Executive 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 is seeking an Administrative Secretary (Academic Affairs) to support the Vice President of Academic Affairs at San Jose City College. The role requires managing calendars, correspondence, budgets, and confidential files with tact and professionalism.

Qualified candidates will have a high school diploma or GED with specialized admin secretarial training and at least three years of relevant experience.

Qualifications

• 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.

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.

Skills

Organization

Time management

Office procedures

Business letter writing

Record keeping

Computer proficiency

English grammar

Mathematical fundamentals

Education

High school diploma or GED

Administrative secretarial training

Job description

San Jose/Evergreen Community College District is seeking an Administrative Secretary (Academic Affairs) to support the Vice President of Academic Affairs at San Jose City College. The role requires managing calendars, correspondence, budgets, and confidential files with tact and professionalism.

Qualified candidates will have a high school diploma or GED with specialized admin secretarial training and at least three years of relevant experience.