ADMINISTRATIVE SECRETARY (ACADEMIC AFFAIRS)

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

Benefits offered by this job

Health benefits

Vacation time (10–22 days)

Sick leave (up to 12 days)

Paid holidays (20 days)

CalPERS pension contribution

Job summary

San Jose/Evergreen Community College District is seeking an Administrative Secretary for San Jose City College. The role reports to the Vice President of Academic Affairs, with a 12-month schedule, Monday–Friday, 8:00 a.m. to 5:00 p.m., and is represented by CSEA, Chapter 363.

The position requires advanced secretarial support, calendar management, travel coordination, budget handling, and board/committee support; strong organizational and communication skills are essential to success.

Qualifications

• Education equivalent to a high school diploma with secretarial training.
• Minimum three years administrative experience with heavy public contact and support to management.

Responsibilities

• Provide advanced administrative and secretarial support to a College Vice President.
• Screen calls, respond to inquiries, and route requests.
• Maintain calendars and arrange travel and meetings.
• Prepare budgets, process purchases, and pay vendors.
• Prepare agendas, minutes, and distribute materials.
• Open mail and manage records.
• Support committees and boards with staff materials.
• Order supplies and manage filings.

Skills

Independent judgment

Office administration

Records management

Budget management

Calendar management

Customer service

Microsoft Office Suite

Travel coordination

Education

High school diploma or GED

Tools

Microsoft Office Suite

Job description

San Jose/Evergreen Community College District

Close/First Review Date: 09/13/2026

Work Location: San Jose City College

Position Summary

The Administrative Secretary reports to the Vice President of Academic Affairs 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.

Position Purpose

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

Duties And Responsibilities

• Exercise independent judgment in relieving a Vice President of actions not requiring his/her immediate attention.
• 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 sensitive files and records; research and gather information for special reports.
• Maintain calendar of department activities, meetings and various events; make reservations for conferences and other events; coordinate travel arrangements for department staff as needed.
• Maintain a variety of program and departmental budgets; make budget transfers, create purchase orders, and pay vendors.
• Perform paraprofessional support work as assigned; research questions pertaining to policies and procedures.
• Perform a variety of administrative, secretarial, and clerical support functions for assigned office activities; independently prepare and send 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.
• Provide staff support on a variety of boards and committees; prepare agendas and other material; prepare minutes and distribute.
• 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 office procedures.
• 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.

Skills And Abilities

• Perform responsible and difficult administrative and secretarial work involving the use of independent judgment and personal initiative.
• 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 perception needed for making observations, communicating with others, reading and writing, operating assigned equipment, handling varied tasks simultaneously.
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include standing or sitting for extended periods of time, operating assigned equipment, typing for extended periods of time.
• Maintain mental capacity which allows the capability of making sound decisions, answering questions, and demonstrating intellectual capabilities

Required Qualifications

Education and Experience

• Education equivalent to a high school diploma or GED supplemented by specialized administrative secretarial training.
• At least three years of administrative (clerical) experience involving heavy public contact and primary support to management staff.

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 discrimination.

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.

Salary Range

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

Benefits

• In addition to the salary, this position qualifies for the choice of one of the District's excellent Health Benefits and Welfare plans, which the premium cost is 100% paid by the District for the employee and their eligible dependents, and one health plan costing an estimated $60,000 for the District for fiscal year 2025-2026.
• We offer two medical plans (Anthem Blue Cross [ PPO ] and Kaiser Permanente ( HMO ]); dental (Delta Dental PPO ); vision ( VSP Choice); life insurance for the employee (The Lincoln); life insurance for eligible dependents (The Lincoln); a long term disability/income protection plan (The Lincoln); and an employee assistance plan (Anthem EAP ).
• In addition, the District contributes an additional 26.81% of the employee's salary towards an eligible employee's pension (CalPERS).
• Employees may also elect to participate in optional plans including purchasing additional life insurance for themselves and their eligible dependent(s); enroll in a medical, transportation, and/or dependent care Flexible Spending Account(s) (with the $4 monthly administrative fee paid by the District); and set pre-taxed dollars aside 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 of vacation (based on years of service), and up to 12 sick leave days (pro-rated for less than full-time positions).
• There are currently 20 paid holidays.

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 State.

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.