, transportation, and/ordependent care Flexible Spending Account(s) (with the $4 monthlyadministrative fee paid by the District); and set pre-taxed dollarsaside to supplement their pension in a 403b (tax shelter annuity)and/or a 457 (deferred compensation) plan(s).
• Classified employees also earn 10 to 22 days per year ofvacation (based on years of service), and up to 12 sick leave days(pro-rated for less than full-time positions). There are currently20 paid holidays.

About San Jose/Evergreen Community College District

The District is represented by dedicated and talented employees whoare passionate about providing our student population with the besteducational experience possible. The District recognizes thatcultural diversity in the academic environment promotes academicexcellence; fosters cultural, racial and human understanding;provides positive roles models for all students, and creates aninclusive and supportive educational and work environment for itsemployees, students, and the community it serves.

As of fall 2017, with enrollment of approximately 18,500 persemester, and an extremely diverse student population(Hispanic/Latino 44%, Black/African-American 4%, Asian/PacificIslander 32%, American Indian/Native American 0.5%, White/Caucasian11%) attaining educational goals reflecting 45% – AA Degree andTransfer to a 4-Year College/ University, the District's emphasison student success makes it a recognized educational leader in theState.

The District encourages a diverse pool of applicants to serve ascolleagues to an existing diverse group of managers, supervisorsand 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 allqualified, outstanding applicants.